Talent acquisition lead
HR operations manager
Employment counsel
Hiring manager
HR business partner
People operations coordinator
This process is used after an employment offer has been approved and the formal offer letter must be generated, reviewed, and authorized before delivery to the candidate. It applies when the offer letter must be validated for accuracy of compensation terms, benefits, employment conditions, and legal language. It is triggered after offer approval is complete and the offer letter draft is ready for final review. Ideal for organizations with standard offer letter templates, legal review requirements, or environments where offer letter accuracy is critical due to employment law considerations.
People operations coordinators or talent acquisition leads typically generate the offer letter from the approved offer terms and submit it for review. HR business partners validate that the letter accurately reflects the approved compensation, title, start date, and terms. Employment counsel reviews legal language, at-will provisions, non-compete clauses, and any jurisdiction-specific requirements. Hiring managers confirm that role-specific details are accurate. Talent acquisition leads coordinate delivery to the candidate upon final approval.
Reduced time-to-delivery by separating offer letter review from the broader offer approval and routing document validation efficiently. Fewer offer letter errors by validating compensation terms, legal language, and role details against the approved offer before delivery. Clear document accountability with every offer letter traceable to who generated, reviewed, and authorized it. Improved candidate experience by delivering accurate, professionally prepared offer letters without delays caused by document revision cycles.
Your version of this process may vary based on roles, systems, data, and approval paths. Moxo’s flow builder can be configured with AI agents, conditional branching, dynamic data references, and sophisticated logic to match how your organization runs this workflow. The steps below illustrate one example.
Offer letter generation
The process begins when the people operations team generates the offer letter from the approved offer terms. The letter is populated using the organization’s standard template, with candidate-specific details including name, title, department, compensation, benefits, start date, and any special terms. An AI agent can pre-populate the letter from the approved offer data and flag any discrepancies between the template output and the approved terms.
HR review
The HR business partner reviews the offer letter for accuracy, confirming that all terms match the approved offer, that benefits and employment conditions are correctly stated, and that the letter conforms to organizational standards. If discrepancies are found, the letter is returned for correction.
Legal review
Employment counsel reviews the offer letter for legal compliance, including at-will language, non-compete or non-solicitation clauses, confidentiality provisions, and any jurisdiction-specific requirements. If legal modifications are needed, specific edits are provided and the letter is revised. For standard templates with pre-approved legal language, this review may be streamlined.
Hiring manager confirmation
The hiring manager reviews the offer letter to confirm that role-specific details such as title, reporting structure, location, and start date are accurate. If adjustments are needed, the letter is returned to the people operations team.
Final authorization and delivery
Once all reviewers have approved, the offer letter is finalized and authorized for delivery. The talent acquisition lead delivers the letter to the candidate and coordinates the response. The signed offer letter is filed in the employee record upon acceptance.
This process commonly relies on inputs such as approved offer terms, offer letter templates, candidate records, compensation data, and jurisdiction-specific legal provisions. It may be triggered by events like the completion of the offer approval process, the generation of a draft offer letter, or a hiring manager requesting letter delivery. Systems such as an HRIS (Workday, BambooHR), an ATS (Greenhouse, Lever), or a document management platform are commonly connected to provide candidate data, offer terms, and template libraries.
Key decision points include whether the offer letter accurately reflects all approved compensation and employment terms, whether legal language requires modification based on the candidate’s jurisdiction or role, whether role-specific details confirmed by the hiring manager match the letter content, and whether the letter is ready for delivery or requires additional revision.
Template errors where offer letter templates are not updated to reflect recent policy or legal changes, introducing inaccuracies into generated letters. Mismatched terms where the offer letter does not accurately reflect the approved offer, requiring revision cycles that delay candidate delivery. Jurisdiction gaps where legal review does not account for state or country-specific employment requirements, exposing the organization to compliance risk. Delivery delays where fully approved letters sit with the talent acquisition team without clear handoff to coordinate candidate delivery.
Orchestrates offer letter review across HR, legal, and hiring teams within a single workflow, replacing fragmented email review that delays letter delivery.
Routes reviews in parallel so that HR, legal, and hiring manager validation happen concurrently, compressing the time between offer approval and candidate delivery.
AI agents pre-populate offer letters from approved terms and flag discrepancies between template output and approved compensation, reducing manual checking.
Supports revision loops so that identified errors are corrected and re-reviewed without restarting the full approval cycle.
Connects to HRIS and ATS systems to pull candidate data and approved offer terms directly into the letter generation process.
Coordinates delivery to the candidate within the workflow, ensuring the signed offer letter is returned and filed without manual handoff.
