Offer letter generation

Offer Letter Generation

This skill demonstrates the complete workflow for generating personalized offer letters from employee data and a template.

Workflow Overview

1. Load employee data from JSON
2. Load template Word document
3. Map fields from JSON to template placeholders
4. Handle conditionals (e.g., relocation packages)
5. Fill template with data
6. Save output document

Data Structure

Employee data should be in JSON format with these typical fields:

{
  "DOC_ID": "OFFER-2024-00847",
  "COMPANY_NAME": "Nexus Technologies Inc.",
  "CANDIDATE_FULL_NAME": "Sarah Chen",
  "POSITION": "Senior Software Engineer",
  "BASE_SALARY": "185,000",
  "RELOCATION_PACKAGE": "Yes",
  "RELOCATION_AMOUNT": "15,000",
  ...
}

Placeholder Mapping

Common placeholders in offer letter templates:

Placeholder	Data Field	Example
{{CANDIDATE_FULL_NAME}}	CANDIDATE_FULL_NAME	Sarah Chen
{{POSITION}}	POSITION	Senior Software Engineer
{{COMPANY_NAME}}	COMPANY_NAME	Nexus Technologies Inc.
{{BASE_SALARY}}	BASE_SALARY	185,000
{{START_DATE}}	START_DATE	February 12, 2024
{{STREET_ADDRESS}}	STREET_ADDRESS	456 Oak Avenue, Apt 7B

Conditional Sections

Offer letters often have optional sections based on employee benefits:

{{IF_RELOCATION_PACKAGE}}
Our company is pleased to provide a relocation package of ${{RELOCATION_AMOUNT}}
to assist with your move. You have {{RELOCATION_DAYS}} days from your start date
to complete your relocation.
{{END_IF_RELOCATION_PACKAGE}}

Processing logic:

• If RELOCATION_PACKAGE == "Yes": Keep the section, remove markers
• If RELOCATION_PACKAGE != "Yes": Remove entire section including markers

Implementation Steps

1. Load JSON data

   import json
   with open('employee_data.json') as f:
       data = json.load(f)
   

2. Create mapping function

   • Map JSON keys to placeholder names (may differ)
   • Handle boolean conversions (Yes/No to True/False)

3. Process conditionals

   • Identify condition name from IF_FIELDNAME pattern
   • Check if condition is true/false
   • Keep or remove section accordingly

4. Fill and save

   • Replace all placeholders
   • Save to output path

Example Output Structure

The filled offer letter should:

• Replace all {{FIELD}} markers with actual values
• Either include the relocation section with clean text (no IF markers) OR exclude it entirely
• Preserve all formatting from the template
• Be saved as a valid .docx file

Validation Checklist

After generating the offer letter:

• All placeholders replaced (no {{ remaining)
• Conditional sections properly handled
• Document opens without errors
• Formatting is preserved
• Address block is complete
• Salary and benefits details correct