IT Services & Product Companies: Prevent Offer Letter Misuse
LockYourDoc helps IT services and product companies issue offer letters and other people‑ops Docs with confidence. Encrypted, watermarked viewing prevents unauthorized circulation and reduces reneges that undermine hiring plans, pay parity, and delivery commitments.
Why offer letters need real protection
IT hiring is uniquely dynamic. Candidates often juggle multiple offers across services, product, and startup ecosystems. Traditional document sharing—email attachments, generic cloud links, or Doc downloads—makes it easy for a candidate to forward, reuse, or present an offer letter to negotiate counter‑offers. In some cases, candidates accept, then back out after leveraging the letter elsewhere. The outcome is expensive and disruptive: idle bench time, delayed project starts, escalated salary demands, and stressed delivery managers explaining missed commitments to clients or leadership.
LockYourDoc was built to address this exact problem. Instead of exposing raw downloads, letters are streamed securely with server-side watermarking. Each viewing session can display the candidate’s email, timestamp, and unique session ID across every page. Even if someone attempts a screen capture, the embedded watermark remains, tying the image to a specific candidate and moment. Combined with granular link controls—device/IP locking, embargo windows, expiry, and instant revocation—your HR team finally controls where and how the offer can be viewed.
Core protections for IT services and product hiring
- End-to-end envelope encryption keeps content private; raw files are never publicly served.
- Streamed, server-side watermark injection deters clean screenshots and unauthorized forwards.
- Granular link controls: limit by email, device fingerprint, IP range, time window, and attempts.
- Role-based access ensures least-privilege for recruiters, hiring managers, and HRBPs.
- Auditable e‑sign with signer timelines and comprehensive logs for disputes and compliance.
Offer letter workflow that discourages reneges
With LockYourDoc, every offer letter moves through a consistent, controlled flow. Recruiters or HR upload a template, inject candidate fields, and generate a single secure link. The candidate receives a branded notification and views the letter in a watermark‑protected viewer. If they attempt to share, the recipient sees nothing without authorized access. If a screenshot circulates, the watermark names the session, recipient, and time—deterring misuse with visible accountability.
The letter’s link can automatically expire, require identity verification, or restrict to a known device or network—for example, the candidate’s registered email and verified phone. Teams can throttle the number of attempts or revocations to catch suspicious behavior, and every action is written to an audit log. If the candidate accepts, they can e‑sign immediately; if they decline, HR closes the loop with documented rationale. Either way, the letter never leaves your control.
Stronger controls for campus and lateral hiring
In campus drives, many students collect offer letters to boost competing bids. For lateral hires, candidates sometimes circulate letters to trigger counter‑offers from current employers. LockYourDoc addresses both scenarios: each view is watermarked to the individual, links expire quickly, and access is revocable in seconds. Recruiters can require a one-time verification code, restrict access to registered devices, and apply more aggressive controls for high‑risk roles or seniority levels.
Beyond offer letters: broader People‑Ops Docs
IT services and product companies manage NDAs, background verification authorizations, compensation annexures, LOIs, probation confirmations, and policy handbooks. All benefit from encrypted streaming, watermarking, and auditable e‑sign. Cross‑functional teams—from Talent Acquisition to HR Operations and Legal—collaborate without emailing raw files or losing track of the authoritative version.
Templates, brand consistency, and entity separation
Multi‑brand organizations can create separate entities or workspaces for services lines, captive units, and product subsidiaries. Each workspace maintains its own templates, watermark styles, email content, and signatory details. Recruiters choose the right workspace, fill candidate fields, and send. Approvals route to HRBP or leadership as required, leaving a complete audit trail. This separation helps avoid cross‑brand leaks and keeps compliance clean during audits or due diligence.
Compliance, logs, and dispute resolution
Every action is captured: link creation, identity verification, views, screenshots (inferred via repeated focus losses or short‑interval interactions), signature events, and revocations. Export logs with a single click for investigations or leadership requests. When reneges occur, recruiters present a verifiable timeline showing exactly when and how a letter was accessed. Visible, tamper‑evident watermarking strengthens your position in disputes and discourages malicious circulation in the first place.
Rollout plan for your hiring organization
- Define risk tiers—junior campus, junior lateral, senior lateral, leadership—each with default controls (expiry, device/IP lock, verification).
- Standardize templates with dynamic fields and legally approved language for each entity/brand.
- Train recruiters on revocation, expiry changes, and log exports; avoid emailing raw Docs.
- Integrate e‑sign checkpoints so candidates sign within the viewer and HR receives alerts.
- Review metrics monthly—reneges, revocations, atypical access—and tune controls accordingly.
Measuring impact
After rollout, teams report fewer reneges, reduced counter‑offer cascades, and faster time‑to‑join for critical roles. Recruiters spend less time chasing signatures and more time nurturing candidates. HR operates with confidence because sensitive Docs never leave controlled channels; legal and compliance gain reliable records without manual screenshot chases. The net effect is a more predictable hiring engine and stronger delivery timelines for clients.
Get started today
LockYourDoc is purpose‑built for IT services and product companies that need rigorous control over offer letters and people‑ops Docs. Start free, validate your workflows with real candidates, and scale controls as you grow. When it’s time, upgrade for custom domains, advanced watermarking, and deeper governance across entities and brands.