Password Protect Offer Letter PDFs from Google Docs
Password protecting offer letter PDFs from Google Docs is a professional and security-conscious step in the hiring process. Offer letters contain salary figures, start dates, and personal details that candidates reasonably expect to be handled confidentially.
Creating and encrypting the offer letter
Draft the offer letter in Google Docs. When finalized, use the Docs to PDF extension to convert. Open the PDF in Adobe Acrobat or PDF24 Desktop and apply an open password with AES-256 encryption. Save the encrypted file.
Communicating the password to the candidate
Call the candidate and provide the password during the call, or send it by text message after emailing the PDF. Do not include the password in the email body. A brief line in the email such as 'Please check your phone for the password to open this document' covers the communication clearly.
Per-candidate passwords
A per-candidate password is more secure than a standard password used for all offer letters. Use a simple but non-obvious pattern, such as a word followed by the candidate's start year, and store the convention in your HR password manager.
Frequently Asked Questions
Does encrypting offer letters slow down the hiring process?
The additional time is minimal: a few minutes to apply the password and one brief communication with the candidate. Most candidates appreciate the attention to security.
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