Offer letters

Choose signing requirements based on organisational policy and the nature of the offer, not the job title alone. WQ3 has three levels: electronic signature, remote signing, and token signing. Electronic signature suits everyday agreements; consider remote or token signing when organisational requirements or the transaction call for a digital certificate.

If both the candidate and an employer representative must sign, WQ3 allows a different level for each signer within the same document. Where account-holder identity must be established, require the eKYC account-verification add-on with any level; it is not a fourth signing level. Agree these requirements with HR and legal stakeholders before offers are issued.

After acceptance, use the signed offer as a reference when reviewing later employment documents rather than relying on scattered notes or memory. Reconcile compensation, the start date, and outstanding conditions with the employment contract and any instructions sent to the new hire. Do not assume that signing an offer automatically fulfils every hiring requirement; additional documents may be needed depending on its wording and applicable law.

For internal review, keep the final document, audit trail, and completion certificate together under your organisation’s retention policy. The record explains document activity, while WQ3’s public check page allows authenticity checks without an account. This helps distinguish a signed file from an earlier draft when offer terms are reviewed later.