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7 Employee Onboarding Email Templates For HR Managers

Monday, March 13, 2023

7 Employee Onboarding Email Templates For HR Managers

So you have successfully completed the job interviews and offered the position to your preferred candidate. Once the person has accepted the offer to work in your company, you must send your new employee an onboarding email.

Essentially, an onboarding email is the first step in welcoming the new employee to the team, and it should be sent out to them before their first day.

Why write an employee onboarding email

When a new person is starting work at a new place, they most likely have no idea what to do, what they are supposed to bring, and the company's overall culture. Telling someone what is expected of them gives them a great first experience improving their chances of staying for longer in your organisation. Research shows that about 69% of employees[1] are likely to work with a company for at least three years if they have had a memorable onboarding experience.

Sending them an email confirms their decision to join your team and makes them feel appreciated. The information will also help the new team member feel confident and prepared, making the entire process easier for the HR department.

What to include in a welcome email

You might have sent countless emails to your staff, but never have you sent an employee onboarding email to your recruits, and you have no clue what to include. Worry not; we have you covered. Include the following items in your onboarding email, and you will be good to go. Always remember that the tone should reflect your company culture, be helpful, and be welcoming. The email should also be sent by the new employee’s direct manager or department head.

Here’s a list of what you should include in the welcome email:

  • A reminder of their starting date, when they’re supposed to report to work.
  • The work hours
  • The dress code
  • What documents do they need to bring, like ID, social security card, etc
  • Where their workstation is located, and where applicable, someone they can ask for help
  • Break room details like where they can find coffee, snacks, lunch, etc
  • Arrival instructions
  • Parking information
  • Their first-day plan, what does their day hold
  • Welcome events if any, like a team lunch
  • Contact information of the relevant people. This could be the head of the department or their direct manager.

Onboarding mainly involves four tiers, with varying levels of effectiveness. Listed from the most to the least effective, the onboarding levels are:

  • Culture. HR focuses mainly on disclosing the company’s norms and values to the new hire.
  • Connection. The person in charge connects the recruit to information networks and fosters personal relationships.
  • Clarification. HR explains the job description and what they expect from the new employee, ensuring that they understand their new role.
  • Compliance. This involves teaching the new employee about policies and legal issues relevant to the company.

Onboarding is the one opportunity you have as an employer to make a great first impression. Concentrate on the culture and connection in your onboarding email; you can be sure that your new hire will feel valued and at home on their first day.

Onboarding email templates

Writing employee onboarding emails can be daunting, but it doesn't have to be. We have compiled some email templates for you to make your experience swift and seamless. Feel free to use the templates and customise them to your needs.

Template 1

Subject line: Welcome to the team at (Your company name)!

Hi / Good morning (name of new hire),

We are thrilled to have you as a part of the team! We believe you'll be a great addition, so we want to ensure your transition into (company name) goes as smoothly as possible.

Your first day will be on (date), as previously discussed. Please arrive by (time) and wear whatever is comfortable as our dress code is (whatever it may be for your organisation).

Please check in with [name of receptionist or first contact] when you arrive so they can give you your security badge. I'll meet you at (the location) and direct you to your desk. I'll also walk you around and introduce you to your new coworkers.

On the first day, we'll take it easy, set you up, and then have a team lunch. If you have any dietary restrictions, please do let me know. After that, you’ll have the opportunity to meet with (managers, HR managers, etc.).

Before your first day, please take some time to begin the process by logging into (website(s) for administrative activities). When you arrive, (Name of HR Manager) will assist you in completing this process.

Before you begin, feel free to contact me at (phone number, email address, etc.) if you have any queries.

We are delighted to have you here with us!

Welcome!

Template 2

Hello, (new employee name)

Congratulations! You have now been hired by (Your Company Name) as a full-time employee.

We're writing to provide you with more details about working with us, and we hope you're excited about joining us.

Below is a list of queries we anticipate you may have. On their first day, everyone worries about these things.

