Send offer letters in bulk with Zoho Writer’s mail merge

Hello HR teams, 

Sending offer letters is one of the most important steps in the hiring process, but it doesn’t have to be time-consuming. Instead of drafting each letter one by one, Zoho Writer’s mail merge templates let you create and send personalized offer letters in bulk within minutes.

Here’s how you can set it up:

1. Open a blank document in Zoho Writer. You can design a fresh template using Writer’s formatting options, or simply import your existing offer letter template.

2. Click Automate > Merge Templates to start setting up your mail merge. More info on creating a merge template.

3. Link a data source to your template so that each record can be pulled in automatically. This could be a list of candidate details in a Zoho Sheet, a Zoho Form, or another supported data source.List of supported data sources.

4. Place merge fields like Name, Job Title, Joining Date, or Compensation in the right spots in your template. Learn how to configure merge fields.
    

Bonus Tip: Want to make this process smarter? Use conditions to personalize content based on your data.

For example, say Zylker Corp needs to include different onboarding documents for contract employees and full-time employees. Since their Zoho Form (used as the data source) already has a Contract Type dropdown, they can add a relevant condition to the offer letter template.

With conditions, you can specify which content to display when the field value matches your rule (e.g., show the contract onboarding form link) and alternative content to display when it doesn’t (e.g., show the full-time onboarding form link).

5. Set up your email details like sender address, recipients, subject line, and optional custom message. Zoho Writer will use this information to deliver the letters. Steps to configure email settings.
   
   
    

6. Hit Run Merge and let Zoho Writer do the heavy lifting. Every candidate will receive a personalized offer letter, sent automatically to their inbox.

Have you tried using mail merge for offer letters or other HR workflows? Share your favorite use cases with us in the comments! If you need any assistance to configure mail merge or anything else in Writer, write to us at support@zohowriter.com or support@eu.zohowriter.com.