Job Offer Letter Templates for Multiple Languages

Candidates may apply for jobs in different countries and in different languages and each person's job offer letter should reflect that same language.

This can be achieved in different ways depending on the complexity of the business requirements and depending on whether your recruiters are adjusting candidate offer letters using the method of resolved tokens.

Simple Use Case

When an organization requires only one or a few different offer letter variations in a small number of languages, it's possible to create each variation as a separate item within the Recruiting Content Library.

For instance, you may need a retail offer letter template and a headquarters offer letter template, and each of these template may be needed in two languages: Spanish and English. Four separate items can be created in the Recruiting Content Library to meet this need. The job offer letter template can be created as four separate documents (.rtf files): Retail English, HQ English, Retail Spanish, HQ Spanish.

Then each job offer letter template (.rtf file) must be compressed into a .zip file, optionally along with a sample data file (.xml file). Each compressed file must be attached to a Recruiting Content Library item with a single title in the appropriate language and the date on which it's active and available to be used.

Ongoing maintenance is usually required over time. When any or all of these four letters need to be updated, the administrator can download each of them from the Recruiting Content Library, make changes directly in each of the .rtf files in the appropriate language, and then compress and re-upload it into its item in the Recruiting Content Library.

As each candidate's offer gets drafted, the recruiters would choose from a list of the currently-active offer letter templates based on the item titles. It's the recruiter's responsibility to select the appropriate letter in the appropriate language, for instance the English retail template or the Spanish headquarters template. If the recruiters have the right to download and adjust these offer letters for individual candidates, they will see just the content which is relevant to each candidate, in the single language which was used in that .rtf file.

Complex Use Case

Large organizations may require a larger number of offer letter templates, and this gets more complicated if they also manage several different languages.

In this case, it may be preferable to combine the translations of each letter into a single item in the Recruiting Content Library. So for instance, there would be one item for retail, one item for headquarters, and any other items which are needed. Then within each of these templates, all necessary languages would be defined.

Within each single letter template, the same or similar text can be repeated several times, one time in each relevant language. Each repetition within the letter can be configured to display only to candidates who applied in that language, using conditions in the letter template. And if desired, the last repetition of the letter's contents can be conditionally provided in the fallback language, in case candidates are allowed to apply in more languages than translations are available.

This compound letter is authored and managed as just one template file (.rtf file), which is then compressed together with one optional sample file (.xml file) into a .zip file and gets uploaded into an item in the Recruiting Content Library.

If this letter's content needs to be updated later on, the administrator can download this .zip file from the item in the Recruiting Content Library, make changes to the text in all or any of the languages within its single .rtf file, then compress and re-upload it into its item in the Recruiting Content Library.

As each candidate's offer gets drafted, the recruiters would choose from a list of the currently-active offer letter templates based on the item titles. In this configuration, each single template would contain every relevant language variation. It's the recruiter's responsibility to select the appropriate letter, but the language that will be generated for the candidate is the language in which the candidate applied.

If the recruiter has the right to download and adjust these offer letters for individual candidates using the resolved token method, they will see just the content which is relevant to each candidate, in the language in which the candidate applied regardless of the language preferences of this recruiter. If they download these offer letters to adjust them using the other method, the recruiter will see each repetition of the selected letter in each language. It's only necessary to adjust the letter content in the appropriate language in which this particular candidate applied for the job; the other languages' repetitions will not be displayed to the candidates themselves when the offer gets extended.