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Generate HR offer letters and contracts with GPT-4.1-mini and Google Docs

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Created by: isaWOW || isawow

isaWOW

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Last update 3 hours ago

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Description

An intelligent AI-powered workflow that automates HR document creation for new hires. Upload candidate documents via form, and the system extracts details, auto-calculates joining dates, fills professional templates using GPT-4, and saves the final Offer Letter or Employment Contract directly to Google Docs—all in seconds.

What this workflow does

This automation handles your complete HR onboarding document pipeline:

  • Form-based submission: HR fills a simple form with candidate's Identity card, Resume, Job Role, Salary, and document type selection
  • Smart data extraction: Automatically extracts candidate name from uploaded Resume PDF and calculates joining date (1st of next month)
  • Template selection: Routes to Offer Letter or Employment Contract template based on HR's selection
  • AI-powered filling: Uses OpenAI GPT-4.1-mini to intelligently fill all placeholders while preserving exact formatting, line breaks, and emojis
  • Google Docs output: Saves the final professional document directly to Google Docs, ready to send to the candidate

Setup requirements

Tools you'll need:

  • Active n8n instance (self-hosted or n8n Cloud)
  • Google Docs with OAuth access
  • OpenAI API key (GPT-4.1-mini access)
  • PDF documents: Candidate's Identity card and Resume

Estimated setup time: 15–20 minutes

Step-by-step setup

1. Connect Google Docs

  • In n8n: Credentials → Add credential → Google Docs OAuth2 API
  • Complete OAuth authentication
  • Open "Save Document to Google Docs" node
  • Create a new Google Doc or use an existing template document
  • Copy the document URL and paste it in the documentURL field

2. Add OpenAI API credentials

  • Get API key: https://platform.openai.com/api-keys
  • In n8n: Credentials → Add credential → OpenAI API
  • Paste your API key
  • Open "OpenAI GPT-4.1 Mini Model" node
  • Select your OpenAI credential
  • Ensure model is set to gpt-4.1-mini

3. Customize document templates

The workflow includes two pre-built templates. You can customize them:

Offer Letter Template:

  • Open "Load Offer Letter Template" node
  • Edit the template_offer value
  • Available placeholders: [Candidate Name], [Job Role], [Department/Team Name], [Company Name], [Joining Date], [Salary Details], [Work Location], [Reporting Manager/Team Lead], [Probation Period]

Employment Contract Template:

  • Open "Load Contract Template" node
  • Edit the template_contract value
  • Uses the same placeholders with additional terms and conditions sections

Important: Keep all placeholders in square brackets [Placeholder Name] exactly as shown. The AI will replace them automatically.

4. Configure form fields (optional)

  • Open "Receive Candidate Details via Form" node
  • Default fields: Identity card (file), Resume (file), Job Role (text), Salary Details (number), Type (dropdown)
  • Add optional fields if needed: Department Name, Work Location, Reporting Manager, Probation Period
  • Copy the Form URL from the node settings
  • Share this URL with your HR team

5. Test the workflow

  • Open the Form URL in your browser
  • Upload sample Identity card and Resume PDFs
  • Fill Job Role: "Software Developer"
  • Enter Salary Details: 50000
  • Select Type: "Offer Letter"
  • Submit the form
  • Check your Google Docs—the filled document should appear automatically
  • Verify all placeholders are replaced correctly

6. Activate the workflow

  • Toggle the workflow to Active at the top
  • The form will now accept submissions 24/7
  • Each submission generates a new document in Google Docs

How it works

1. Form submission

HR opens the form link and uploads candidate documents (Identity card + Resume as PDFs), enters job details, and selects document type (Offer Letter or Contract).

2. Document processing

The workflow splits uploaded files into separate items and auto-generates two dates:

  • Form Date: Current submission date
  • Joining Date: Automatically set to the 1st of next month

3. Text extraction

Extracts text from both PDF documents using n8n's built-in Extract From File node. The candidate's name is typically pulled from the Resume.

4. Data aggregation

Combines extracted text from both documents into a single data item for processing.

5. Template routing

Checks the selected document type:

  • If "Offer Letter" → loads the Offer Letter template
  • If "Contract" → loads the Employment Contract template

6. AI template filling

The AI Agent receives:

  • The selected template with placeholders
  • All form data (Job Role, Salary, etc.)
  • Extracted candidate name from Resume
  • Auto-calculated joining date

GPT-4.1-mini fills every placeholder with actual data while strictly preserving:

  • Line breaks and paragraph spacing
  • Emojis and special characters
  • Bold/italic formatting markers
  • Email, phone, and web links

7. Google Docs save

The final filled document is inserted into your Google Docs document. Each submission appends a new document, so you can maintain a running archive or clear the doc periodically.

