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Onboarding Email Template for New Hires

When you’re communicating with new hires, an onboarding email template can be a big time-saver. It eliminates the need to craft a fresh message for each person—simply plug in key information and hit send.

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Benefits of onboarding email templates

Onboarding email templates help you write personalized messages quickly, even when you’re busy with the practicalities of hiring. They make it easier to keep new hires informed, so they feel confident and in control. It’s an effective way to kick off the onboarding process—which, if done well, can boost productivity, improve job satisfaction and increase retention rates.

Regular communication also helps you build relationships with new hires. The stronger this connection, the less likely they are to drop out of the hiring process to accept a job elsewhere. That’s more common than you might think; in 2020 alone, 28% of employees reported ghosting an employer.

Onboarding email template examples

As you create an onboarding email template library, keep in mind that these initial messages set the tone for the employee experience. When each email is friendly, enthusiastic and informative, you can start the relationship off on the right foot.

Preboarding email template

The first phase of onboarding is preboarding. It 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 email helps the new employee prepare mentally and reassures them that your company will support them as they learn the ropes.

Subject line: Your first few weeks at [company name]

Hi [new hire name], 

Welcome to [company name]! We’re all thrilled to have you on the [department] team.

As we look forward to your start date on [start date], I want to give you an idea of what to expect from 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 your professional goals and transitioning to independent work

We’re all here to support you every step of the way—and [mentor name] will be right there with you to answer any questions that come up. I’ve planned some fun group lunches and activities for your first month, so you’ll have plenty of time to get to know everyone else 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. Don’t be afraid to introduce yourself!

Our HR rep, [HR employee name], will be in touch soon to discuss paperwork. If you have any questions, please don’t hesitate to reach out to me at [email] or [phone number].

Best,

[Manager name]

Employment paperwork email template

If your company likes to get employment paperwork out of the way before a new hire’s first day, you can send an email to initiate the process. Explain what you need and provide a link to your company’s new employee forms. This employee onboarding email template should be short and sweet to ensure your request takes center stage.

Subject line: Your employment paperwork for [company name]

Dear [new hire name],

Congratulations on your new job at [company name]—our team here in the HR department 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 at any point, I’m happy to help. Give me a call at [phone number] or email me at [email address].

We’re looking forward to working with you,

[HR representative name]

First day of work email template

Before your new hire’s first day, consider sending an email that outlines the schedule. You can also offer a few helpful tips about parking, the dress code and other essentials. It’s a great way to alleviate some of the first-day jitters and ensure the employee is prepared.

Subject line: Your first day at [company name]

Dear [new hire name],

We’re looking forward to your first day on [start date]!

You’ll be going through the onboarding process with a group of 10 other new hires. Here’s the schedule for the day:

9 a.m. – 10 a.m.: New-hire breakfast in Conference Room 3B

10 a.m. – 10:30 a.m.: Group building tour

10:30 a.m. – 12 p.m.: Orientation with HR director, Darius Johnson 

12 p.m. – 1 p.m.: Team lunch with the [department name]

1 p.m. – 2 p.m.: Technology training with IT supervisor, Sharon Einstein 

2 p.m. – 3 p.m.: Meeting with [mentor name] and [manager name]

3 p.m. – 4 p.m.: Workspace orientation and technology setup

4 p.m. – 5 p.m.: First-day debrief and Q&A session with Darius Johnson 

You don’t need to bring anything on your first day—breakfast and lunch will be provided, and your workspace is already set up with a computer and office supplies. As you get ready, there are a few things to keep in mind:

  • Our dress code is relaxed; 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. There are always plenty of open spots.

  • You’ll find bathrooms 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].

We’ll see you on Monday!

[HR representative name]

Onboarding training schedule email template

Before the new employee’s start date, consider sending out an email that explains the topics you’ll cover in training. This gives them a chance to brush up on key concepts, so they can arrive feeling confident. And if new hires are feeling nervous about their job duties, the schedule reassures them that they’ll receive adequate instruction.

Subject line: Your training schedule for weeks 1-3

Dear [new hire name],

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

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 topics including:

  • Company policies

  • HR reporting structure

  • [Project management platform]

  • [Expense tracking software]

  • IT practices

  • Diversity, equity and inclusion (DEI)

  • Scheduling PTO and vacation days

The second and third weeks, you’ll be working 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]

FAQs about onboarding emails

How many onboarding email templates do you need?

At a minimum, it’s a good idea to send one email explaining the onboarding process and another to outline the schedule for the employee’s first day. Depending on how your company is structured, you might also send emails regarding new-hire paperwork, training topics, company resources, benefits and team introductions.

What makes a good onboarding email?

A good onboarding email is both clear and welcoming. The text should be concise and to the point, so the new hire can find key information quickly. At the same time, the tone should make the person feel comfortable, confident and supported.

How do you write an onboarding email using templates?

You can edit templates manually or use a mail-merge program to pull in key information from company databases. Make sure to read through each email carefully to correct typos and ensure that all information is up to date.

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