Offer field
Candidate and safe record reference
Use candidate initials or an approved ATS reference. Keep personal documents, screening results, and other sensitive information in the employer's approved system.
Recruiting approval record
Keep the offer draft, approvals, and held steps in one record.
Use this tracker after an employer has selected a candidate and before anyone sends an offer or begins an approved check. It keeps the role, terms, reviewers, evidence, and sending authority visible without turning a worksheet into an offer.
This is an internal coordination record, not HR, legal, employment, compensation, tax, privacy, background-screening, or compliance advice. It does not select a candidate, set pay, authorize a check, create an offer, bind an employer, or authorize a candidate-facing message. Employer-authorized decisions and approved systems control.
Eight fields
Keep each offer step tied to an approved record.
If an answer has no dated source or authorized owner, mark it held. A tracker cannot fill a gap in a hiring decision, pay approval, employment term, or sending authority.
Offer field
Approved role and scope
Link to the approved job description, level, manager, work arrangement, and hiring-plan version.
Offer field
Selection decision record
Reference the hiring-panel or authorized hiring-owner decision. This tracker does not rank, reject, or select candidates.
Offer field
Terms held for approval
List proposed pay, start date, employment terms, or exceptions that still need a separate employer approval.
Offer field
Required approvers
Name the employer-authorized hiring, HR, compensation, legal, finance, or security reviewers required by the employer's process.
Offer field
Sending authority
Name the employer-authorized person or system that may send the approved offer through the approved channel.
Offer field
Approval evidence location
Link to the dated approval record and approved template version. Do not paste confidential terms into the tracker.
Offer field
Closure review
Record the sent, held, declined, superseded, or closed status, then name the next owner and review date.
Fictional examples
One record ready for employer approval. One record on hold.
Every person, company, role, and record below is fictional. These examples are not hiring advice, benchmarks, or offer terms. On smaller screens, scroll the table horizontally to see all eight fields.
| Candidate and safe record reference | Approved role and scope | Selection decision record | Terms held for approval | Required approvers | Sending authority | Approval evidence location | Closure review |
|---|---|---|---|---|---|---|---|
| Fictional Avery N., Customer Support Coordinator, ATS REQ-218 | Approved full-time support coordinator description, manager, location, and hiring-plan version | Written hiring-owner decision linked in the approved ATS record | None; proposed pay is within the documented range and standard terms are ready for HR review | Hiring manager and employer HR owner | Employer HR operations manager through the approved ATS | Dated HR approval and approved offer-template version in the employer system | Send only after both approvals; record sent date, response deadline, and HR follow-up owner |
| Fictional Jordan R., Recruiting Coordinator, ATS REQ-241 | Approved recruiting coordinator description and hiring-plan version | Hiring owner selected the candidate; no candidate-facing message is approved yet | Earlier start date and proposed sign-on payment are outside the approved hiring plan | Hiring manager, employer compensation owner, and HR owner | Held; no one may send terms until written approval and an updated template are present | Link to the exception review record; keep compensation details in approved employer systems | Recheck after the exception decision; close or send only through the employer's authorized process |
Copy-ready tracker
Start with the approved role, then mark what remains held.
Use safe links or approved-system references. Do not copy personal documents, screening results, payroll details, confidential terms, or credentials into this tracker.
CANDIDATE OFFER APPROVAL TRACKER TRACKER CONTROL Candidate initials or approved ATS reference: Requisition or approved role reference: Hiring owner: Tracker prepared by: Employer entity or policy reference, if applicable: Review date: CANDIDATE AND SAFE RECORD REFERENCE APPROVED ROLE AND SCOPE SELECTION DECISION RECORD TERMS HELD FOR APPROVAL REQUIRED APPROVERS SENDING AUTHORITY APPROVAL EVIDENCE LOCATION CLOSURE REVIEW [Enter value] [Enter value] [Enter value] [Enter value] [Enter value] [Enter value] [Enter value] [Enter value] [Enter value] [Enter value] [Enter value] [Enter value] [Enter value] [Enter value] [Enter value] [Enter value] OFFER CONTROL Approved job-description and hiring-plan reference: Proposed compensation and terms reference: Required employer reviewers: Approval status: Draft / Under review / Approved in writing / Held / Declined / Superseded / Sent Held action and reason: Employer-authorized sender and approved channel: Approved template version: Sent evidence location: Candidate response deadline: Closure owner and next review date: Use safe references to approved employer records. Do not paste personal documents, screening results, payroll details, confidential terms, or credentials into this tracker. Completing this tracker does not select a candidate, set compensation, approve employment terms, authorize a background check, create an offer, bind the employer, or authorize a candidate-facing message. Employer-authorized decisions and approved systems control.
The full tracker stays visible and selectable. Nothing is uploaded or saved.
Review steps
Separate preparation from employer authority.
A coordinator can prepare records and route questions. Employer-authorized owners decide who is hired, what terms apply, and whether an offer is sent.
- Start with the approved role and the authorized selection record, not informal interview notes or a verbal instruction to send an offer.
- Record proposed pay and terms separately from the final employer approval, then mark every missing decision as held.
- Check required employer reviewers, the approved template, any applicable verification status, and the one person or system allowed to send.
- Keep selection, compensation, benefits, employment terms, background checks, legal review, and final sending authority with the employer and its authorized reviewers.
- After the candidate responds, record the outcome and next owner. Keep detailed personal data, screening results, and confidential documents in approved employer systems.
Stop and clarify
Do not let a complete-looking record create authority.
A filled field does not approve a candidate, pay, a term, a check, or a candidate message. Pause when the written employer decision is missing or conflicts with the proposed action.
- Someone treats a completed tracker as permission to select a candidate, set pay, negotiate terms, or send an offer.
- A proposed term falls outside the approved range, plan, entity, or policy and has no written exception decision.
- A coordinator or support assistant is asked to promise a start date, benefit, background-check result, or employment term.
- Sensitive candidate documents, screening results, identity records, or payroll details are copied into a shared tracker.
- Approvals conflict, the approved template is unclear, or no employer-authorized sender is named.
Next recruiting step
Give support staff a clear prepare, hold, and route rule.
Define what support staff may assemble, what must stay in an approved system, who decides an exception, and who may send a candidate message. Review that boundary before ATS or HR-system access expands.