Power Automate workflow · HR

Generate offer letters from an approved hiring request

Hiring manager submits, HR and finance approve in Teams, the offer letter is generated and sent for signature.

TriggerPower Apps or Microsoft Forms — hiring request submitted
ConnectorsApprovals · Word Online (Business) · Adobe Acrobat Sign · SharePoint
CategoryHR

The problem

Offer letters are drafted manually from old letters, with outdated clauses and wrong salary figures.

The outcome

Every offer uses the current template, follows the approval matrix, and goes out the day it's approved.

Before you start

  • Offer letter Word template with content controls.
  • Approval matrix defined (e.g. HR, then finance above a salary band).

Build it step by step

  1. Collect the request — Capture role, grade, salary, start date and candidate details.
  2. Approve — Start and wait for an approval (type: Approve/Reject – Everyone must approve) to HR; add finance as a second stage when the salary exceeds the band.
    Expression / setting
    greater(int(triggerBody()?['salary']), 15000)
  3. Generate — Populate a Microsoft Word template, save, and convert to PDF.
  4. Send for signature — Send via Acrobat Sign to the candidate; CC the hiring manager.
  5. Track — Log the request, approvers and agreement ID in a SharePoint list for audit.

Connector action names are shown as they appear in Power Automate at the time of writing; Microsoft and Adobe occasionally rename actions or add new versions.

Error handling

  • If an approver rejects, notify the hiring manager with the approver's comments from the approval response.

Licensing

  • Word template population is premium.

Variations

  • Use Acrobat Sign's own approver role so finance approves inside the signing workflow instead of in Teams.

Common in: Healthcare · Education · GLCs