Step-by-Step Guide to Customize Oracle Seeded Job Offer Letter Template

Step-by-Step Guide to Customize Oracle Seeded Job Offer Letter Template

Introduction 

Customizing a Job Offer Letter Template in Oracle Recruiting is an essential task for HR and Talent Management teams to ensure candidate communications are personalized, branded, and compliant. Oracle provides seeded job offer templates, but they often require customization to meet organizational needs.

In this blog, we’ll walk you through the complete process to customize Oracle seeded Job Offer Letter templates, from downloading the template to uploading and activating it in the Recruiting Content Library.

Click here for step by step video to create job offer letter template customization

Step 1: Download the Seeded Job Offer Template

Navigate to the following path:

      Path - Shared Folders > Human Capital Management > Recruiting > Job Offer

Select Job Offer Letter Report and click on Edit

Job Offer Letter Rerpot/.rtf

Click on Edit to download the seeded template.

Seeded Job Offer Template

Save the Downloaded .rtf template.

Step 2: Fetch the Job Offer Data in XML

To customize the template, you need XML data that matches the job offer. To fetch it:

We need offer id which need to provide the job offer letter Data model to get XML so first we need to find offer id using below SQL.

SELECT

offer.OFFER_ID

FROM

IRC_OFFERS offer,

IRC_CANDIDATES candidate,

IRC_REQUISITIONS_B req,

IRC_SUBMISSIONS sub

WHERE

req.REQUISITION_ID = sub.REQUISITION_ID

AND candidate.PERSON_ID = sub.PERSON_ID

AND sub.SUBMISSION_ID = offer.SUBMISSION_ID

AND REQUISITION_NUMBER = 'Enter the Requisition Number'

AND CANDIDATE_NUMBER = 'Enter the Candidate Number'

Once you have the Offer ID, go to:

  Path - Shared Folders > Human Capital Management > Recruiting > Job Offer

 

Open the JobOfferLetterDM data model

Job Offer Letter Data Model

Enter the Job Offer ID and click View.

Job Offer Data model Run

Export the XML once the data is fetched

Job Offer Data Model XML

Step 3: Modify the RTF Template

Then load the same xml in .rtf template as mentioned below.

Bi Publisher Plugins in Word

Do the necessary changes as per the requirement then save the rtf template.

Add the rtf template to .zip file.

Step 4: Upload the Customized Template to Recruiting Content Library

Now upload the zip file to Recruiting Content Library.

Go to Setup and Maintenance.

 

Select Recruiting and Candidate Experience Management then click on Recruiting Content Library.

Recruiting > Candidate Experience Management > Recruiting Content Library

Click Create to create the content Item.

Enter the details.

Name:- User defined Name

Code :- User defined

Category :- Job Offer Letter Template

Visibility: - Internal,External

Select Start on Activation Check box and upload the zip file.

Then click on Save and activate button.

Step 5: Use the Customized Template in Job Offers

1. Navigate to My Client Group > Hiring.

2. Select the Requisition and open Active Applications.

3. Click Action to create a Job Offer (or edit an existing offer).

4. In the dialog:

   • Select the appropriate checkbox

   • Click Continue

5. Enter the required details in the job creation page.

6. In the Offer Section, select the newly customized Job Offer Letter template.

7. Click Submit.

8. Click Preview to verify that the customized template appears correctly.

❓ Frequently Asked Questions (FAQs)

🔹 What is a Job Offer Letter Template in Oracle Recruiting?

A Job Offer Letter Template is a pre-built or “seeded” template provided by Oracle Fusion Recruiting. It can be customized to include company branding, candidate-specific information, and additional fields required by your organization.

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🔹 Can I customize the seeded Job Offer Letter template in Oracle Fusion?

Yes, you can customize the seeded template by downloading the .rtf file, fetching the XML data from the JobOfferLetterDM data model, making changes, and then uploading it back as a .zip file in the Recruiting Content Library.

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🔹 Do I need XML data to customize the RTF template?

Yes, XML data provides dynamic fields such as candidate name, requisition number, and offer details. Loading XML into the RTF template ensures that all placeholders are correctly mapped and display accurate data in the final job offer letter.

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🔹 Where do I upload the customized Job Offer Letter template?

Upload the .zip file containing the customized RTF template to the Recruiting Content Library via:

Setup and Maintenance → Recruiting → Candidate Experience Management → Recruiting Content Library

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🔹 How do I activate the customized template?

When creating the content item in the Recruiting Content Library:

• Select Start on Activation checkbox

• Click Save and Activate
  This makes the template available for use in new or edited job offers.

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🔹 Can I use the customized template for both internal and external candidates?

Yes. During template creation, set Visibility to Internal, External, or both depending on your organization’s requirements.

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🔹 How do I apply the customized template to a job offer?

1. Go to My Client Group → Hiring

2. Select the requisition and open Active Applications

3. Click Action → Create Job Offer (or edit existing offer)

4. In the offer section, select your customized Job Offer Letter Template

5. Submit and preview the job offer letter

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🔹 Can I edit an existing job offer with a new customized template?

Yes, once a new job offer template is uploaded and activated, you can select it while editing any existing job offers in Oracle Recruiting.

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🔹 Are there any best practices for customizing templates?

• Always backup the seeded template

• Test in a sandbox/test environment before Production

• Use clear naming conventions for templates

• Ensure dynamic fields are mapped correctly from XML

• Verify visibility settings for internal/external candidates

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🔹 Why is XML important for customization?

XML ensures that all dynamic placeholders in the RTF template populate correctly during offer letter generation, reducing errors and maintaining consistency across candidates.

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🔹 Can I preview the customized job offer letter?

Yes. After selecting the customized template in the job offer, click Preview to verify that all changes appear correctly before sending it to the candidate.

Best Practices

• Always test customized templates in a sandbox or test environment before activating in Production.

• Use clear naming conventions for templates for easy identification.

• Maintain a backup of the original seeded template.

• Ensure dynamic fields in RTF template are mapped correctly to XML.

• Verify visibility settings for internal and external candidates.

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Conclusion

Customizing Oracle Seeded Job Offer Letter templates allows organizations to tailor candidate communications effectively. By following this step-by-step guide, HR teams can ensure the job offer letters are accurate, branded, and aligned with organizational standards.

💬 Have you customized Job Offer Letter templates in Oracle Recruiting? Share your tips or challenges in the comments!