Document Generation Process

Learn how to configure templates, languages, and writing tone before generating your application documents with preparAItor.

Overview

Each generation produces up to 5 documents tailored to the job you are applying for:

• Motivational Letter -- a personalized cover letter addressing the role and company (all plans)
• Application Email -- a professional email ready to send with your application (all plans)
• Job Posting -- a clean archive of the original job listing, attached for your records (all plans)
• Interview Q&A -- 20 tailored interview questions across 8 categories (role & motivation, company & culture fit, experience & skills, technical, behavioral STAR, situational, gap/weakness, closing). Pro and Premium only.
• Job Summary -- a concise analysis of the job posting and company. Pro and Premium only.

Free and Starter users get 3 of the 5 documents (Motivational Letter, Application Email, Job Posting). The Interview Q&A and Job Summary PDF documents are produced on Pro and Premium. Free and Starter users still get 2 free lifetime Interview Practice sessions — live scored AI mock interviews that go further than a static Q&A document.

Before you click Generate you can customize three things: template, language, and writing tone. The sections below explain each one.

Template Selection

System Templates

preparAItor ships with two built-in templates:

• Standard Template — A clean, professional layout.
• Premium Professional — A polished, premium layout.

Which templates are available to you depends on your plan.

Watermarks: on the Free plan, the Motivational Letter and Application Email carry a small "Generated with preparAItor" footer. All paid plans are watermark-free across the board. The Interview Q&A, Job Summary, and Job Posting are clean on every plan.

Custom Templates

On eligible plans you can upload your own Word (.docx) template. Custom templates use camelCase placeholders wrapped in single square brackets (e.g., [firstName]). When a document is generated, each placeholder is replaced with the corresponding value.

A few rules to keep in mind:

• Placeholders are case-insensitive. [firstName], [FIRSTNAME], and [firstname] all resolve to the same value.
• [applicationText] is required in every cover-letter template. It expands to the full AI-generated letter — salutation, body paragraphs, and closing phrase. Do not add a separate greeting or sign-off around it.
• Templates must be .docx, max 1 MB, and you can keep up to 10 templates per account (mark one as default for auto-selection).

See the full placeholder reference in the next section.

Placeholder Reference

Use these placeholders inside custom templates. They are grouped by category.

Personal Information

Company Information

Company Enrichment (when available)

Job Details

Generated Content

Date, Language, and Tone

Language and Localization

Documents can be generated in four languages:

• German (DE)
• French (FR)
• Italian (IT)
• English (EN) on plans that include English output

Which languages are available depends on your plan.

Swiss Orthography

When German is selected you can enable a Swiss orthography toggle. This applies Swiss German conventions (for example, replacing "ß" with "ss") so your documents match local business standards.

Writing Tone

Choose a tone that fits the company culture and role you are targeting.

Available Tones

• Formal (default) — Corporate environments, traditional industries, government roles. Professional and respectful language.
• Confident — Leadership positions, competitive industries, senior roles. Assertive and results-oriented language.
• Friendly — Startups, creative agencies, customer-facing roles. Warm and approachable language.
• Enthusiastic — Mission-driven companies, creative teams, roles where passion matters. Energetic and positive language.
• Direct — Fast-paced environments, technical roles, no-nonsense cultures. Clear and concise language.

Tone applies only to the Motivational Letter and Application Email. The Interview Q&A, Job Summary, and Job Posting don't use tone.

Formal is always available. The other four tones are unlocked on plans with custom-tone support — see the pricing page for details.

The Generation Process

Starting Generation

1. Confirm your CV, job details, template, language, and tone are set.
2. Click Generate.
3. A progress indicator appears while the backend works.

How Long Does It Take?

Generation typically completes in under 2 minutes, depending on server load and traffic at the time. The system checks your input, gathers fresh information about the company, writes each document with AI in parallel, and bundles everything together.

When you click Generate, the work runs in the background — you don't need to keep the tab open. Come back to your History page later and your documents will be waiting for you.

Tip: You can navigate away from the page while generation is in progress. Come back later to find your documents ready.

What Happens in the Background

Here's what's going on between clicking Generate and your documents being ready, in plain terms:

1. We check your input. Your CV, the job details, and your generation settings are validated.
2. We gather fresh details about the company so the letter feels well-researched.
3. The AI writes each document at the same time. Motivational Letter, Application Email, Interview Q&A, Job Summary, and the cleaned-up Job Posting archive are all generated in parallel so they finish at roughly the same time — one slow document doesn't hold the others back.
4. The system prepares the download formats your plan allows at generation time. PDF is the baseline, DOCX is unlocked on Pro and Premium, and TXT is unlocked on Premium.
5. If something briefly fails along the way, we retry it automatically a few times before giving up. Most short hiccups self-heal without you noticing.
6. Everything is bundled together. Your documents are packaged into a ZIP file you can download. On Premium, the same set is also pushed to your connected cloud storage in the background.

Reviewing Results

Once generation completes, the generation is saved to History. There is no in-app document preview screen today — to read a document, download it and open it locally.

What to Check

• Accuracy -- Are your personal details, the company name, and the job title correct?
• Relevance -- Does the content address the specific requirements from the job posting?
• Tone -- Does the language match the style you selected?
• Completeness -- Are all expected documents present and properly formatted?
• Interview Q&A -- On Pro and Premium, expect exactly 20 questions, each with a suggested answer, 2-4 key points, and a category (motivation, company, experience, technical, behavioral, situational, gap, or closing).

Take a moment to read through the Motivational Letter and Application Email carefully. These are the documents the employer will see first.

Download Options

After reviewing, you can download your documents:

• Individual download -- download a single document in your preferred format.
• ZIP download -- download all documents bundled in a single ZIP file (Premium only).

You'll only see the formats your current plan unlocks at download time. PDF is the baseline format, DOCX is available on Pro and Premium, and TXT is available on Premium. On Premium, the same allowed-format logic also applies to the files synced to your cloud storage.

Regeneration

If you are not satisfied with the results you can regenerate:

1. Edit your data -- update your CV, job details, or generation settings (template, language, tone).
2. Click Generate again -- a fresh set of documents is created.
3. Credit cost -- each generation costs 50 credits from your monthly credit pool, including regenerations. If a generation fails for any reason, the credits are refunded automatically — you're never charged for a run that didn't complete.

Previous generations are kept in your history so you can compare versions.

Troubleshooting

"Generation Failed"

• Make sure all required fields (CV, job details) are filled in.
• Check that you have at least 50 credits remaining. If a previous run failed, the credits are refunded to your balance automatically.
• Try again — short network or service hiccups are already retried for you behind the scenes, so most failures you see are something worth a fresh attempt.
• If the problem persists, contact support.

Generation Timed Out

• The generation hit our internal time limit. This can happen with very large CVs or during peak traffic.
• Retry the generation. If it keeps timing out, try simplifying your CV data.

Content Quality Is Low

• Review the accuracy and completeness of your CV and job details. Better input produces better output.
• Experiment with a different writing tone.
• Make sure the correct language is selected.

Download Problems

• Ensure your browser allows downloads and pop-ups from the site.
• Try a different browser if the file does not appear.
• Clear your browser cache and retry.

Next Steps

Once your documents are generated and downloaded, head to the Generation History and Downloads guide to learn how to manage past generations, re-download files, and keep your application history organized.