Offer management that gets offers signed
Collect joining documents against your checklist, release the offer letter on email and WhatsApp, and let Hirin.ai chase the candidate with reminders until they sign or decline. Every signed offer, decline reason and status sits on the candidate profile, so nobody hunts through inboxes on joining day.
Hover an offer to read it
What is offer management software?
Offer management software runs the stretch between a yes in the interview and joining day. Hirin.ai collects joining documents against your checklist, releases the offer letter on email and WhatsApp, reminds the candidate until they decide, and lets them sign online, so every offer, signature and decline reason stays on one candidate profile.
Last updated October 2026Hirin.ai offer management at a glance
- Collects
- Joining documents against a checklist you set, with mandatory ones marked and each one reviewed
- Prepares
- An offer call with the HR manager, then your offer letter and annexures merged into one PDF
- Releases
- On email and WhatsApp, with a Review offer button that opens the offer page
- Chases
- Email and WhatsApp reminders on your schedule, up to a final reminder
- Signs
- Online on the offer page, with the signed PDF saved on the profile
- Tells
- The recruiter, job owner, collaborators and HR manager when a candidate accepts or declines
- Part of
- The AI ATS, after interview scheduling and before your HRMS
She said yes on the call. Then she stopped replying.
I chase six offer letters a day from my own WhatsApp.Recruiter · Bengaluru
The signed copy is somewhere in my inbox. Or his.HR manager · Pune
We found out about the decline on joining day.TA lead · Noida
Still waiting on the relieving letter from three joiners.Agency recruiter · Mumbai
Watch one offer go from documents to signed, on WhatsApp.
Priya cleared her interviews. Hirin.ai sends her a link for her documents, books the offer call with HR, releases the offer for review, reminds her once and gets it signed, all on WhatsApp. The recruiter's tracker fills in as it goes. Sample data.
The recruiter's offer tracker
If Priya declines instead, she gives a reason, your team is told and the reminders stop. You can revoke an offer and release a corrected one at any time.
How does offer management work in Hirin.ai?
- 01 · Collect
Documents against a checklist
Set the documents you need and mark the mandatory ones. The candidate gets a secure upload link, and your team reviews each document.
- 02 · Talk
The offer call
Schedule the offer call with the HR manager, so salary and joining date are agreed before anything is sent.
- 03 · Release
The offer goes out
Upload the offer letter and annexures. Hirin.ai merges them into one PDF and sends it on email and WhatsApp with a Review offer button.
- 04 · Chase
Reminders on their own
Email and WhatsApp reminders go out on the schedule you set, up to a final reminder, and stop as soon as the candidate decides.
- 05 · Decide
Signed, or declined with a reason
The candidate signs on the offer page or declines with a reason. The signed PDF lands on the profile and your team gets an email.
Part of the Hirin.ai AI ATS.
Offers sit in the same pipeline as sourcing, screening and interviews, so the person who said yes in the interview is the same profile that signs the offer.
How is offer management software different from email and an e sign tool?
| What matters | Hirin.ai | Offer letters by email | Separate e sign tool |
|---|---|---|---|
| Joining documents | Checklist, upload link and review | Attachments in replies | Not covered |
| Sending the offer | Email and WhatsApp, one click | Email attachment | Email link |
| Reminders | Email and WhatsApp until a decision | When someone remembers | Email only |
| Signing | On the offer page, PDF saved | Print, sign, scan | Yes |
| Decline reason | Captured and shared with the team | Rarely | Not covered |
| Revoke and reissue | With a reason, candidate and team told | A new email | Void and resend |
| Where it lives | On the candidate profile in your ATS | Someone's inbox | Another login |
Bring one offer letter. We'll release it to you on the call.
A 30 minute call with someone from our team. We'll set up your document checklist, release a sample offer and you can sign it as the candidate.
Real teams. Real numbers.
Turning around a new business unit is a race against the calendar. With Hirin.ai, every applicant is screened on WhatsApp or an AI call the same day, and our time to hire came down from 38 days to 22.
A real estate developer hires for sites, sales and head office
Site engineers, sales teams and corporate roles on one careers page and one pipeline.
Read the storyAI engineering and ITGrowExx hires developers 70% faster
Every CV read and ranked, video interviews taken any time: twice the applications, a quarter of the hours.
Read GrowExx's storyNumbers come from each customer's own hiring data or live Hirin.ai careers page. Where a name is withheld, the customer is kept anonymous.
From the Hirin.ai blog
Read more on offers and joining
Questions about offer management software
What is offer management software?
Offer management software runs the stretch between a yes in the interview and joining day. Hirin.ai collects the joining documents, releases the offer letter on email and WhatsApp, reminds the candidate until they sign or decline, and keeps the signed offer and every status on the candidate profile. It picks up after the final round, whether that was a panel or an AI video interview. Document collection and joining check ins run as part of recruitment automation.
How do you track offer acceptance?
Every offer has a status on the candidate profile and in the pipeline: release pending, released and waiting, accepted, declined or revoked. When a candidate signs or declines, the recruiter, the job owner, collaborators and the HR manager get an email. Staffing firms run offers for client roles the same way in our AI ATS for recruitment agencies.
Can candidates accept an offer from WhatsApp?
Yes. The offer arrives on email and on WhatsApp with a Review offer button. The candidate opens the offer page on their phone, reads the letter and signs it there, without downloading or printing anything.
Does Hirin.ai send offer reminders automatically?
Yes. You set when reminders go out. Email reminders run up to a final reminder, and WhatsApp reminders run on their own schedule. They stop the moment the candidate signs or declines, the offer is revoked or the link expires.
Can candidates sign the offer letter online?
Yes. The candidate signs on the offer page, and the signed PDF is saved on their profile, ready to download. Your offer letter and any annexures are merged into one document before it goes out.
How are pre joining documents collected?
You set a document checklist, such as PAN, Aadhaar, payslips or a relieving letter, and mark which ones are mandatory. The candidate gets a secure upload link, and your team reviews each document and marks it valid or asks again. The stage completes when every mandatory document is in.
What happens when a candidate declines an offer?
The candidate gives a reason, which you can make mandatory. The recruiter, job owner, collaborators and HR manager are told, reminders stop, and the reason stays on the profile for your reports.
Can I revoke or reissue an offer?
Yes. Revoke the latest offer with a reason, and the candidate and your team are emailed and reminders stop. You can then release a corrected offer, which starts a fresh set of reminders.
Is offer management the same as onboarding?
No. Offer management covers documents, the offer letter, signing and acceptance. Onboarding starts after joining. Hirin.ai can hand a signed hire to your HRMS or background verification partner through integrations, set up with our team.
Is candidate data in offers and documents secure?
Offer letters and documents are stored privately and opened only through short lived links, access is limited to your team, and every action is logged on the profile. Hirin.ai is built to support India's Digital Personal Data Protection Act, 2023.