During the recruitment process, HR and hiring managers are in regular contact with candidates. But once a job offer’s been accepted, behind-the-scenes preparations for onboarding start to take over. And communication tends to drop off. Reverting to radio science at this stage may deem like a practical way of prioritizing resources. But focusing purely on organizing onboarding tasks at this point has its risks. There are plenty of reasons to keep the conversation going throughout the preboarding and onboarding period. And the good news is, resourcing doesn’t have to be an issue.
With a versatile onboarding email template, you can keep communication flowing with minimal input from your team.
To make it easier to keep in touch with new hires in the lead-up to their first day, we’ve created a collection of downloadable onboarding email templates. Plus, some guidance around how best to use them.
But first, let’s look at why keeping the conversation going matters so much.
What we’ll cover:
- Does communicating with new hires really matter?
- Keeping in touch: How onboarding email templates can help
- How to use an onboarding email template
- Download your onboarding email template
Does communicating with new hires really matter?
Preparing for a new job is an emotional as well as a practical process. Regular communication with new hires ahead of the big day helps with both of these elements. Here’s a breakdown of the functions and the benefits of regular email interaction during onboarding.
Create a buzz
You want your new hire to feel excited about their new role. But it’s hard to create a buzz by staying quiet. Keep the energy levels high by keeping the conversation going throughout the preboarding and onboarding phase.
Make introductions
Meeting new faces is a part of starting a new job. But not knowing anyone on day one is unsettling. Plus having to cope with an unlimited number of introductions can feel overwhelming. Use onboarding emails to introduce new hires to their immediate team members and other key figures before they start.
Do the admin
Getting the paperwork and account admin sorted well in advance of their first day reassures new hires that you’re serious about their appointment. It tells them that you’re organized and efficient. And, with all of the HR boxes ticked and systems set up ahead of their first day, it leaves more time for more meaningful interactions.
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Reduce anxiety
A new job is full of unknowns. And however confident and capable your new hires may be, this can make them feel anxious and even a little insecure about their appointment. Left alone to fester in silence, feelings like these can grow and even cause new hires to question (or reject) their new role before they’ve even started.
Providing information about their schedule and what to expect on their first day, week, and beyond, takes the stress and uncertainty away. And, delivered in a friendly and welcoming tone, it stops these natural but potentially damaging feelings from escalating.
Share your culture
Communication isn’t just what you say. It’s also how you say it. The tone and language you use in written content offer insight into your culture and values. And onboarding emails can be an effective way of providing new hires with a taste of your company ethos. This should make them feel more comfortable and prepared on their first day.
Close the gap
Whether it’s job, team, or company-related, offering new hires a bit of background detail can help them get them up to speed faster when they take up their post. It also provides them with material they can use to start up conversations and ask more relevant questions when they meet their new colleagues and peers.
Boost retention and productivity
Good onboarding equals good business, according to industry research. 58% of organizations focus onboarding purely on processes and paperwork. It’s a strategy that could explain why a staggering 88% of employees are critical of the onboarding program they experienced.
According to Glassdoor, a stronger, more communicative, and person-centric approach to onboarding improves retention by 82% and productivity by more than 70%.
Keeping in touch: How onboarding email templates can help
Yes, there are advantages to keeping in touch with new hires during the onboarding process. But there are also challenges associated with doing this. How can an onboarding email template collection help solve those challenges? Let’s take a look.
Time and resourcing
“My team doesn’t have time to focus on writing emails”
Resourcing affects most teams, and HR’s no exception. With a wide remit that spans everything from recruitment and onboarding to development, L&D, and engagement, your HR specialists will have a long list of “must-have” tasks to complete. And drafting emails from scratch to simply “touch base” with new hires during onboarding won’t factor into that list.
An onboarding email template means you can keep in contact with your new intake of employees without neglecting other priorities. With most of the content already prepared, only a small amount of time needs to be invested to deliver a significant ROI.
Consistency
“My onboarding emails won’t all come from the same person. How can I make sure they feel coherent and cohesive?”
