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Send offer letters, employment contracts, NDAs and other agreements directly from a candidate profile. Both you and the candidate sign online - no printing, scanning, or third-party tool required. Track every contract from sent to fully signed in one place.

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How it works

  1. Create a template (optional) with reusable text and {{variable}} placeholders, or upload a finished PDF
  2. Send for signature from any candidate’s profile - we email them a signing link
  3. Candidate signs by typing their name and picking a signature style
  4. You countersign as the employer to finalize the document
  5. Both parties get the signed PDF by email and can download it any time

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Creating a template

Templates live at Contracts → Templates. Only workspace owners and admins can create or edit templates.
1

Open the templates tab

Go to Contracts, then click the Templates tab in the sidebar.
2

Start a new template

Click the + button to start from scratch, or click the AI icon to generate one with AI.
3

Name it and pick a doc type

Give the template a name and choose a document type:
  • Offer Letter
  • Employment Contract
  • NDA
  • Freelance Contract
  • Consulting Agreement
  • Independent Contractor Agreement
  • Part-Time Contract
  • Internship Agreement
  • Probation Extension
  • Promotion Letter
4

Write the content

Use the markdown editor with Bold, Italic, headings, lists, and horizontal rules. Switch to the Preview tab to see the rendered output.
5

Insert variables

Click any variable in the right sidebar to insert a {{placeholder}} at your cursor. When you send the contract, you’ll fill these in for each candidate.Available variables include: Candidate Name, Company Name, Manager Name, Department, Position, Employment Type, Contract Date, Start Date, Salary, Currency, Working Hours, Location, Probation Period, and Notice Period.
6

Save

Click Save. The template is now available when sending contracts.

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Generate with AI

Click the AI icon in the templates sidebar to draft a template automatically. Pick a Template Type, optionally Link a Job (auto-fills role details), and add Additional Instructions like “Include equity clause, 6-month probation, governed by UAE law”. The generated draft opens in the editor for you to review and save.

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Sending a contract

Contracts are sent from a candidate’s profile, not from the Contracts page itself.
1

Open a candidate

Go to Candidates, open the candidate, and click Send for Signature.
2

Choose Upload PDF or Generate from Template

  • Upload PDF - drop in any PDF you already have
  • Generate from Template - pick one of your templates and fill in the variables. Hirempire pre-fills what it knows (candidate name, position, company, location, employment type)
3

Confirm signer and message

Check the Document Name, Signer Name, and Signer Email (pre-filled from the candidate). Add an optional Message that appears at the top of the signing page.
4

Send

Click Send for Signature. The candidate receives an email with a unique signing link that expires in 7 days.
Each signing link is single-use and tied to a random secure token. Links cannot be guessed or reused.

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Signing experience

When the candidate opens the link, they see your document side-by-side with a signing panel.
  • Type your name - the candidate types the name they want on the signature line
  • Pick a style - five handwriting fonts: Classic, Elegant, Friendly, Natural, Refined
  • Consent checkbox - they confirm the electronic signature is legally binding
  • Sign Document - their signature is rendered onto the PDF and saved
  • Decline - they can decline with an optional reason instead of signing
After the candidate signs, you (the employer) get a Countersign link to add your own signature. Once both signatures are on the document, both parties receive the final signed PDF by email.
Multi-page documents automatically get a DS initials stamp on every page except the last, where the actual signature block lives - the same convention major e-signature tools use.

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Status tracking

The Contracts tab shows every signature request you’ve sent, with live status updates.
StatusWhat it means
PendingSent, candidate hasn’t opened the link yet
ViewedCandidate opened the link but hasn’t signed
Awaiting CountersignCandidate signed - your turn to countersign
SignedBoth parties signed. Final PDF is available
DeclinedCandidate declined to sign
ExpiredThe 7-day signing window passed without a signature
Click any contract to see signer details, sent date, expiry, signing link, countersign link (when applicable), and a download link for the signed PDF.
Expired links cannot be reopened. If a candidate needs more time, send a new signature request.

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Tips

Pre-fill more variables. When you link a job in AI generation - or send from a candidate already attached to a job - Hirempire auto-fills position, company, location, and employment type for you.
Use clear document names. “Sales Lead - Employment Contract - Jane Doe” is easier to track than “Contract Final v2.pdf”.
Preview before saving. The Preview tab in the template editor shows exactly how the rendered document will look, with {{variables}} highlighted so you don’t miss one.
Add a personal message. A short note in the signer message (e.g. “Excited to have you on board - sign here to confirm”) increases the chance candidates sign quickly.
  • Candidates - send contracts from a candidate profile
  • Jobs - link jobs to auto-fill role details in contract templates
  • Companies - the company name used in {{company_name}} comes from here