Automatically draft and send new hire offer letters after HR approval

Fills in a personalized appointment letter from a form submission, routes it to HR for approval, then emails it to the candidate.

How the work actually flows

A straight line. A person has to approve before it continues.

Pattern: Sequence (1)

flowchart TD trig>"new hire form submitted"]:::trig s0["create personalized letter"]:::task s1["fill candidate details"]:::task s2["convert letter to pdf"]:::task s3["email letter to candidate"]:::svc trig --> s0 s0 --> s1 s1 --> s2 hg(("hr approves letter")):::human s2 --> hg hg -->|"approved"| s3 hg -. "sent back" .-> s2 out[/"approved offer letter emailed"/]:::out pay{{"consistent onboarding without manual copying"}}:::pay s3 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceA personResultPayoff
Build size
Standard

A mid-size build with several tools working together.

Business functions
Email AutomationSurvey & FeedbackScheduling & CalendarFile & Cloud Storage
Connects
Google DocsGoogle DriveGmail
Featured in

The problem it solves

Every new hire means manually copying a template, filling in their name, salary, and start date, then chasing someone to review it before it goes out. It's easy to send the wrong version or forget to update a field.

Who it fits

HR teams or small businesses hiring regularly who want a consistent, approved offer letter process.

How it works

  1. A form is submitted with the new hire's details, like name, role, salary, and start date
  2. A personalized copy of the appointment letter is created automatically
  3. The placeholders in the letter are filled with the candidate's details
  4. The letter is converted to a PDF and sent to HR for approval
  5. Once approved, the letter is emailed to the candidate automatically
What you get

Offer letters approved and sent without delay

Once HR approves, your new hire gets a personalized offer letter emailed to them right away, keeping every hire consistent and professional.

What you get

A personalized, approved appointment letter emailed directly to the new hire.

What you need

A Google Workspace account and a Gmail account.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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