Generate employee letters through templates

Generating letters directly through HRStop Hire saves time and eliminates manual editing. The system pulls candidate data and auto-fills it into the template of your choice.

How to generate a letter

1. Navigate to the candidate profile
   • Go to the Candidates section or Job Pipeline.
   • Click the name of the candidate for whom you want to generate the letter.
2. Click Generate Letter
   • In the candidate’s profile, look for the Actions Panel or Dropdown Menu.
   • Click Generate Letter.
3. Choose the document template
   • A popup will display available templates (e.g., “Offer Letter”, “Appointment Letter”, “Internship Certificate”).
   • Select the one appropriate for the candidate’s status.
4. Review the auto-filled information
   • The system will pull candidate data from the database and merge it with the dynamic fields in the template.
   • Examples:
     • {{candidate_name}} → Rajiv Sharma
     • {{joining_date}} → 01 July 2025
     • {{designation}} → Software Engineer
5. Preview & download
   • Click Preview to check formatting and field mapping.
   • If all looks good, click Download or Send to Candidate (if enabled).
6. Send the letter
   • You can either:
     • Download it and email it manually.
     • Use the in-system mailer to send the letter with your email signature.

Best practice: Always double-check the placeholders and ensure the candidate’s profile is updated before generating the letter.