What is an onboarding email?

Onboarding emails introduce new hires to your business and clarify confusion before their first day. A quality onboarding email generally:

• Sets a positive, welcoming tone
• Provides arrival instructions
• Addresses employee schedules
• Reviews dress code details

Benefits of onboarding email templates

Using onboarding email templates helps you create consistent, professional communications for every new hire. Templates ensure no critical details are missed, helping hiring managers and HR coordinators streamline the onboarding workflow.

Benefits of onboarding email templates include:

• Saving time and effort: With a template library, you can customize onboarding emails for different positions.
• Creating consistent communication: Templates can be cohesive with brand messaging, so all new hires receive their instructions in a welcoming, appropriate tone.
• Strengthening your employer brand: Professional onboarding emails demonstrate your care for employees and commitment to clear communication.

What to include in onboarding emails and templates

As you create templates to help your team send effective onboarding emails, consider including the following:

• A warm welcome: Demonstrate excitement for working with the new hire and share your contact information for questions.
• Schedule placeholders: Include fields in your template for the person’s first day, start time and first-day schedule.
• Arrival instructions: Provide the address where the new hire reports on the first day. Include directions and information about how to get into the building, such as whether they need a form of ID.
• List of required paperwork: List anything you need the new hire to bring with them on the first day, including paperwork for onboarding. Consider including a new hire checklist.
• Dress code details: Explain dress code expectations so new team members can show up professionally on the first day.
• Job description: Link to the job description to remind new hires of their general responsibilities and the scope of the role.
• Placeholders for contact information: Include a space for the position’s manager and other important contact names and numbers, such as the HR manager.

Onboarding email template examples

Building an onboarding email library helps your team deliver a consistent, welcoming experience for new hires. Here are some examples for your template library:

Preboarding email template

The first phase of onboarding is preboarding, which starts when a new hire accepts a job offer and ends on their first day of work. During this period, you can send an email welcoming the new hire and letting them know what to expect from the onboarding process. This clear communication helps reduce first-day anxiety and builds early engagement.

Subject line: Your First Few Weeks at [Company Name]

Hi [New Hire Name],

Welcome to [Company Name]! We’re thrilled to have you on the [department] team.

With your upcoming start date of [start date], I want to detail your first few weeks on the job.

• First day: Company orientation and workspace setup
• Week 1: Group training on [topic] and [topic] with other new hires
• Weeks 2 and 3: On-the-job training with your peer mentor, [Mentor Name]
• Week 4: Setting professional goals and transitioning to independent work

We’re all here to support you throughout the process, and [Mentor Name] is available to answer any questions. I’ve planned fun group lunches and activities for your first month, so you can get to know everyone on the team.

In the meantime, please feel free to join our department Slack channel: [link]. It should give you a good idea of how we communicate. Please feel free to introduce yourself!

Our HR rep, [HR Employee Name], will be in touch soon to discuss paperwork. If you have any questions, you can contact me at [email] or [phone number].

Best,

[Manager Name]

Employment paperwork email template

If you require onboarding documentation prior to the start date, send a dedicated email to guide the new hire through the forms. Explain what you need and provide a link to your company’s new employee forms.

Subject line: Your Employment Paperwork for [Company Name]

Dear [New Hire Name],

Congratulations on your new job at [Company Name]. Our team is pleased to have you on board.

Before your first day, we’d like you to complete your employment forms. Just visit our secure employee portal: [link]. It lists the documents you need and walks you through the process.

If you need assistance, I’m happy to help. You can call me at [phone number] or email me at [email address].

We’re excited to work with you,

[HR Representative Name]

First day of work email template

Before your new hire’s first day, consider sending an email outlining their schedule. You can also offer helpful tips about parking, the dress code and other essentials.

Subject line: Your First Day at [Company Name]

Dear [New Hire Name],

We’re excited for your first day on [start date]!

You’ll be going through the onboarding process with a group of other new hires. Here’s the schedule for the day: (Include an hour-by-hour schedule such as the following example.)

• 9-10 a.m: New-hire breakfast in Conference Room 3B
• 10-10:30 a.m.: Group building tour
• 10:30 a.m. to noon: Orientation with HR director
• Noon to 1 p.m.: Team lunch with department
• 1-2 p.m.: Technology training with information technology (IT) supervisor
• 2-3 p.m.: Meeting with [Mentor Name] and [Manager Name]
• 3-4 p.m.: Workspace orientation and technology setup
• 4-5 p.m.: First-day debrief and Q&A session

You don’t need to bring anything on your first day. We provide breakfast and lunch, and we set up your workspace with a computer and office supplies. As you get ready, consider the following:

• Our dress code is relaxed, and most of the team wears jeans.
• Please wear closed-toe shoes on the first day. They’re required in the warehouse, which we’ll visit on the building tour.
• Park anywhere in the company lot.
• Bathrooms are located on the first floor, just behind reception.

If you have any questions, please feel free to reach out to me directly. Just reply to this email or call me at [phone number].

[HR Representative Name]

Onboarding training schedule email template

Before the new employee’s start date, consider sending an email that explains the topics you’ll cover in training.

Subject line: Your Training Schedule for Weeks 1-3

Dear [New Hire Name],

Your start date of [start date] is coming up soon!

At [Company Name], we want to make sure every employee has the skills and knowledge they need to succeed. To that end, your first few weeks will include a variety of training sessions.

During your first week, you’ll be training with the other new hires on:

• Company policies
• HR reporting structure
• [Project management platform or other relevant software]
• [Expense tracking software or other relevant tools]
• IT practices
• Scheduling paid time off (PTO) and vacation days

In the second and third weeks, you’ll work with your peer mentor, [Mentor Name]. They’ll help you learn the tools and processes you’ll need to succeed in the [department name]. Topics include:

• [Department name] workflow
• Team communication and reporting practices
• [Software program]
• [Type of equipment]

On [date], you’ll meet with your manager, [Manager Name], to set goals and objectives for your first few months. At that point, you’ll be ready to transition into your new role.

Our team here in the HR department is always happy to answer questions. Don’t hesitate to reach out or stop by the HR office on the second floor!

Best,

[HR Representative Name]