Key features

✅ Zero manual typing: Extract candidate name automatically from Resume PDF—no copy-paste needed

✅ Smart date calculation: Joining date auto-set to 1st of next month based on submission date

✅ Dual document types: Choose between simple Offer Letter or detailed Employment Contract with terms

✅ AI preserves formatting: GPT-4.1-mini maintains exact line breaks, emojis, and structure from templates

✅ Google Docs integration: Documents saved directly—no downloads, conversions, or file juggling

✅ Customizable templates: Edit both templates to match your company's tone, policies, and branding

✅ Form-based workflow: Share one URL with HR team—no n8n access needed for daily use

Troubleshooting

Google Docs not saving

  • Re-authenticate OAuth credentials: Go to Credentials → Google Docs OAuth2 API → Reconnect
  • Check document URL: Ensure the documentURL field contains a valid Google Docs link (not a Sheets link)
  • Verify permissions: Make sure the connected Google account has edit access to the document

Candidate name not extracting correctly

  • Resume format issue: The workflow expects candidate name in the Resume PDF text. If your Resume format is unusual, you may need to adjust the extraction logic.
  • Check extraction node: Open "Extract Text from Identity card and Resume" node → Test execution → Verify text output
  • Manual override: Add a "Candidate Name" field to the form if automatic extraction fails

AI not filling placeholders

  • Check API key: Verify OpenAI API key is active and has credits at https://platform.openai.com/usage
  • Placeholder mismatch: Ensure template placeholders exactly match the format [Placeholder Name] with square brackets
  • Test AI node: Click "Fill Template with AI" → Execute node → Check output for errors

Joining date incorrect

  • Timezone issue: The date calculation uses server timezone. Verify your n8n instance timezone settings.
  • Custom date needed: If you want a different joining date logic (e.g., 15 days from submission), edit the "Split Documents and Calculate Dates" code node.

Form not accepting file uploads

  • File size limit: Default n8n form limit is 16MB. Compress PDFs if larger.
  • File type validation: Ensure uploaded files are PDFs, not images or other formats.
  • Browser issue: Try a different browser (Chrome recommended for file uploads).

Use cases

HR teams at growing companies: Onboard 5-10 new hires per week without spending hours on document preparation. Generate consistent, professional documents in seconds.

Recruitment agencies: Send offer letters to multiple candidates daily. Maintain brand consistency while scaling operations without adding admin staff.

Startups and small businesses: Automate HR paperwork from day one. Focus on candidate experience instead of document formatting.

Remote-first companies: Enable distributed HR teams to generate documents without shared drives or email chains. Single form link, instant output.

Consulting firms: Create client-specific employment contracts with custom templates. Switch between contract types based on project requirements.

Expected results

  • Time savings: 15-20 minutes saved per document (from 20 min manual → 2 min automated)
  • Output quality: Professional, error-free documents with consistent formatting every time
  • Scalability: Process 50+ candidates per week without additional HR headcount
  • Error reduction: Eliminate typos and placeholder mistakes common in manual copy-paste workflows
  • Faster hiring: Send offer letters within 5 minutes of candidate approval

Workflow customization

Add more form fields

Open "Receive Candidate Details via Form" node and add custom fields:

  • Department Name (dropdown with your teams)
  • Work Location (dropdown: Remote, Office, Hybrid)
  • Reporting Manager (text input)
  • Probation Period (number input)
  • Start Date (date picker for custom joining dates)

These values automatically populate in templates if placeholders are added.

Create additional templates

Duplicate one of the "Load Template" nodes and create:

  • Internship Offer Letters
  • Part-time Contract
  • Freelancer Agreement
  • Probation Extension Letter

Add a corresponding option in the form Type dropdown.

Send documents via email

Add an Email node after "Save Document to Google Docs":

  • Attach the Google Docs link
  • Send to candidate email (add email field to form)
  • CC HR manager automatically

Multi-language support

Create template variations in different languages. Add a "Language" dropdown to the form and route to appropriate template.

Support

Need help or custom development?

📧 Email: [email protected]
🌐 Website: https://isawow.com/