Onboarding outreach doesn’t just rest with your HR team. There are a number of key roles involved at different stages in the process, from recruiter, line manager, and IT support to a buddy and mentor.
Email templates help maintain consistency of messaging and tone irrespective of whose email signature is at the end.
Accuracy
“The more emails we send out, the more follow-up questions (and more work) we’ll get.”
In many ways, silence is a sign of a good email. Because if it has a clear message and contains all of the relevant information, the recipient has no need to reply to clarify or query. Email templates act as a checklist, ensuring that all of the information relevant to the subject matter is included. This helps reduce mistakes, omissions, and other examples of human error.
Confidence
“My IT admin doesn’t usually send out external emails and is worried they’ll get it wrong.”
Some of your email senders may not be familiar with the onboarding process and feel uncertain about how to communicate with someone who’s not officially part of the team. Your IT admin’s a good example of this.
They might want to send your new hire some setup instructions but feel unsure about what to include. There’s also a risk they’ll use overly technical language and forget to include basic but essential information that may be obvious to them but not to your new employee.
With an email onboarding template, they’ve got a clear structure to work with. And, with much of the content already written, all they need to think about is adding in the factual details.
How to use an onboarding email template
Templates are a hugely efficient way of managing ongoing communications. But they are just templates. They need a human touch to make them truly effective.
Here are five ways you can optimize their impact.
1. Customize them as much as possible
For example, tweak them to reflect the role and/or department of your new hire. And tweak the tone by adding unique phrases or words that reflect the culture of your company.
2. Double-check the details
Before you press “send,” go through your email to make sure you’ve removed and replaced all of the placeholder text. And check that all of the new information you’ve added is correct and complete. A simple slip-up (addressing the email to “employee name,” for example) can have a big impact on first impressions.
3. Be flexible
Yes, you will save time by using templates, but sometimes only a bespoke email will do. If your new hire has questions about a message received or has emailed you directly, it’s important to craft a unique and specific reply.
4. Review and update them as needed
Onboarding is a dynamic process, and your template toolkit should reflect any changes or additions to your program.
Tip: If you receive follow-up questions to an email, chances are the template’s not meeting the brief. To prevent ongoing queries, update it to make sure it clearly addresses the questions raised.
5. Get the timing right
Schedule your messaging to sync with key milestones in your new hire’s onboarding calendar. Sent too soon, and your message will get lost or forgotten. Sent too late, and your new hires will start to get anxious, unsettled, and, in all probability, start to contact you asking for information.
Looking for more training email templates? Download our free customizable samples:
- Invitation to compliance training
- Reminder to complete a course
- Invitation to a mandatory training session
- Invitation to a live training session
- Announcement for upcoming training
- Invitation to cybersecurity training
Download your onboarding email template
The following 10 onboarding email templates cover the period from your new hire accepting your offer to their employee orientation and first few weeks on the job. Some templates have two different versions to accommodate the different messaging required for office-based and remote workers.
To use them, simply download the templates, save in your onboarding toolkit, and customize them as appropriate before you press “send” Or schedule them to be sent on a specific day (guidance around timings is also included).
Template 1a. Onboarding welcome email (office-based employee)
What: New hire (office-based) welcome
When: After they’ve accepted your offer
Recipients: New hire
Sender: HR lead or hiring manager
Brief: To make your new employee feel at ease and come prepared on their first day.
Email subject line: Welcome to [company name]
Dear [employee name],
Congratulations on your new role and welcome to our team! We’re looking forward to meeting you on your start date, 2024
Your contract is attached. Please sign and date it as soon as is convenient.
Below are some details to help with your orientation on day one. But if you do have any questions, please let me know.
Please arrive at our offices on 2024 at [address] by [time]. Head to the front desk, and [name of reception person] will meet you there. Our dress code is [casual/business casual/formal].
Your workstation will be set up and ready for you to use when you arrive (with a few surprise treats to make you feel at home on your first day). Our IT experts will be on hand to help you log on, access your online accounts, and provide any technical support you may need. Please let us know in advance if you need any special equipment or reasonable adjustments, so we can get these ready for you when you start.
