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Document Automation for Recruiting & Staffing Agencies: Generate Offer Letters, Contracts & Placements in Seconds

Document Automation for Recruiting & Staffing Agencies: Generate Offer Letters, Contracts & Placements in Seconds

Recruiting is a race against time. The best candidates get multiple offers within days. Every hour spent on paperwork—drafting offer letters, customizing contracts, generating placement agreements—is an hour a competitor could be closing that candidate.

For staffing agencies and recruiting firms, document volume is staggering: offer letters, employment contracts, candidate submissions, client agreements, contractor paperwork, W-4s, I-9s, background check authorizations. Each placement can generate 10+ documents, each requiring accurate candidate and client data.

What if your offer letter was ready to send the moment you decide to extend an offer? What if placement agreements auto-generated with the correct pay rates, start dates, and job details? That's what Doc Variables enables for recruiting teams using Google Workspace.

The Documentation Bottleneck in Recruiting

Staffing and recruiting firms face unique documentation challenges:

  • Speed is everything: Candidates accept the first good offer—yours needs to arrive fast
  • Volume is high: A busy recruiter handles 20-50 active candidates simultaneously
  • Accuracy is critical: Wrong salary figures or start dates create legal and trust issues
  • Customization is constant: Each role, client, and candidate requires different terms
  • Compliance is complex: Employment law varies by state, contract type, and industry

The result? Recruiters spending 30-40% of their time on document preparation instead of candidate sourcing and relationship building. That's expensive, slow, and a competitive disadvantage.

How Document Automation Solves This

Doc Variables lets you create document templates with smart placeholders. Instead of copying candidate names into 15 fields across multiple documents, you enter information once in a sidebar form, click Replace, and it populates everywhere—instantly and accurately.

For recruiting specifically, this means:

  • Offer letters generated in 30 seconds instead of 30 minutes
  • Placement agreements auto-filled with candidate, client, and rate details
  • Candidate submissions formatted consistently for every client
  • Contractor agreements customized by engagement type and jurisdiction
  • Onboarding packets ready before the candidate's first day

Recruiting Documents You Can Automate

Offer Letters

The offer letter is often the first official document a candidate receives. It needs to be accurate, professional, and fast. Doc Variables ensures every detail is correct while letting you send offers within minutes of a hiring decision.

OFFER OF EMPLOYMENT

${Today::date::long}

${Candidate First Name} ${Candidate Last Name}
${Candidate Street Address}
${Candidate City}, ${Candidate State} ${Candidate Zip}

Dear ${Candidate First Name},

We are pleased to offer you the position of ${Job Title} at ${Client Company Name}. Below are the terms of your employment:

POSITION DETAILS
Job Title: ${Job Title}
Department: ${Department}
Reporting To: ${Hiring Manager Name}
Location: ${Work Location::dropdown::On-site,Remote,Hybrid}
Start Date: ${Start Date::date}

COMPENSATION
?{${Employment Type}(=)Salary::Base Salary: $${Annual Salary} per year, paid ${Pay Frequency::dropdown::weekly,bi-weekly,semi-monthly,monthly}}
?{${Employment Type}(=)Hourly::Hourly Rate: $${Hourly Rate} per hour}
?{${Signing Bonus}(>)0::Signing Bonus: $${Signing Bonus}, payable on your first paycheck}

BENEFITS
You will be eligible for our standard benefits package including:
${Benefits Summary::textarea}

This offer is contingent upon:
- Successful completion of a background check
- Verification of employment eligibility (I-9)
- ${Additional Contingencies}

Please indicate your acceptance by signing below and returning this letter by ${Offer Expiration Date::date}.

We are excited to welcome you to the team!

Sincerely,

${Recruiter Name}
${Agency Name}
${Recruiter Email}
${Recruiter Phone}

___________________________________
ACCEPTANCE

I, ${Candidate First Name} ${Candidate Last Name}, accept this offer of employment under the terms stated above.

Signature: ___________________________ Date: ___________

Placement Agreements (Client-Side)

When you place a candidate with a client, a placement agreement documents the terms. Doc Variables handles the complexity of different fee structures, guarantee periods, and contract types.

PLACEMENT AGREEMENT

This Agreement is entered into on ${Today::date::long} between:

${Agency Name} ("Agency")
${Agency Address}

and

${Client Company Name} ("Client")
${Client Address}

CANDIDATE PLACEMENT
Candidate Name: ${Candidate First Name} ${Candidate Last Name}
Position: ${Job Title}
Department: ${Department}
Start Date: ${Start Date::date}

COMPENSATION TERMS
?{${Placement Type}(=)Direct Hire::DIRECT HIRE PLACEMENT
Base Salary: $${Annual Salary}
Placement Fee: ${Fee Percentage}% of first-year base salary
Fee Amount: $${Placement Fee Amount}
Payment Due: Within ${Payment Terms::dropdown::15,30,45,60} days of candidate start date

GUARANTEE
Should the candidate voluntarily leave or be terminated for cause within ${Guarantee Period::dropdown::30,60,90} days of start date, Agency will provide one replacement search at no additional fee.}

