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

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.

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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

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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

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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

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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.

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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

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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).

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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.

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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

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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.

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Support

Need help or custom development?

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