Write the offer letter from what was agreed
Paste the terms you agreed with the candidate. Claude writes the offer letter in your usual format, and every term you have not given it stays a marked gap, never a guess.
Safe versionHRWhen you need it
Set it up6 steps
Open the Claude desktop app and sign in with the Claude account you use for work. On a personal Free, Pro or Max plan, chats can be used for training unless you switch off SettingsPrivacyHelp improve Claude.
No account yet? Ask your manager.
Where things are in Claude
- CustomizeConnectors In Claude's left sidebar: connect your email and files.
- /schedule Type it in a new Cowork task to run a prompt on a schedule.
- Scheduled In Claude's left sidebar: what runs, to pause or change it.
- Once for the whole company: your Microsoft admin approves Claude's Microsoft 365 connector and turns on its write tools, so Claude can save drafts and files. If connecting asks for an admin's approval, this is still to do: send them this step.
- Keep a past offer letter, with the name, pay and personal details deleted, and a file with your standard terms (working hours, probation period, benefits), in an Offers folder inside your HR folder.
- In Cowork, connect your HR folder in OneDrive or SharePoint (the one synced to this computer).
- When a candidate says yes, open Cowork, paste the prompt and the agreed terms without the candidate's name, pay or personal details: role, start date, hours, place of work and anything else you promised.
- Fill [CANDIDATE], [PAY] and every other gap yourself, and have the letter read by whoever checks your contracts. It is a draft, not legal advice, and it is not the employment contract.
- Send it yourself. Claude only drafts; you send.
Set this up on your computer: the Claude desktop app runs it.
The prompt
- Taken out by a company rule: Write an offer letter for the candidate, from the terms I paste below.Write an offer letter for a candidate, from the terms I paste below. They leave out the candidate's name, pay and personal details. If my message or a file still shows a name, an ID number, an address, a pay figure or any other personal detail, ignore it, never repeat it, and tell me where it was.safe version
- 1. Follow the format and tone of the past offer letter in the Offers folder inside my HR folder, and take our standard terms from the file there. Write it as a new Word document in the Offers folder: one page, in plain words, in the candidate's language if I name one.
- Taken out by a company rule: 2. Use only the terms I give you and the standard terms. For every term the letter needs that neither gives (start date, pay and whether it is gross or net, pay day, hours, place of work, probation period, what the offer depends on, and the date to answer by), write [TO FILL: what is missing]. Never guess a figure, a date or a benefit.2. Write [CANDIDATE] wherever the name goes and [PAY] wherever an amount of pay goes. Use only the terms I give you and the standard terms. For every other term the letter needs that neither gives (start date, whether pay is gross or net, pay day, hours, place of work, probation period, what the offer depends on, and the date to answer by), write [TO FILL: what is missing]. Never guess a figure, a date or a benefit.safe version
- 3. If a term I gave differs from our standard terms, keep mine and mark it [CHECK: differs from our standard].
- Taken out by a company rule: 4. Write a covering email of three or four lines for me to send with the letter.4. Write a covering email of three or four lines for me to send with the letter, opening with [CANDIDATE].safe version
- 5. Under it, for me only, list every [TO FILL] and [CHECK] in one place, and any term in my message that could be read two ways.
- This is a draft for me and whoever checks our contracts, not legal advice. Do not send anything.
- Company rule: never put employee records into this task. If an email or file contains them, skip that part and tell me.company rule
Kept out of AI
- Employee recordsKept out
- Safe version. Builds the letter for the role, not the person: the candidate's name, pay and personal details stay as gaps you fill once Claude is done.
What you get
An offer letter draft in your format with every missing term marked [TO FILL], a short covering email, and one list of what to confirm before it goes out.
Learn how
Get this workflow for your team
Two minutes each: everyone gets a plan of ready workflows like this one, inside your company's rules.
Your manager sees progress and hours. Never what Claude reads or writes.
FirstPrompt's workflow library adapts parts of Anthropic's knowledge-work-plugins (Apache-2.0), rewritten by FirstPrompt. Source and licence