Offer Letter PDF: How to Fill, Sign and Send It (HR and Candidates)

An offer letter usually travels as a PDF: HR prepares and sends it, the candidate reads, signs and returns it. Both steps are simpler than most people think, and neither needs paid software. This guide covers both sides: signing an offer letter PDF as a candidate, and preparing and sending one securely in HR.

For candidates: how to sign an offer letter PDF

1. Read it fully first. Check the role, start date, compensation, notice period and any conditions. Signing is accepting.
2. Open Sign PDF and add the offer letter.
3. Draw your signature with a mouse, trackpad or finger, or type your name to get a handwriting-style signature.
4. Click the signature line on the page to place it.
5. If there's also a date line, download the signed file, open it in Sign PDF again, choose Type, enter the date and place it. (If the date is a form field, fill it in as described below.)
6. Download the signed PDF and send it back the way HR asked: reply email, portal upload, or their e-signature link.

The offer letter isn't uploaded anywhere while you sign it. Everything happens in your browser.

If the offer letter has form fields (boxes for your name, address, PAN or bank details), type into them with Fill PDF Form first, then sign.

If HR sent an e-signature link (DocuSign, Adobe Sign, Zoho Sign and so on), sign through that link instead. Their system records the signature for their files.

Can you electronically sign an offer letter? In many countries, an electronic signature on an employment offer is accepted, and employers routinely ask for one. Some employers or roles need a specific signing method, though, so if you're unsure, ask HR what they accept.

Keep a copy. Save the signed PDF with a clear name like Offer letter - Company - signed 2024-05-10.pdf. You may need it for a background check, a loan application or a visa.

For HR: preparing an offer letter PDF

• Write it from your template in Word or Google Docs, then convert with Word to PDF so the candidate can't accidentally edit the terms.
• Attach annexures like the compensation breakdown, policy summary and joining checklist into one document with Merge PDF.
• Add page numbers with Add Page Numbers, so "page 3 of 5" makes missing pages obvious.
• Mark unapproved versions "DRAFT" with Add Watermark until the offer is approved.
• Sign on the company's behalf with Sign PDF.

For HR: sending it securely

Offer letters contain salary, personal details and sometimes ID numbers. Protect them:

• Password-protect the PDF with Encrypt PDF and send the password by a separate channel, like a text message. A common convention is part of the candidate's name plus their date of birth. Tell the candidate the format in the email.
• Check for hidden information before sending. Privacy Risk Scanner shows author names, comments and embedded files left over from your template, and Edit PDF Metadata clears them.
• Trace leaks of confidential offers: Fingerprint PDF embeds a hidden ID in each copy. Note which ID went to which candidate.

For HR: when the signed letter comes back

• Lock it: Flatten PDF turns any filled fields and the signature into permanent page content.
• Build the onboarding file: merge the signed offer, ID proofs and joining forms into one employee PDF with Merge PDF.
• Too large for your HR system? Compress PDF → Target size.
• Sharing a copy with someone who shouldn't see the salary? Redact PDF removes those figures permanently.

FAQ

How do I sign an offer letter PDF online for free? Open it in Sign PDF, draw or type your signature, place it on the signature line, and download the signed copy. Nothing is uploaded.

Can I sign an offer letter on my phone? Yes. Sign PDF works in your phone's browser; draw your signature with your finger.

How do I fill in my details in an offer letter PDF? If it has form fields, use Fill PDF Form. If not, and you need to write on the page, add the text with the signature tool's typed option, or ask HR for a fillable version.

Should I flatten the offer letter after signing? It's a good idea before sending it back, so the filled details can't be changed afterwards. Use Flatten PDF.

How should HR send offer letters securely? As a password-protected PDF with Encrypt PDF, with the password sent separately, or through an HR system or e-signature platform.