Plan designer for Offer Letters

It’s 2025 and we’re still… manually writing offer letters in Word? Copying from the last one, replacing names, forgetting to update the salary, sending the wrong PDF — and praying nobody notices the leftover placeholder that says [Insert Date Here].

According to McKinsey, HR teams still spend up to 60% of their time on repetitive admin tasks. You’d think at least one of those hours could be saved by not writing the same contract 87 times a year.

Meanwhile, Forbes points out that bad onboarding — which, surprise, starts with the offer letter — causes up to 20% of new hires to quit early. But sure, let’s keep pasting things into Word documents like it’s 2009.

So I built a Power App.

It won’t solve world peace, but it does let HR enter offer details in one place, track statuses, and skip the “oh no I sent the wrong version” panic spiral.

It’s simple, it works, and most importantly — it stops the madness.

It’s simple, it works, and most importantly — it stops the madness.

And here’s the thing: you can do it too. No fancy licenses, no six-month rollout, no 200-slide business case. Just Power Apps, a couple of forms, and the deep personal desire to never write “Dear [Candidate Name]” manually again.

Whether you want to generate PDFs, track approvals, or just stop losing offer letters in someone’s inbox, this is your sign.

Start small. Ship it. Improve later.

Just, for the love of all that is holy, stop using old Word docs named “OfferLetter_FINAL_FINAL2(1).docx.”

Let’s be real: I could’ve built this app from scratch. But I didn’t.

Because we’re not trying to win a UX award here — we’re trying to get offer letters out the door without losing our minds. So instead of starting with a blank canvas, I used the Power Apps Plan Designer.

It gave me a structured, clean starting point with screens, forms, and data setup ready to go. No endless fiddling with alignment, no “where does this dropdown go?” drama.

Just tweak what you need, connect your tables, and move on with your life.

⚡ Plan Designer = less effort, faster results, fewer excuses.

I prompted my app

Then the user requirements appear

As well as the user process

Tables and table relationships are created

So it's the tech that is going to be used

From there I selected the Offer Management App and the layout was already created

But if you know me, you know that i don't like the defaulted blue and white layout, so I accommodated it to my style, as you can see below.

Core Tables & Their Functions:

1. Candidates

"This table contains records of candidates receiving offer letters."

📌 Stores personal and application data of individuals being offered a job.

➡️ Example fields: name, email, application ID, job role linked, offer status

2. Job Positions

"This table contains job titles and related details."

📌 A list of all roles available within the organization.

➡️ Example fields: title, department, salary range, grade level

3. Contract Types

"This table contains types of employment contracts."

📌 Options like permanent, fixed-term, internship, freelance, etc.

➡️ Ensures consistent legal wording and logic across offers

4. Work Locations

"This table contains work location options including type and country."

📌 Office/remote/hybrid and geographic information

➡️ Useful for regional compliance, tax, or remote work clauses

5. Offer Letters

"This table contains generated offer letter details for candidates."

📌 The main output — each record stores an offer issued to a candidate

➡️ May include PDF file, version, status (sent/signed), and link to candidate/job

6. Languages

"This table contains supported languages for offer letters."

📌 Allows multilingual offers — e.g., English, German, French versions

➡️ Can be used to dynamically choose the correct letter template

User Flow Example:

1. HR adds a new Candidate and links them to a Job Position

2. They select a Contract Type, Work Location, and Language

3. The app generates or stores an Offer Letter for tracking

4. HR can monitor offer status from draft → sent → accepted

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Could I have overengineered this? Sure.

Could I have integrated AI, DocuSign, and built a custom PDF parser while I was at it? Probably.

Did I want to? Absolutely not.

What I did want was to stop HR from spending their Tuesday mornings playing Word Russian Roulette with contract templates from 2021. So I built something simple, styled it my way, and gave HR a place to manage offers without breaking into a stress sweat.

No more “where’s the latest version?”, no more CTRL+F to fix someone else’s typos, and definitely no more documents titled OfferLetter_Final_REAL_Final_THIS_ONE.pdf.

Just one little app. One big sigh of relief.

You’re welcome.