We’ve carefully planned your first days to help you settle in properly. You’ll receive details of your onboarding program soon, including your schedule for the first day and the following week. We’ll also be sending you your employment paperwork in advance so you can take your time and read it through before completing it. Again, any questions, I’m here to help.
We’re all excited to meet you, and I look forward to showing you around the office and introducing you to your new colleagues. We hope you will join us for [lunch/after-work drinks] on your first day.
If you have any questions, please email or call me. I’ll be happy to help.
You will make a big difference to our company, and we’re looking forward to working with you and helping you achieve great things!
Best,
[name]
[email signature]
Template 1b. Onboarding welcome email (remote employee)
What: New hire (remote) welcome
When: After they’ve accepted your offer
Recipients: New hire
Sender: HR lead or hiring manager
Brief: To make your new employee feel at ease and come prepared on their first day.
Email subject line: Welcome to [company name]
Dear [employee name],
Congratulations on your new role and welcome to our team! We’re looking forward to meeting you on your start date, 2024
Below are some details to help with your orientation on day one. But if you do have any questions, please let me know.
Our day usually begins at [time], so please be at your desk and ready to take a call at that time on 2024.
Your workstation (laptop, phone, mouse, keyboard) is already on its way to you. They should arrive on 2024. Check the post, too, for a few surprise treats we hope will make you feel at home on your first day.
Our IT experts will be available to help you set your workstation up on day one. They’ll also be on hand to help you log on, access your online accounts, and provide any technical support you may need. Please let us know in advance if you need any special equipment or reasonable adjustments, so we can get these ordered, sent out, and set up ready for you when you start.
We’ve carefully planned your first days to help you settle in properly. You’ll receive details of your onboarding program soon, including your schedule for the first day and the following week. Don’t worry! There will be lots of opportunities to meet your new colleagues and team (albeit virtually). Details of this to follow. We’ll also be sending you your employment paperwork in advance so you can take your time and read it through before completing it. Again, any questions, I’m here to help.
We’re all excited to meet you, and I look forward to talking with you and introducing you to your new colleagues.
If you have any questions, please email or call me. I’ll be happy to help.
You will make a big difference to our company, and we’re looking forward to working with you and helping you achieve great things!
Best,
[name]
[email signature]
Template 2. Employment paperwork
What: Employment paperwork
When: Two to three weeks before the start date
Recipients: New hire
Sender: HR
Brief: To ask new hire to complete and return employment paperwork
Email subject line: Welcome to [company name]. What’s next?
Dear [employee name],
I hope you’re well and looking forward to starting your new role as [job title] with us on 2024. We’re looking forward to having you join us!
We want your first day to be about meeting people and settling in. So we’d like to get the paperwork out of the way before then. With this in mind, please complete the attached forms and return them to us by [start date].
We’ll be sending out a more detailed onboarding schedule—including what to expect on your first day—soon. So, please keep an eye on your inbox!
In the meantime, do get in touch if you have any questions.
Best,
[name]
[email signature]
Template 3a. Follow-up email for onboarding process (office-based employee)
What: New hire onboarding schedule
When: A few weeks before the start date
Recipients: New hire
Sender: HR lead or hiring manager
Brief: To clarify what your new hire can expect on day one
Email subject line: Your first day at [company name]
Dear [employee name],
Welcome once again to [company name]. We’re looking forward to meeting you on [start date]. With your start date approaching, attached is a detailed calendar of what you can expect on your first day (and beyond).
We’ve got lots (but not too much!) planned to help you feel at home in the office and in your new team, including:
- Time to settle into your desk and familiarize yourself with your workstation
- Help setting up your system accounts and any other hardware
- A short meeting with your team leader, [name]
- Introduction to your new team
- A run-down of the HR basics (policies, company products, and perks). These are included in the Employee Handbook [enclosed/attached], but this is your chance to ask questions or raise concerns about anything we haven’t covered.
- Lunch with your team
- Time to yourself so you can: (breathe), explore the company intranet, (breathe), absorb what you’ve learned so far (and breathe).
- To help you get to know the company and our people, we’ve arranged your access to our employee directory: [insert link]
Do take a look if you have time. And, to help us get to know you, please take a few minutes to create your own online profile [insert link].
We’re confident that you’ll be a real asset to our company and look forward to welcoming you in person.
Best,
[name]
[email signature]
Template 3b. Follow-up email for onboarding process (remote employee)
What: New hire onboarding schedule
When: A few weeks before the start date
Recipients: New hire
Sender: HR lead or hiring manager
Brief: To clarify what your new hire can expect on day one
Email subject line: Your first day at [company name]
Dear [employee name],
Welcome once again to [company name]. We’re looking forward to talking with you on [start date]. With your start date approaching, attached is a detailed schedule of what you can expect on your first day (and beyond).
We’ve got lots (but not too much!) planned to help you feel at home in the office and in your new team, including:
- Time to settle into your desk and familiarize yourself with your workstation
- Help setting up your system accounts and any other hardware
- A short video call with your team leader, [name]
- A video call with your new team
- A video call with our HR team to go through the HR basics (policies, company products, and perks). These are included in the Employee Handbook [enclosed/attached], but this is your chance to ask questions or raise concerns about anything we haven’t covered.
- Time to yourself so you can: (breathe), explore the company intranet, (breathe), absorb what you’ve learned so far (and breathe).
To help you get to know the company and our people, we’ve arranged your access to our employee directory: [insert link]
Do take a look if you have time. And, to help us get to know you, please take a few minutes to create your own online profile [insert link].
We’re confident that you’ll be a real asset to our company and look forward to welcoming you in person.
Best,
[name]
[email signature]
Template 4. New hire line manager welcome
What: New hire line manager welcome and buddy introduction
When: A week before the start date
Recipients: New hire
Sender: Line manager
Brief: To open up a connection between your new employee and their supervisor and to introduce their buddy.
Email subject line: Welcome to our team!
Dear [employee name],
Welcome on board! It was a pleasure meeting you during the hiring process, and I’m very much looking forward to you joining our [team name] team here at [company name]. I’ll be your team leader and am delighted to have you (with your background, skills, and enthusiasm) on our team. Your role is an important one, and I know you will be a great asset and help us achieve great things.
Ours is a strong and effective team. We play a big role in [contribution to the company], and we appreciate the value each of our members (including you!) brings to this.
On your first day, we’ll have time to meet and talk further about your role, our team, your goals, and anything you’d like to discuss. We’ll also run through your orientation plan for the first month.
We’re all here to support you over the coming months, but [employee name], who works as a [job title] in our team, will be your designated buddy. [Employee name] has worked in our team for [duration] and is here to help you informally in any way [he/she/they] can. [He is/She is/They are] looking forward to getting to know you.
The rest of our team is looking forward to meeting you, too, working with you, and learning from you over the coming months.
In the meantime, if you have any questions, please email or call me at [phone number]. I’ll be happy to help.
Best,
[name]
[email signature]
Template 5. New hire company announcement
What: New hire company announcement
When: A few days before the start date.
Recipients: Company-wide
Sender: HR lead
Brief: A short and accessible ice-breaker introducing your new employee
Email subject line: Welcoming [employee name] to [company name/department name]
Hi all,
I’m excited to announce that [full employee name] will be joining us as [job title] on [start date.]
[Employee first name] comes to us from [company name/university name] where [he/she/they] [worked as/studied] [employment or academic background.]
[He/she/they] will be working in our [department name/team name] and responsible for [job description/job responsibilities.]
Please welcome [employee name] to the [company/team!]
Best
[name]
[email signature]
Email template 6. Invitation to log into the company LMS
What: Invitation to log into the company’s Learning Management System
When: First week
Recipients: New hire
Sender: HR
Brief: To engage your new hire with the Learning Management System
Email subject line: Log in now! Your L&D journey starts here
Dear [employee name],
Welcome again to [name of company]! We’re really happy to have you with us.
As part of your onboarding, please make time [today/this week/this month] to log into our online training platform [name of platform and hyperlink if appropriate], which you can use to manage and track all of your L&D.
To log in, go to [insert link] and [sign in using your work email and password/create an account and password.]
Finding your way around the platform should be straightforward. But, if you do have questions, you can call [customer support number], email [support email address], or refer to [the user guide attached/user guide available online — insert hyperlink.]
Best,
[name]
[email signature]
Email template 7. Invitation to set up IT accounts
What: Invitation to set up IT accounts
When: First day/week
Recipients: New hire
Sender: IT admin
Brief: To ensure your new hire has access to the relevant IT systems
Email subject line: How to set up your IT accounts
Dear [employee name],
Welcome again to [name of company]! I hope you’re settling in well.
As part of your onboarding program, I’ve attached a simple guide you can use to set up your IT accounts.
All of the information you need should be included in the documentation. But if you do have questions, our IT team can help. To get in touch, you can call [IT support number] or email [IT support email address.]
Similarly, if you need access to an account that’s not covered in the guide, please let us know.
Best,
[name]
[email signature]
Email template 8. Mandatory training announcement: In-person training
What: Mandatory training announcement
When: First month
Recipients: New hire
Sender: HR
Brief: To invite your new hire to complete in-person, mandatory training
Email subject line: Training invitation: [Name of training course]. Save the date!
Dear [employee name],
We hope you’re settling into your new role and new team. As part of your onboarding program, we’re hosting a [name of course] on 2024, from [start time] to [end time], which you should attend. Please save the date in your calendar. The training will take place [location].
The goal of this training is to [XYZ]. After completing the course, you’ll have learned how to [skills/knowledge achieved].
It’s essential that we all complete this training. By doing so, you can help create and maintain a [fair/safe/ethical/compliant/secure] environment for us all.
If you have any special requirements or adjustments, please let me know.
Thank you in advance for your commitment to [XYZ].
I look forward to seeing you there.
[name]
[email signature]
Email template 9. Mandatory training announcement: Live virtual training
What: Mandatory training announcement
When: First month
Recipients: New hire
Sender: HR
Brief: To invite your new hire to complete live virtual mandatory training
Email subject line: Training invitation: [Name of training course]. Save the date!
Dear [employee name],
We hope you’re settling into your new role and new team. As part of your onboarding program, we’re hosting a [name of course] on 2024, from [start time] to [end time], and would like you to attend. Please save the date in your calendar.
The training will take place virtually. An email with joining details (link and password) will be sent nearer the time.
The aim of this training is to [XYZ]. And by the end of the course, you’ll have learned how to [skills/knowledge achieved].
It’s essential that we all complete this training. By doing so, you can help create and maintain a [fair/safe/ethical/compliant/secure] environment for us all.
Thank you in advance for your commitment to [XYZ].
[name]
[email signature]
Email template 10. Mandatory training announcement: Online, synchronous training
What: Mandatory training announcement
When: First month
Recipients: New hire
Sender: HR
Brief: To invite your new hire to complete online, synchronous, mandatory training
Email subject line: Training invitation: [Name of training course]
Dear [employee name],
We hope you’re settling into your new role and new team. As part of your onboarding program, you’re invited to complete a [name/topic of course] course. This is an online course and will take approximately [duration] to complete.
The aim of this training is to [XYZ]. And by the end of the course, you’ll have learned how to [skills/knowledge achieved].
To access the training, please go to [link/website] and enter the following details:
- Username: [username]
- Password: [password]
To help meet our deadlines, please complete this course by 2024.
It’s essential that we all complete this training. By doing so, you can help create and maintain a [fair/safe/ethical/compliant/secure] environment for us all.
Thank you in advance for your commitment to [XYZ].
[name]
[email signature]
Download our onboarding email template.
Fill in the details and reach out to your learners in just a few clicks.
Creating a successful onboarding strategy with the right resources
An onboarding email template is just one way of simplifying but optimizing the onboarding experience. There are lots of standalone tools, apps, and online resources you can use to design and deliver your onboarding program.
An onboarding platform, for example, is a good way of providing structure and support for other elements of onboarding, such as training and data management and migration. But whatever resources you choose, the underlying message is:
The more help you can get to maximize impact with minimal input, the better.
| Tags: hiring,HR,Online Employee Onboarding
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