Send offer letters for digital signature in greytHR
Updated in August - 2026 | Subscribe to watch greytHR how-to video
Hiring a candidate often means a slow back-and-forth: generate the offer, get it signed internally, print or export it, send it to the candidate, wait for them to print, sign, scan, and upload it back. Every extra step is a chance for the offer to sit in someone's inbox a little longer — and a delayed offer is sometimes a lost candidate.
With Digital Signature for Offer Letters, greytHR Recruit lets you route an offer letter through Zoho Sign for e-signing. Internal signatories sign first, and once they're done, the candidate receives a secure link to review and digitally sign the offer — no printing, scanning, or manual uploads involved.
Digital signing shortens the time between generating an offer and getting it signed, which means faster offer acceptance and a smoother candidate experience. It also gives you a proper audit trail: every signature, timestamp, and status change is tracked in Zoho Sign, so you're not relying on a scanned PDF as proof. And because e-signature is enabled centrally, once it's turned on, it's available for every recruiter using the offer flow, not something each user configures individually.
Enable the Zoho Sign connector
From the greytHR Admin portal, go to Settings icon > System Settings > Integrations > Connectors.
Under the E-signature tab, find the Zoho Sign connector card.
Click Enable.
In the Zoho Sign window that opens, enter Email id and Password, provide the consent and the connection is complete.
The connector status updates to Enabled.
Note: Only users with the Majordomo or Admin role can connect to Zoho Sign. Recruit users don't have access to enable or disable this connector.
Once enabled, the e-signature option becomes available to all recruiters in the Send Offer / Extend Offer flow. If you turn the toggle Off, the digital signature option is hidden from the offer flow across Recruit.
If a recruiter tries to access a digital signature from Recruit before this is set up, they'll see a prompt to set up the integration, which takes them to this same Integrations page.
Add internal signatories and enable digital signature
You configure digital signature while creating the offer, in the Approvals & Signatories step.
Start creating an offer for a candidate: Choose Template → Fill Details → Compensation Details → Preview Document → Approvals & Signatories.
(Optional) Turn on Request for approvals if you want the offer reviewed internally before it's sent. Add one or more reviewers and set their priority/order.
In the Signatories section, turn on the toggle to enable digital signature for this offer.
Click + Add Internal Signatory and select employees who need to sign the offer internally.
You can add up to 3 internal signatories.
Internal signatories are optional — you can enable digital signature with candidate-only signing if no internal sign-off is needed.
All internal signatories sign in parallel; there's no order or priority between them.
The candidate's signature is included automatically — this can't be removed once digital signature is on.
Under Select Vendor, choose Zoho Sign.
Click Next, then Generate Offer.
Note: The number of internal signatories you add can't exceed the number of signature placeholders ({{signature.internal1}}, {{signature.internal2}}, {{signature.internal3}}) built into the offer letter template. Make sure your template has enough placeholders before adding signatories.
Reviewers, signatories, and the vendor selection remain editable until you click Send Offer. After that, only the expiry date stays editable.
Send the offer
If reviewers are configured, the Send Offer button stays disabled until all reviewers approve.
If no reviewers are configured, Send Offer becomes active as soon as the offer is generated.
When you click Send Offer:
greytHR sends the complete offer — document, internal signatories, and candidate — to Zoho Sign in a single request, along with the signing sequence (internal signatories first, in parallel; candidate afterward).
greytHR also sends the candidate an informational email from its own domain, letting them know their offer is on its way and that a signing link from Zoho Sign will follow once internal signing is done.
The offer status updates to Pending Signatures.
All fields except the expiry date are now locked.
Note: When digital signature is enabled for an offer, the standard greytHR accept/reject flow (where the candidate gets a greytHR link to accept or reject) does not apply. Signing via Zoho Sign is what confirms the candidate's acceptance.
What the candidate experiences
The candidate first receives an informational email from greytHR confirming the offer and letting them know a signing link is on its way.
Once all internal signatories have signed, Zoho Sign automatically sends the candidate a secure signing link.
The candidate opens the link, reviews the offer (with internal signatures already visible on the document), and signs digitally — by drawing, typing, or uploading a signature.
Signing the document is equivalent to accepting the offer; no separate accept action is needed.
Once the candidate signs, everyone involved — including the candidate — receives the final countersigned document from Zoho Sign.
Track signing status
Open the candidate's profile and go to the Offer tab to see where the offer stands:
Reviewers — shows each reviewer's name with status: Pending or Approved.
Internal Signatories — shows each signatory's name with status: Pending Signature or Signed.
Candidate — shows status as Waiting for internal signatures, Pending Signature, or Signed.
Once everything is signed, the Offer tab shows both the original generated offer and the final countersigned document.
Note: Status is refreshed each time you open the Offer tab — it isn't pushed to you in real time. If you make changes directly in your Zoho Sign console (for example, editing a signatory's email), the status shown in greytHR may not reflect that change right away.
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