If you’ve worked in HR, you know the drill:
- Offer letters
- Promotion notices
- Employment verifications
- Policy updates
- Exit confirmations
You’ve probably copied, pasted, edited, and sent each of these dozens (maybe hundreds) of times. It’s important work — but incredibly repetitive.
With PostSheet, you can automate HR letters directly from a Google Sheet. No manual editing. No Word doc templates. No hunting for email addresses. Just quick, personalized, professional communication — at scale.
Here’s how to set it all up.
Why Automate HR Letters in the First Place?
HR is all about people — but that doesn’t mean your team should be stuck in the weeds of administrative work.
By automating HR letters, you:
- ✅ Save hours every month
- ✅ Reduce errors (no more forgetting to update someone’s name)
- ✅ Maintain consistent formatting and language
- ✅ Free up time for more strategic work
- ✅ Look more polished and professional
Plus, it ensures that everyone receives the right documents at the right time — with zero bottlenecks.
Use Cases: What You Can Automate
Here are just a few HR communications that can be automated with PostSheet:
- Offer letters for new hires
- Promotion announcements
- Salary adjustment letters
- Remote work policy updates
- Company-wide memos
- Confirmation of employment
- Termination or resignation letters
- Benefits enrollment instructions
If it’s a letter that includes variables like name, role, start date, or department — it can be automated.
Step-by-Step: How to Automate HR Letters with PostSheet
Step 1: Organize Your HR Data in Google Sheets
Start with a simple spreadsheet. Include the fields you’ll need in your letters:
| Name | Role | Start Date | Salary | Department | |
| Alex Green | alex@company.com | Marketing Lead | 2025-04-15 | $85,000 | Marketing |
| Priya Sharma | priya@company.com | Customer Support | 2025-04-10 | $62,000 | Support |
You can customize this sheet for different types of letters — just add or remove fields as needed.
Step 2: Create Your Letter Template in PostSheet
Write your letter once, and insert dynamic variables like this:
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Copy
Subject: Your Updated Offer Letter
Hi {{Name}},
We’re excited to confirm your role as {{Role}} at [Company Name], starting on {{Start Date}}.
Your base salary will be {{Salary}} annually, and you’ll be part of the {{Department}} team. Please let us know if you have any questions or if anything needs clarification.
Welcome aboard!
Best regards,
The HR Team
You can use PostSheet to generate this as:
- An email, sent from your HR inbox
- A PDF document, downloadable or attachable
- Or both — whatever your workflow calls for
Step 3: Connect Your Sheet and Generate Letters
In PostSheet:
- Create a new campaign
- Choose “Google Sheets” as the data source
- Link your spreadsheet
- Match each column (Name, Role, Start Date, etc.) to the correct fields in your template
- Preview each letter or email to double-check personalization
When everything looks good, send or export in bulk.
Step 4: Schedule or Automate Based on Triggers
Need to send HR letters weekly? After performance reviews? Based on start dates?
You can:
- Schedule campaigns to run on a future date
- Filter your spreadsheet to only send to certain employees
- Use Google Forms + Sheets to trigger automatic letters (e.g. when a manager submits a promotion form)
With a little planning, your entire HR letter workflow can run itself.
Tips for HR Teams Using PostSheet
- Use consistent column headers in your spreadsheet to avoid mapping issues
- Create separate templates for different letter types (offers, policy changes, etc.)
- Test with a few rows first to make sure formatting is perfect
- Password-protect sensitive PDFs (PostSheet lets you add PDF security)
- Log communications in the sheet itself for audit trails (add a “Sent” column)
Benefits for HR Teams
🧾 Standardized letters with no formatting errors
⏱ Send dozens of messages in minutes
🧠 No tech knowledge required — if you can use Sheets, you’re good
🔐 Keep sensitive info secure and consistent
📈 Scale as you grow — more employees = more time saved
Whether you’re hiring fast, updating benefits, or managing internal changes, automation helps HR stay human without staying stuck.
Final Thoughts: HR Letters That Write Themselves
HR should be about people — not paperwork.
With PostSheet, your team can automate the most repetitive, time-consuming communication tasks, while still delivering a professional, personal touch.
Faster letters. Fewer mistakes. Happier employees.
Ready to streamline your HR workflow?
Start automating letters with PostSheet today →
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