IceHrm Feature Update: New Offer Letters Module is Here

Masha -

We’re happy to announce that applicant tracking in IceHrm is getting even better with the addition of Offer Letters.

Our applicant tracking system has already helped thousands of hiring teams cast their nets, speed up the hiring process, and improve communication with candidates in an increasingly competitive job market. When our clients combine it with our pre-boarding and employee self-onboarding tools, they can create unforgettable candidate experiences that attract top talent and build their organization’s brand.

While we’re proud of what our software can do, we realize there’s a gap between when a hiring decision is made and when a candidate accepts the offer. By adding Offer Letters, we’re bridging that gap and improving two of the most important aspects of any applicant tracking system: candidate experience and user experience.

The Candidate Experience

Candidates judge your organization’s brand and culture based on the experience they have during the hiring process. The quality of their experience can determine whether or not they want to work for your company. Often, the difference between a positive candidate experience and a negative one is communication between an employer and a prospective hire. In fact, 58 percent of candidates who’ve had a bad hiring experience cite the lack of regular updates on their application as a major negative factor.

We focused on frequent communication from the beginning while designing our ATS. Candidates receive an automatic email notification when they apply and a follow-up email from IceHrm throughout each stage of the hiring process. In the past, this is where IceHrm’s communication with the candidate ended. An offer letter would come from the hiring organization in whatever format they used. In some cases, the prospective employee was forced to print, sign, and fax or scan the offer letter to accept a job. The communication became jarring and inconvenient, and it turned off qualified candidates right at the end of the hiring process.

Until now.

With the introduction of offer letters, candidates will experience seamless communication from the moment they apply to their very first day on the job. Not only will the process be smoother, but our very own eSignatures feature will make it faster. And that’s a crucial improvement for today’s job market, where 49 percent of candidates who turned down a job offer did so because they had already accepted another offer elsewhere. Sending out job offers sooner will be a huge advantage for your organization.

The User Experience

But we didn’t design our new feature for candidates alone. Your organization’s recruiters and hiring managers also need technology that will support their efforts. A poor user experience can lead to frustration and dissatisfaction on their part. Our own recruiting team explained, "For a recruiter, having to hop back and forth between systems is bad enough. But losing a candidate to another employer because they couldn't get an offer letter out fast enough—very discouraging."

The Offer Letters tool ensures that recruiters only need one system to achieve their goals. They can maintain seamless, end-to-end communication with candidates and send offer letters quickly enough to stay ahead of the competition. Our very own Head of Talent Acquisition, JD Conway, said, "Offer Letters save me around 11 minutes per offer that I need to create. It's not a step you can afford to get wrong, and the custom workflows allow for better quality control and confidence on my part, as well as a better experience for the candidate. I can also see—in real time—whether someone has viewed the offer and how many times it has been viewed. It allows me to step in and answer questions during a very crucial time: while candidates are making life decisions and our company is working to ensure an excellent experience for a new employee." Our recruiting team loves Offer Letters in IceHrm. And once you try it, we’re sure you’ll love it too.

Offer letters in IceHrm include:

  • Offer letter templates – create offer letter templates for different positions, departments, locations, and more
  • Offer letter placeholders – quickly fill out job offers using placeholders for things like name, title, and salary
  • Offer letter attachments – attach files such as background check authorizations and drug screening authorizations.
  • Offer letter preview and offer letter email preview – preview the offer letter, including the notification email sent to applicants.
  • A new “Offer” tab in the applicant record – shows a timeline of when the offer was sent, if and when it was viewed, the number of times it was viewed, and when it was signed.

The introduction of the Offer Letters feature represents a vital enhancement to the IceHrm Applicant Tracking System, transforming the recruitment lifecycle from start to finish. By integrating digital offer creation, eSignatures, and real-time tracking into one seamless platform, IceHrm directly addresses the two most critical pain points in modern hiring: candidate experience and user efficiency. This integration ensures that organizations can move swiftly—a non-negotiable advantage in today's competitive labor market—while maintaining professional, consistent, and positive communication. For HR professionals and recruiters using IceHrm, the new Offer Letters module translates into saved time, better quality control, and the confidence needed to secure top talent ahead of the competition.