Introduction

Generating an offer letter is a critical step in the recruitment process, marking the transition from candidate selection to formal hiring.

Before you send out an offer letter in uKnowva HRMS, it is essential to ensure all the required details are correctly filled in.

This includes the candidate's personal information, job designation, hiring cost, salary structure, and profile details.

uKnowva simplifies this process by guiding HR professionals through a step-by-step interface to capture and verify all necessary data before finalizing and rolling out the offer letter.

In this article, we’ll walk you through how to fill in the details of an offer letter using the Recruitment module in uKnowva HRMS.

Step 1: Access the Applicant Profile and Change Status

To begin, go to the Recruitment menu on the left side navigation panel and select the My Applicants sub-menu.

Here, you’ll find a list of all candidates who have applied. Search for or scroll to the candidate for whom you want to issue the offer letter.

Once you locate the applicant, change their status to Approved/Placed to enable the offer letter rollout functionality.

If you need help with changing the status, you can refer to this detailed tutorial: How to Change the Status of Applicant in uKnowva Recruitment Module.

After updating the status, you will see a Roll Out Offer Letter button—click on it to proceed.

Step 2: Update Initial Offer Letter Details

Upon clicking the Roll Out Offer Letter button, a new interface will appear where you can begin entering the initial offer-related information.

This includes selecting or modifying the source of recruitment, specifying the designation, and entering the hiring cost, etc.

These fields allow the HR team to define how the candidate was hired and outline the budget associated with their recruitment.

Once you’ve reviewed and updated these fields, click the Next button to move forward in the process.

Step 3: Fill in Candidate's Basic and Profile Information

The next section that opens is the Update Candidate Details page.

Under the Basic Information tab, carefully fill in all necessary details, such as the candidate's full name, email address, mobile number, job title, and department.

It’s crucial that these fields are accurate, as they will be reflected in the final offer letter and employment documentation.

After completing the basic details, switch to the Profile Info tab within the same Update Candidate Details page.

Here, you can input additional information related to the candidate’s background, such as educational qualifications, previous work experience, skills, and any other relevant data that helps paint a complete picture of the individual’s professional profile.

Step 4: Provide Salary Information and Finalise

Once the profile information is complete, proceed to the Salary Details section. This part of the form allows you to define the candidate’s salary structure.

Enter components such as basic pay, allowances, deductions, and any performance-based incentives or bonuses.

Ensure all values are accurate and comply with your internal compensation policies.

Once the salary details have been entered and verified, click the Save button to finalise the offer letter preparation.

Conclusion

That’s it!

You’ve now successfully filled in all necessary details to prepare an offer letter in uKnowva HRMS.

By following this process, you ensure that the offer letter is complete, accurate, and aligned with your organisation’s policies.

This not only improves the candidate experience but also maintains professional standards and reduces back-and-forth communication.

If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..