?{${Placement Type}(=)Contract::CONTRACT PLACEMENT
Bill Rate: $${Bill Rate}/hour
Pay Rate: $${Pay Rate}/hour
Estimated Duration: ${Contract Duration}
Overtime: ${Overtime Terms}

Client will be invoiced ${Invoice Frequency::dropdown::weekly,bi-weekly,monthly} for hours worked. Payment due within ${Payment Terms} days of invoice date.}

?{${Placement Type}(=)Contract-to-Hire::CONTRACT-TO-HIRE PLACEMENT
Contract Period: ${Contract Duration}
Bill Rate: $${Bill Rate}/hour
Conversion Fee: $${Conversion Fee} if converted to permanent employee
Conversion fee reduced by ${Buyout Reduction}% for each month of contract completed.}

TERMS AND CONDITIONS
${Standard Terms Reference}

AGREED:

___________________________________
${Client Contact Name}, ${Client Contact Title}
${Client Company Name}
Date: ___________

___________________________________
${Agency Representative Name}
${Agency Name}
Date: ___________

Candidate Submission Sheets

When submitting candidates to clients, a professional, consistent format makes your agency look sharp and helps clients compare candidates easily.

CANDIDATE SUBMISSION

${Client Company Name}
${Job Title} - Req #${Requisition Number}

Submitted by: ${Recruiter Name}
Date: ${Today::date}

CANDIDATE PROFILE
Name: ${Candidate First Name} ${Candidate Last Name}
Location: ${Candidate City}, ${Candidate State}
Availability: ${Availability}
Desired Compensation: $${Desired Salary Range}
Work Authorization: ${Work Authorization::dropdown::US Citizen,Permanent Resident,H-1B,TN Visa,Other}

SUMMARY
${Candidate Summary::textarea}

RELEVANT EXPERIENCE
${Relevant Experience::textarea}

KEY SKILLS
${Key Skills}

EDUCATION
${Education}

WHY THIS CANDIDATE?
${Recruiter Notes::textarea}

NEXT STEPS
Candidate is available for interview ${Interview Availability}.
Please contact ${Recruiter Name} at ${Recruiter Email} or ${Recruiter Phone} to schedule.

---
${Agency Name} | ${Agency Website}
Confidential - Do not distribute without permission

Contractor Agreements

For staffing agencies placing contractors, employment agreements need to cover work terms, confidentiality, and assignment details while complying with employment law.

CONTRACTOR EMPLOYMENT AGREEMENT

${Today::date::long}

Between:
${Agency Name} ("Employer")
and
${Contractor First Name} ${Contractor Last Name} ("Employee")

ASSIGNMENT DETAILS
Client: ${Client Company Name}
Position: ${Job Title}
Work Location: ${Work Location}
Start Date: ${Start Date::date}
End Date: ${End Date::date} (subject to extension)

COMPENSATION
Pay Rate: $${Pay Rate} per ${Pay Basis::dropdown::hour,day,week}
Overtime: ${Overtime Policy}
Pay Frequency: ${Pay Frequency}
Payment Method: ${Payment Method::dropdown::Direct Deposit,Check}

WORK SCHEDULE
${Work Schedule}

CONFIDENTIALITY
Employee agrees to maintain confidentiality of all proprietary information belonging to Client and Employer.

NON-SOLICITATION
For a period of ${Non-Solicit Period::dropdown::6 months,12 months,24 months} following assignment end, Employee agrees not to solicit employment directly with Client outside of Employer.

AT-WILL EMPLOYMENT
This is an at-will employment relationship. Either party may terminate with ${Notice Period::dropdown::immediate,24 hours,1 week,2 weeks} notice.

ACKNOWLEDGMENT
I have read, understand, and agree to the terms of this agreement.

___________________________________
${Contractor First Name} ${Contractor Last Name}
Date: ___________

___________________________________
${Agency Representative}
${Agency Name}
Date: ___________

Reference Check Forms

Standardize your reference check process with templated forms that ensure you gather consistent information for every candidate.

REFERENCE CHECK FORM

Candidate: ${Candidate First Name} ${Candidate Last Name}
Position Applied For: ${Job Title} at ${Client Company Name}
Reference Provided By: ${Reference Name}
Reference Title: ${Reference Title}
Reference Company: ${Reference Company}
Relationship to Candidate: ${Relationship}
Date of Reference Check: ${Today::date}
Conducted By: ${Recruiter Name}

QUESTIONS AND RESPONSES

1. How long did you work with ${Candidate First Name}?
${Response 1::textarea}

2. What was their role and primary responsibilities?
${Response 2::textarea}

3. How would you describe their work quality and reliability?
${Response 3::textarea}

4. What are their greatest strengths?
${Response 4::textarea}

5. What areas could they improve?
${Response 5::textarea}

6. How did they handle pressure and deadlines?
${Response 6::textarea}

7. Would you rehire them? Why or why not?
${Response 7::textarea}

8. Is there anything else we should know?
${Response 8::textarea}

OVERALL ASSESSMENT
${Overall Assessment::dropdown::Strongly Recommend,Recommend,Neutral,Concerns,Do Not Recommend}

ADDITIONAL NOTES
${Additional Notes::textarea}

Onboarding Packets

New hires need a stack of paperwork before their first day. Generate complete onboarding packets with a single click.

