Automated new hire appointment letters with Google Docs, HR approval & Gmail

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

This n8n template demonstrates automating an appointment letter creation process using a template and then having the HR approve before emailing the appointment letter to the candidate. How it work...

Best for

HR automation workflows
intermediate n8n builders looking for reusable templates

Tools used

n8n-nodes-base.formtrigger, n8n-nodes-base.stickynote, n8n-nodes-base.googledrive, n8n-nodes-base.googledocs, n8n-nodes-base.gmail, n8n-nodes-base.if

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Satish.

Original n8n.io source

1.1 Workflow description

Title: Automated new hire appointment letters with Google Docs, HR approval & Gmail
Workflow name: Automated new hire appointment letters with Google Docs, HR approval & Gmail

This n8n template demonstrates automating an appointment letter creation process using a template and then having the HR approve before emailing the appointment letter to the candidate.

How it works

Create an appointment letter template. e.g "Appointment Letter.doc" on Google Drive
Form Submission node - Create a form trigger with the required fields that need to be capture as part of the appointment letter. Eg. Candidate Name, Position offered, Salary, Date of Joining, Candidate email, etc.
Google Drive Copy node - Once the form is filled, it creates a candidate copy of the appointment letter by appending the candidate name to appointment letter. e.g. "Appointment Letter - <candidate name>.doc". This will be stored on the Google Drive
Google Doc Update node - Fill the placeholders in the appointment letter with the candidate specific details such as Candidate Name, Position offered, Salary, Date of Joining, etc.
Google Drive Download node - Create a PDF version of the candidate's appointment letter. e.g. "Appointment Letter - <Candidate Name>.pdf" and download it to Google Drive
Google Drive Upload node - Upload the PDF to Google Drive
Gmail Send Message node - Send an email to the HR requesting to review the candidate's appointment letter and 'Approve' or 'Reject' the appointment letter. This is the Human-In-The-Loop step
If Node (for routing) - will return "true" if HR approves and "false" if HR rejects If HR approves, go to Step 9 and Step 10
Google Drive Download node - Get the PDF file
Gmail Send Message node - Send an email to the candidate with the appointment letter (PDF) as the attachment

How to use

The Form trigger node is used as an example but feel free to replace this with other triggers such as Google Sheet
Create an Appointment Letter Google document with the follwing fields - Date, Candidate Name, Position Name, Fixed CTC, Joining Date and To be signed by Date. See sample letter format below:

<Appointment Letter.doc> (Google Document)

Appointment Letter

[Date]

Dear [Candidate Name],

Congratulations! We are pleased to offer you the [Position Name] at ABC Company.

Fixed CTC - [Fixed CTC] Joining Date - [Joining Date]

Requirements Google drive for upload and downloading the file Gmail for sending emails

Sign the letter by - [To be signed by Date]

Signature

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - On form submission

Type / Role: n8n-nodes-base.formTrigger - formTrigger
Config choices: Version 2.2

Block 2 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 3 - Create a candidate copy of the appointment letter template

Type / Role: n8n-nodes-base.googleDrive - googleDrive
Config choices: Version 3

Block 4 - Update the candidate appointment letter with offer details

Type / Role: n8n-nodes-base.googleDocs - googleDocs
Config choices: Version 2

Block 5 - Download the appointment letter as a PDF

Type / Role: n8n-nodes-base.googleDrive - googleDrive
Config choices: Version 3

Block 6 - Upload the PDF to Google drive

Type / Role: n8n-nodes-base.googleDrive - googleDrive
Config choices: Version 3

Block 7 - Send message and wait for response

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 8 - If

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.2

Block 9 - Download file

Type / Role: n8n-nodes-base.googleDrive - googleDrive
Config choices: Version 3

Block 10 - Send a message

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 11 - Sticky Note1

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 12 - Sticky Note2

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 13 - Sticky Note3

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

3. Summary Table

Workflow	Automated new hire appointment letters with Google Docs, HR approval & Gmail
Complexity	intermediate
Nodes	13
Categories	HR
Author	Satish
Published	11 Jul 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/5879/5879.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source HR workflows

Frequently asked questions

What does Automated new hire appointment letters with Google Docs, HR approval & Gmail do?

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your HR use case.

Satish

1 workflow

Nodes

n8n-nodes-base.formtrigger n8n-nodes-base.stickynote n8n-nodes-base.googledrive n8n-nodes-base.googledocs n8n-nodes-base.gmail n8n-nodes-base.if

Complexity

intermediate

Published 11 Jul 2025

Likes 0

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Install path: /data/workflows/5879/5879.json

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Automated new hire appointment letters with Google Docs, HR approval & Gmail

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - On form submission

Block 2 - Sticky Note

Block 3 - Create a candidate copy of the appointment letter template

Block 4 - Update the candidate appointment letter with offer details

Block 5 - Download the appointment letter as a PDF

Block 6 - Upload the PDF to Google drive

Block 7 - Send message and wait for response

Block 8 - If

Block 9 - Download file

Block 10 - Send a message

Block 11 - Sticky Note1

Block 12 - Sticky Note2

Block 13 - Sticky Note3

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions