10 Employee Onboarding Email Templates to Save Time

Khyati Sagar

Senior Writer

employee onboarding email templates to save time

Employee onboarding is a crucial aspect of human resources that can significantly impact new hires’ success and overall company culture. A well-structured onboarding process ensures employees feel welcomed. This can help avoid confusion, as 81% of new hires feel overwhelmed during the onboarding process.

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One of the key components of onboarding is communication, particularly through onboarding emails. Using structured, thoughtful onboarding email templates allows HR professionals to streamline the process and provide new hires with all the information they need.

In this blog, I have shared 10 employee onboarding email templates that you can use to improve your hiring process.

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Pro-tip

To create an impactful onboarding experience, tailor your emails to the specific needs of the new hire and their role. Personalize your messages to make them feel welcome and valued while ensuring the information is clear and organized. Consistent follow-up and offering support throughout the process helps new hires integrate smoothly into the company.

10 Best Employee Onboarding Email Templates to Improve Hiring

Crafting effective onboarding emails is essential for setting the right tone with new hires. Below are ten carefully curated onboarding email templates that will help you create a smooth, informative, and engaging onboarding experience.

1. Job Acceptance Acknowledgment Email Template

When a candidate accepts a job offer, it’s important to acknowledge their acceptance quickly to confirm the next steps and set expectations. This email serves as an official welcome while providing a clear overview of what the new hire can expect next. It outlines key points such as the role, employment type, and a warm welcome message to build excitement and trust. Let’s check out the job acceptance onboarding email template for new employees –

Type of email: Job Acceptance Acknowledgment Email Template

Subject Line: Welcome to [Company Name] – Next Steps

Hi [New hire’s name],

We are thrilled to officially welcome you to the team at [Company Name]!

Thank you for choosing us as your next career step. As discussed, here’s a summary of the offer you accepted:

  • Job Title: [Job title]
  • Employment Type: [Full-time/Part-time/Contract]
  • Department: [Department name]
  • Reporting To: [Manager's name]
  • Compensation: [Annual salary]

You will also receive the following benefits:

1.[Benefit 1, e.g., health insurance]

2.[Benefit 2, e.g., stock options]

Please make sure to complete the required onboarding forms by [date]. Once this is done, our HR team will reach out with more information about your start date and onboarding process. If you have any questions, don’t hesitate to contact [HR employee name] at [email] or [phone number].

We can’t wait to have you on board!

Best regards,

[Your name]

[Your position]

2. Pre-boarding Checklist Email Template

Pre-boarding is the perfect time to prepare your new hire for their role by ensuring that all documents are submitted and any pre-hire tasks are completed. This email outlines what the employee needs to complete before their start date, such as signing forms and reviewing the company handbook. Let’s explore the pre-boarding new hire email template –

Type of email: Pre-boarding Checklist Email Template

Subject Line: Important Pre-boarding Checklist for [Company Name]

Hi [New hire’s name],

We’re excited to have you join [Company Name] and want to make sure everything is set before your first day. Please review the checklist below and complete the necessary items:

Thank you for choosing us as your next career step. As discussed, here’s a summary of the offer you accepted:

  • Fill out and return the required HR documents.
  • Review and sign the employee handbook.
  • Complete your benefits selection form.
  • Set up your company email and login credentials using the information provided.

Once you’ve completed these tasks, [HR employee name] will contact you to finalize the next steps of your onboarding. If you have any questions or need assistance, feel free to reach out to us.

We look forward to seeing you soon!

Best regards,

[Your name]

[Your position]

3. Welcome Email Template

This email is sent on the new hire’s first day, offering a warm welcome to the company. It outlines what they can expect in the initial days and introduces them to any onboarding meetings or tasks, creating a positive and engaging start to their journey.

Type of email: Welcome Email Template

Subject Line: Welcome to Your First Day at [Company Name]!

Hi [New hire’s name],

Welcome to the team! We are so excited to have you as part of [Company Name].

Today marks the start of your journey with us, and we want to make sure you feel comfortable and prepared. Here’s a quick overview of what your first day will look like:

  • Morning introduction meeting at [time] with [manager name]
  • Team introductions at [time]
  • Office tour at [time]
  • Overview of your first week’s tasks

Best regards,

[Your name]

[Your position]

4. IT Setup Email Template (Software or Tools)

Having access to the right tools is crucial for a new hire’s success, particularly for remote or hybrid employees. This email provides login credentials, software installation instructions, and contacts for IT support to ensure the new employee is ready to start their work smoothly.

Type of email: IT Setup Email Template

Subject Line: Setting Up Your Tools for a Successful Start

Hi [New hire’s name],

To ensure you’re ready for your first day, we’ve prepared everything you’ll need to get started. Here are the instructions for setting up your IT tools and software:

  1. Access your company email using the following credentials: [credentials].
  2. Install [software name] by following the attached instructions.
  3. Set up your account for [tool name] using this link: [link].

If you encounter any issues or need further assistance, our IT support team is available at [IT contact information].

We’re excited to see you fully set up and ready to go!

Best regards,

[Your name]

[Your position]

5. Office Policies Email Template

This email provides new employees with important information about company policies, helping them understand the workplace culture and expectations. It can include topics such as attendance, dress code, and behavioral guidelines.

Type of email: Office Policies Email Template

Subject Line: Important Information: Office Policies at [Company Name]

Hi [New hire’s name],

We want to make sure you’re fully informed about our office policies here at [Company Name]. Please review the attached document that covers the following topics:

  • Office hours and attendance
  • Dress code
  • Code of conduct and behavior guidelines

If you have any questions or would like to discuss any of these policies, feel free to contact HR at [HR contact information].

Best regards,

[Your name]

[Your position]

6. Team Introduction Email Template

Introducing a new hire to their team fosters a sense of belonging and collaboration. This email introduces the employee to key team members and provides some context for their roles and responsibilities within the team.

Type of email: Team Introduction Email Template

Subject Line: Meet Your Team at [Company Name]

Hi [New hire’s name],

We’re excited for you to meet your team here at [Company Name]. Below are the key people you’ll be working with:

  • [Team member name], [role]
  • [Team member name], [role]
  • [Team member name], [role]

Feel free to reach out to your new colleagues to introduce yourself. We’ve also scheduled a team meeting on [date] to give everyone a chance to connect.

Best regards,

[Your name]

[Your position]

7. Training Schedule Email Template

A detailed training schedule helps new hires understand what they’ll be learning and when. This email provides a breakdown of the training sessions they’ll attend during their first few weeks.

Type of email: Training Schedule Email Template

Subject Line: Your Training Schedule for the First Two Weeks

Hi [New hire’s name],

To help you settle into your role at [Company Name], we’ve put together a comprehensive training schedule for your first two weeks. Please find the schedule attached, which includes sessions on:

  • Company overview and policies
  • Product training
  • Team collaboration tools
  • Role-specific training

If you have any questions about the training schedule or need adjustments, let us know.

Best regards,

[Your name]

[Your position]

8. First Week Review Email Template

After the first week, a check-in email is a great way to ensure the new hire is adjusting well. This email provides an opportunity for the employee to give feedback and ask any questions.

Type of email: First Week Review Email Template

Subject Line: First Week Check-in at [Company Name]

Hi [New hire’s name],

Congratulations on completing your first week at [Company Name]! We hope you’re settling in and finding everything to your satisfaction.

We’d love to hear your thoughts on how your first week has been. Do you feel comfortable with your role so far? Is there anything we can do to make your transition smoother?

Looking forward to hearing from you!

Best regards,

[Your name]

[Your position]

9. End-of-Month Review Email Template

At the one-month mark, a more formal review is an opportunity to discuss progress, address any concerns, and provide feedback. This email helps initiate that process and schedule a meeting.

Type of email: End-of-Month Review Email Template

Subject Line: One-Month Review at [Company Name]

Hi [New hire’s name],

It’s been a month since you joined us at [Company Name], and we’d love to catch up and review your progress. Let’s schedule a meeting to discuss how your first month has gone, address any challenges, and set goals for the upcoming months.

Please suggest a time that works best for you.

Best regards,

[Your name]

[Your position]

10. Request for 3-Month Feedback Email Template

At the three-month mark, it’s valuable to collect feedback from the new hire to understand their onboarding experience and make improvements where necessary. This email encourages them to share their thoughts and complete a feedback form.

Type of email: Request for 3-Month Feedback Email Template

Subject Line: 3-Month Feedback Request

Hi [New hire’s name],

You’ve been with us for three months now, and we’d love to hear about your experience so far! Please take a few minutes to complete the attached feedback form and let us know how we can improve the onboarding process for future hires.

We’re thrilled to have you as part of the team and look forward to your continued success.

Best regards,

[Your name]

[Your position]

Effective Tips to Create Engaging Employee Onboarding Emails

Creating engaging onboarding emails can make a significant impact on a new hire’s first impression of your company. Follow these essential tips to craft emails that are informative, welcoming, and aligned with your company culture.

  • Personalize the Email: Address new hires by name and mention specific details about their role.
  • Use a Clear and Friendly Tone: Make the email welcoming yet professional.
  • Include Essential Information: Ensure that new hires have all the necessary details regarding tasks, tools, and expectations.
  • Provide a Welcome Message: Make sure the new employee feels valued from day one.
  • Add an Onboarding Checklist: Offer a clear outline of tasks to help new hires keep track of what they need to do.
  • Highlight Company Culture: Mention key aspects of the company’s culture to help new hires understand the environment they’ll be working in.
  • Offer Resources and Support: Include links to helpful documents, training materials, and contacts.
  • Use AI generator: To streamline your email writing process, consider using an AI email generator that can generate professional and personalized onboarding emails, saving time while maintaining quality.
  • Include Contact Information: Always provide a way for the new hire to get in touch with HR or their hiring manager.
  • Follow Up: Check in regularly to ensure they’re adjusting well and address any concerns.

Conclusion

Employee onboarding is an essential process that helps new hires feel welcome and prepared. By using these onboarding email templates, HR professionals can streamline communication, set clear expectations, and provide the support new hires need. An effective onboarding process not only improves employee retention but also strengthens the overall workplace culture.

Frequently Asked Questions

An onboarding email should be clear, welcoming, and informative. Email for employee onboarding process typically includes details about the role, first-day instructions, company policies, and any documents that need to be completed before the new hire’s start date.

Onboarding email templates help ensure a consistent, structured, and efficient communication process. They provide new hires with essential information, set expectations, and create a positive first impression of the company.

Common mistakes include leaving out key details (e.g., first-day logistics), using overly formal or impersonal language, and failing to follow up. It’s also important to avoid overwhelming new hires with too much information in one email.

Khyati Sagar
About the author

Khyati Sagar is a seasoned HR and payroll expert with over a decade of experience in the field. She has worked with businesses of all sizes, from small startups to large corporations, helping them optimize their HR and payroll processes. As a passionate advocate for technology-driven solutions, she is always on the lookout for the latest advancements in HR and payroll software. When she’s not working, you can find her hiking or playing basketball with her friends and family.

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