NEW HIRE ONBOARDING CHECKLIST

Employee: ${Candidate First Name} ${Candidate Last Name}
Start Date: ${Start Date::date}
Position: ${Job Title}
Client: ${Client Company Name}
Recruiter: ${Recruiter Name}

PRE-START DOCUMENTS
☐ Offer Letter - Signed and returned
☐ Employment Agreement - Signed and returned
☐ W-4 Tax Withholding Form - Completed
☐ I-9 Employment Eligibility - Completed with supporting documents
☐ Direct Deposit Authorization - Completed
☐ Emergency Contact Form - Completed
☐ Background Check Authorization - Signed
☐ Drug Screen Consent (if applicable) - Signed
☐ Confidentiality Agreement - Signed
☐ Employee Handbook Acknowledgment - Signed

FIRST DAY LOGISTICS
Report To: ${First Day Contact Name}
Location: ${Work Location}
Time: ${Start Time}
Parking: ${Parking Instructions}
What to Bring: ${First Day Instructions}

CONTACT INFORMATION
Recruiter: ${Recruiter Name} - ${Recruiter Phone} - ${Recruiter Email}
Client HR: ${Client HR Contact} - ${Client HR Phone}

Completed By: _____________________ Date: ___________

ATS Integration via Zapier

Most recruiting teams use an Applicant Tracking System (ATS). Doc Variables connects to popular ATS platforms via Zapier to automatically generate documents when candidate status changes.

Common Workflow: Offer Letter from ATS

  1. Trigger: Candidate status changes to "Offer Extended" in your ATS (Greenhouse, Lever, Bullhorn, etc.)
  2. Data Pull: Zapier retrieves candidate info, job details, and compensation data
  3. Document Generation: Doc Variables creates offer letter from template
  4. Output: Offer letter saved to Google Drive and/or sent for e-signature

Supported ATS Platforms

Doc Variables works with any ATS that connects to Zapier, including:

  • Greenhouse
  • Lever
  • Bullhorn
  • Workable
  • JazzHR
  • Recruiterbox
  • Breezy HR
  • SmartRecruiters

Batch Processing for High-Volume Staffing

Staffing agencies often need to generate the same document for dozens of candidates at once—contractor agreements for a new project, orientation packets for a group start date, or compliance documents for an audit.

Doc Variables' merge feature lets you:

  1. List all candidates in a Google Sheet
  2. Create your template with matching column headers as variables
  3. Generate individual documents for every row with one click

100 contractor agreements that would take a full day? Done in 5 minutes.

Conditional Content for Different Scenarios

Recruiting documents often need different content based on position type, location, or employment classification. Doc Variables handles this automatically:

?{${Employment Type}(=)W-2::As a W-2 employee, you will be eligible for benefits including health insurance, 401(k), and paid time off after the applicable waiting period.}

?{${Employment Type}(=)1099::As an independent contractor, you are responsible for your own taxes, insurance, and benefits. You will receive a 1099 form at year end for tax reporting purposes.}

?{${Work State}(=)California::In accordance with California law, you are entitled to meal and rest breaks as follows: [CA-specific break policy]}

?{${Work State}(=)New York::In accordance with New York law, [NY-specific employment terms]}

One template handles multiple employment types and jurisdictions—no need to maintain separate documents.

Time and Error Savings

Recruiting teams using document automation report significant improvements:

  • 90% reduction in offer letter turnaround time — From 30 minutes to 3 minutes
  • Zero salary/rate errors — No more typos in compensation figures
  • Faster time-to-fill — Candidates receive offers hours sooner
  • Consistent branding — Every document looks professional
  • Compliance confidence — Approved language used automatically

For an agency placing 50 candidates per month, saving 25 minutes per placement in document prep equals over 20 hours recovered monthly—time that can go to candidate sourcing and client development.

Competitive Advantage

In recruiting, speed wins. The agency that gets an offer letter out the same day closes the candidate. The one that takes 48 hours loses to competitors.

Document automation isn't just efficiency—it's competitive advantage. When your recruiter can extend an offer, generate the letter, and send it for signature in under 10 minutes, you close candidates other agencies lose to delays.

Getting Started

Ready to automate your recruiting documentation?

  1. Install Doc Variables from the Google Workspace Marketplace
  2. Start with your offer letter — It's high-volume and high-impact
  3. Create a template with variables for candidate name, salary, start date, etc.
  4. Connect your ATS via Zapier (optional but powerful)
  5. Train your recruiters — Most learn the system in 10 minutes
  6. Expand to other documents as you see the speed gains

The free Doc Variables tier includes 20 document generations—enough to prove the concept with your busiest templates. Once your recruiters see how fast they can get offer letters out, they'll never want to go back to manual document creation.

Doc Variables is trusted by 160,000+ professionals across industries including recruiting, healthcare, legal, and real estate. Automate your document workflows and close candidates faster.

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