Automate Offer Letters & Notifications with Google Sheets, Gmail & Slack

✅ What problem does this workflow solve?

Hiring teams often struggle with document follow-ups, offer letter generation, and stakeholder communication. Manual checks, email back-and-forth, and missing files slow down hiring and create chaos during onboarding.

This workflow automates the entire offer letter lifecycle-from document validation to offer delivery-so HR teams can move faster with zero manual chasing.

⚙️ What does this workflow do?

Monitors candidate records in Google Sheets. Detects pending onboarding documents automatically. Sends reminder emails for missing documents. Generates professional offer letters (HTML → PDF). Emails offer letters to candidates automatically. Notifies hiring managers on Slack. Stores offer letters securely in Google Drive. Tracks onboarding status and document links in Google Sheets.

💡 Main Use Cases

Automate offer letter creation and delivery. Eliminate manual follow-ups for missing documents. Keep hiring managers informed in real time. Maintain a clean onboarding audit trail. Improve candidate experience with faster responses.

🧠 How It Works – Step by Step

1. Candidate Data Trigger The workflow monitors Google Sheets for candidate records containing: Name, email, phone Profession and offered salary Document submission status

2. Pending Document Check If documents are pending: A reminder email is sent to the candidate listing missing documents. Candidate status is updated to Documents_Pending. Workflow stops until documents are submitted.

3. Offer Letter Generation If no documents are pending: A customized offer letter is generated dynamically using candidate data. The offer letter is converted from HTML to a professional PDF. The PDF is prepared for distribution and storage.

4. Notifications & Delivery Offer letter PDF is emailed to the candidate. Hiring manager receives a Slack notification about the new joining.

5. Storage & Status Tracking Offer letter PDF is uploaded to Google Drive. Google Sheets is updated with: Offer letter link Candidate status set to Offer_Sent Creates a complete onboarding audit trail.

🗂 Integrations Used

Google Sheets** – Candidate tracking and onboarding status Gmail** – Candidate communication and reminders Slack** – Hiring manager notifications Google Drive** – Secure offer letter storage ConvertAPI** – HTML to PDF generation n8n Code Nodes** – Dynamic offer letter creation

👤 Who can use this?

This workflow is ideal for: 🏢 HR teams 🚀 Startups and growing companies 🧑‍💼 Recruitment agencies 📋 Operations teams handling onboarding

If your hiring process involves repetitive checks and emails, this automation saves hours per hire.

🚀 Benefits

✅ Zero manual document chasing ✅ Consistent, branded offer letters ✅ Faster hiring cycles ✅ Centralized document storage ✅ Clear onboarding visibility