How to Issue a Letter of Offer

How to Issue a Letter of Offer

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OVERVIEW

The Letter of Offer (LOO) is a formal document that outlines the training agreement between a student and the RTO. It includes details of the course as well as terms and conditions of the student's enrolment.

This tutorial will walk you through the steps of issuing a Letter of Offer to your students. Before issuing the Letter of Offer, ensure that you have already set up your Letter of Offer in the Program Instance. You may view this tutorial if you need information on how to set up your Letter of Offer follow this link: How to Set Up a Letter of Offer

Notes
STEPS TUTORIAL

1. To issue a Letter of Offer to a student, navigate to Students page in the side menu. Search and select the student you would like to issue the LOO. 
2. Once the student is selected, go to the Enrolments tab. 
3. If the student is eligible for issuance a Letter of Offer, a Letter of Offer button will be displayed.
Note: Only students tagged as international students (Onshore or Offshore) will have the Letter of Offer button available if any of their Enrolments is a CRICOS Course.  



4. Click on the Letter of Offer button. This will open a modal that will allow users to select the Program Instance. Tick the box to select the program. 



5. In the modal, there are different actions available: 


a. Close – close the window without applying any action. 
b. View – this will allow users to view a PDF copy of the Letter of Offer which will open in a new tab in the browser. This will also allow users to download or print the Letter of Offer. 
c. Email – this button will allow user to email the student with the Letter of Offer attached in the email. 
d. Publish for Signing – this button will display if the Letter of Offer template is set up for digital signature of the different parties in the LOO.  
To learn how to set up your LOO with signature tags visit these tutorials: 
How to Set up Training Plans and Letter of Offers for Digital Signature 
How to Digitally Sign Training Plans and LOOs in the SMS


Viewing the Letter of Offer

1. To view a copy of the Letter of Offer, click the View button.



2. A new tab will open displaying the PDF version of the Letter of Offer with the relevant student information. 
3. Users can download a copy of the Letter of Offer in PDF format. Refer to the image below:




Sending the Letter of Offer in an Email

1. To send the LOO through email, select the Email button. 



2. When selected, the Email modal will open which will allow the user to create the email message. 

  1. Enter a Subject title for the email
  2. Enter an email address if you would like to send a copy of this email to a third party (e.g. Guardian/Parent, Agency etc). 
  3. Use custom templates for your email body or compose a new message. 
  4. The Letter of Offer will automatically be included as an attachment. 
  5. Click "Send Letter of Offer" to send the email. 

Publish for Signing

A Letter of Offer can be sent to the student and other relevant parties that allows them to digitally sign the Letter of Offer. When all parties have signed, a copy of the signed Letter of Offer will also be sent automatically to the student, company and agent (if applicable). If there are external parties included, users can download a copy of the signed document and send this via email to the external party. 



This button will only display if the Letter of Offer has been set up with digital signature tags. To learn how to set up your LOO with signature tags visit these tutorials: 
How to Set up Training Plans and Letter of Offers for Digital Signature 

There are multiple ways to issue a Letter of Offer to your student to meet different scenarios and requirements. Users can choose to download and print a copy of the Letter of Offer, send the LOO as an email attachment or publish the document for digital signing. 

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