> ## Documentation Index
> Fetch the complete documentation index at: https://docs.hirempire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Contracts & E-signature

> Send offer letters and contracts, get them signed online

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.

## 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

## Creating a template

Templates live at [Contracts → Templates](https://app.hirempire.com/dashboard/contracts?tab=templates). Only workspace **owners** and **admins** can create or edit templates.

<Steps>
  <Step title="Open the templates tab">
    Go to **Contracts**, then click the **Templates** tab in the sidebar.
  </Step>

  <Step title="Start a new template">
    Click the **+** button to start from scratch, or click the **AI** icon to generate one with AI.
  </Step>

  <Step title="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
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save">
    Click **Save**. The template is now available when sending contracts.
  </Step>
</Steps>

### 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.

## Sending a contract

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

<Steps>
  <Step title="Open a candidate">
    Go to **Candidates**, open the candidate, and click **Send for Signature**.
  </Step>

  <Step title="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)
  </Step>

  <Step title="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.
  </Step>

  <Step title="Send">
    Click **Send for Signature**. The candidate receives an email with a unique signing link that expires in **7 days**.
  </Step>
</Steps>

<Note>
  Each signing link is single-use and tied to a random secure token. Links cannot be guessed or reused.
</Note>

## 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.

<Tip>
  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.
</Tip>

## Status tracking

The Contracts tab shows every signature request you've sent, with live status updates.

| Status                   | What it means                                       |
| ------------------------ | --------------------------------------------------- |
| **Pending**              | Sent, candidate hasn't opened the link yet          |
| **Viewed**               | Candidate opened the link but hasn't signed         |
| **Awaiting Countersign** | Candidate signed - your turn to countersign         |
| **Signed**               | Both parties signed. Final PDF is available         |
| **Declined**             | Candidate declined to sign                          |
| **Expired**              | The 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.

<Warning>
  Expired links cannot be reopened. If a candidate needs more time, send a new signature request.
</Warning>

## Tips

<Tip>
  **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.
</Tip>

<Tip>
  **Use clear document names.** "Sales Lead - Employment Contract - Jane Doe" is easier to track than "Contract Final v2.pdf".
</Tip>

<Tip>
  **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.
</Tip>

<Tip>
  **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.
</Tip>

## Related

* [Candidates](/candidates/candidates) - send contracts from a candidate profile
* [Jobs](/core-features/jobs) - link jobs to auto-fill role details in contract templates
* [Companies](/core-features/companies) - the company name used in `{{company_name}}` comes from here