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