Employment confirmation letters used to take up to two weeks and a lot of chasing. We built a self-service flow: employees ask on WhatsApp, details are pulled from the HRIS, and a digitally signed letter arrives in four minutes.
Typical results
260
Letters a month, hands-free
93%
Issued without HR touch
0
Request backlog
Figures reflect typical results for this kind of automation.
The challenge
With 1,800 cleaners spread across client sites nationwide, requests for employment confirmations — for banks, landlords, daycare subsidies — arrived by phone, text, and word of mouth. HR typed each letter manually, turnaround averaged eight days and sometimes hit two weeks, a 45-request backlog was the norm, and employees lost real opportunities waiting.
Before and after
Request to signed letter
−99%HR hours on letters
−88%Standing backlog
−100%The automation
We connected a WhatsApp bot and a simple web form to the company's HRIS. An employee picks the letter type, the flow verifies their identity, pulls role, tenure, and salary data, fills the legal template, and applies a digital signature. The finished PDF lands back in the same WhatsApp thread and is logged to the employee file. Non-standard requests — custom wording, legal cases — route to HR with everything pre-filled.
How it works
- 01
Request on WhatsApp
The employee messages the bot or fills a short form and picks the letter type they need.
- 02
Identity check
The flow verifies the requester against the HRIS before touching any personal data.
- 03
Auto-generate
Role, tenure and salary details fill the legal template and a digital signature is applied.
- 04
Instant delivery
The signed PDF returns in the same WhatsApp thread and is logged to the employee file.
- 05
Edge cases to HR
Custom-wording or legal requests route to HR pre-filled, so even exceptions are quick.
Starts from
- WhatsApp requests
- Request form
Delivers
- Digitally signed letter
- Instant delivery
- Edge cases to HR
The impact
The average letter now arrives four minutes after the request — down from eight days — and 93% of the 260 monthly letters go out without HR touching them. The backlog of 45 open requests dropped to zero, and HR spends three hours a month on letters instead of twenty-five.
Questions about this automation
Which kinds of letters can employees request?
Common types include a basic employment confirmation, a confirmation with salary details and a tenure letter for banks, landlords or daycare subsidies. Each type has its own approved legal template. Requests that need custom wording go to HR with the employee's details already filled in, so even those are quick to finish.
How does the flow confirm who is asking for the letter?
Before any personal data is used, the request is matched against the HRIS, for example by the phone number on file together with an employee ID. If the details do not match, no letter is generated and the request is passed to HR to verify the person directly.
What is needed to start using self-service letters?
Access to the HRIS fields used in the letters, a WhatsApp business number, the approved letter templates and a digital signature for the signing manager. Simple automations like this are usually live within days, and every generated letter is logged to the employee file automatically.