> For the complete documentation index, see [llms.txt](https://help.tahua.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.tahua.io/knowledge-base/administrator-help-guides/decisions/decision-and-contract-order.md).

# Decision or Contract first?

This article is for Administrators taking a successful Application from a Funding Decision through to a signed Contract, and wondering what to do first.

When an Application is successful, there are usually two things to send: the **Letter of Offer** (from a Funding Decision) and the **Contract**. They're created in different parts of Tahua, so it isn't obvious which comes first.

**The short answer:** if your Letter of Offer template includes any Contract details, create the Contract first, but don't send it yet. Then send the Decision, and send the Contract for signing after that.

{% hint style="info" %}
Your organisation may use a different name for Grants or Applications, for example Funding Rounds or Funds. The steps are the same.
{% endhint %}

### Why the order matters: the letter is created when you send it

A Letter of Offer is generated at the moment you send the Decision, using whatever information is in Tahua at that point. It then becomes a fixed copy that the Applicant can open from their account.

A letter template can pull in information from three places:

* **The Application**, such as the Application name, amount granted and any tagged form fields.
* **The Applicant's registration**, such as the organisation name and contact details.
* **The Contract**, such as the milestone table, payment schedule and Contract Manager details.

Application and registration details are always there by the time you make a Decision. Contract details are only there if the Contract has already been created. If you send the Decision first, any Contract personalisations in the letter come out blank, and editing the Contract afterwards won't update a letter that's already been sent.

If your letter template doesn't use any Contract personalisations, the order doesn't matter as much. You can send the Decision first and create the Contract afterwards.

### The recommended order

{% stepper %}
{% step %}

### Create the Contract, but don't send it

Go to the **Contracts** menu and click **New Contract**. Link the Application (its Applicant becomes the Counterparty — see [Creating a Contract](/knowledge-base/administrator-help-guides/contracts/creating-a-contract.md)), then work through the steps: details, signatories and Milestones.

When you reach the final page ("Good work!"), **don't** click **Send Contract** yet. Leave the page, and the Contract stays in the Contracts list with the status **Being drafted**. Only Administrators can see it at this stage.

{% hint style="info" %}
Add any Milestones now. A Milestone table or payment schedule in your Letter of Offer can only show Milestones that are already on the Contract.
{% endhint %}
{% endstep %}

{% step %}

### Create the Decision and check the letter

Go to the **Funding Decisions** menu and click **Create Decision**. Choose your Applications, notification type and amounts as usual. See [Create Decision](/knowledge-base/administrator-help-guides/decisions/create-decision.md) for each step.

At the **Select a Letter Template** step, open the template and use **Preview** to check that the Contract details are showing as expected.
{% endstep %}

{% step %}

### Send the Letter of Offer

Click **Send Letter of Offer** (or **Request Review** if another Administrator needs to approve it first).

The Applicant receives the **first email**: their Letter of Offer.

* With **Offer Notification**, the Application is approved straight away.
* With **Offer & Decision**, the Applicant needs to click **Accept** or **Decline** in their account.
  {% endstep %}

{% step %}

### Send the Contract for signing

Go back to the **Contracts** menu, open the Contract, and click **Send Contract**.

The Applicant (and any Verifier/Institution signatory) receives the **second email**, asking them to log in and sign. See [Signing a Contract](/knowledge-base/administrator-help-guides/contracts/signing-a-contract.md) for what happens next.

{% hint style="info" %}
**Using Offer & Decision?** Most organisations wait until the Applicant has accepted the offer before sending the Contract. You can check who has responded in the **All Applications** menu.
{% endhint %}
{% endstep %}
{% endstepper %}

### Does the Applicant get one email or two?

Two. The Letter of Offer and the Contract are sent separately:

| What you do       | What the Applicant receives                              |
| ----------------- | -------------------------------------------------------- |
| Send the Decision | A Letter of Offer email, and the letter in their account |
| Send the Contract | A Contract email, asking them to log in and sign         |

Creating a Contract doesn't email anyone. Nothing goes to the Applicant until you click **Send Contract**.

### Which Contract details can I use in a Letter of Offer?

When you click **Insert Personalisation** in a letter template, the list includes every Contract personalisation, but only some of them fill in on a Letter of Offer. Use these:

* Contract custom fields
* **Contract Start Date** and **Contract End Date**
* **Contract Manager Name**, **Contract Manager Email**, **Contract Manager Phone Number** and **Contract Manager Organisation Role**
* **Milestone Table** and **Main Contract Milestone Table**
* **Payment Schedule** and **Main Contract Payment Schedule**
* **Standard Terms** (this inserts your organisation's standard terms, and works whether or not a Contract exists yet)

### See Also

* [Create Decision](/knowledge-base/administrator-help-guides/decisions/create-decision.md)
* [Decision Letter Templates](/knowledge-base/administrator-help-guides/decisions/decision-letter-templates.md)
* [Checklist - Contracts](https://github.com/hashbangnz/tahua-resources/tree/main/gitbook/help-center/administrator-help-guides/contracts/checklist-contracts.md)
* [Signing a Contract](/knowledge-base/administrator-help-guides/contracts/signing-a-contract.md)