• Start date: Your start date is

• Work schedule: You'll put in... hours per week.

• Dress code: Preferably… (your company’s dress code)

• Identification proof documents: Could you kindly bring the following with you? (Relevant documents)

• Contact information: If you need to reach us before your first day of work, please call/email (name of HR employee) our (HR job title) at (phone number/email address).

• To report a sickness, please use the contact details above until your first work day. You can enter sick time in our workflows, such as our Leave of Absence workflow after you start working with us.

• Vacation: Using our Vacation Request Form procedure, you can request a holiday starting on your first working day.

We'll be in touch shortly to provide you with a schedule for your first working day and week. Enjoy your day while you wait. If you have any additional queries, please get in touch with us.

Best regards,

(Your name)

(Your signature)

Template 3

Hello, (new employee name)

The approaching start of your first day has us all energised! Try to unwind and relish your first day, please. The information you need for your arrival is below:

• Your start date has been confirmed as... Kindly show up at the building door at... AM/PM.

Please ring the doorbell for our firm when you arrive.

• Our (HR job title) (HR employee name) will greet you at the front desk.

You will be given a tour of our offices by (HR employee name). They will also direct you to the cafeteria and restrooms.

Please share three fascinating facts about yourself with us. Your information will be included in an email that we send to all of our workers. We will also make the first-day meal for you; if you have any special dietary needs, kindly let us know.

The following is a detailed schedule for your first day with us:

• Office tour and coffee break from 9 to 10 a.m.

• Meeting with your line manager from 10 to 11 a.m.

• 11 a.m. to 12 p.m.: Positioning at the workstation

• 12:00–12:00: Lunch

• From 1 to 5 p.m., new hire orientation

Do not hesitate to contact us if you have any more inquiries. Please get in touch with [HR employee name] on/at [Phone number/Email address if you have any questions.

Best regards,

(Your name)

(Your signature)

Template 4

Email subject: Welcome to (Company name)!

Dear (Name of Employee),

We are all incredibly happy to have you join our team! As previously discussed, your start date is (date), and our dress code is (casual/business casual). We anticipate you to arrive at our offices by (time). (Remind your employee, if necessary, that they must bring their ID and documents.)

At [Company name], we pride ourselves on offering our staff all they need to excel at the highest possible level. As you will soon notice, we have equipped your workstation with all the required tools. On your first day, our staff will assist you in setting up your computer, software, and internet accounts. (Mention any other items you have prepared for your new hire, such as a parking space, a coffee mug with their name on it, or a corporate t-shirt, if applicable.)

During [scheduled event/lunchtime], our team is eager to introduce themselves to you and is looking forward to meeting you. Please feel free to email or phone me if you have any queries before your visit; I'll be pleased to assist you.

We are eager to collaborate with you and see you do great things!

Best wishes

(Your name)

(Your signature)

Template 5

Subject line: Welcome to (company name)

Hello, (new employee)

Greetings and welcome to the group! Your presence at (business name) makes us happy. We are confident that you will contribute significantly to our business and are excited to see the effect you make.

We also want to welcome you to (city, state, town, etc.)! I've included a list of tools our team put up to aid in your acclimatisation. Everything from schools and daycare centres to restaurants, neighbourhoods, and fitness centres is covered. Please let me know if there is anything else I can do to help you with your move.

We are looking forward to your start date of (specific date). We ask that you arrive by 9:30 a.m. at (office address) and park your vehicle anywhere in our lot. When you arrive, speak with Mary at the front desk to check-in. I'll meet you in the lounge and show you around the workspace before introducing you to the team and getting you settled at your desk.

Before reporting on (the agreed date), contact me via email or phone at (direct line number). I'm also willing to respond to any inquiries you may have regarding (city, state, town, etc.)

All the best,

(Your name)

(Your signature)

Template 6

Subject line: Welcome aboard, (new hire name)!

At (Hour) and (Address), we begin.

If you're driving, you can park in lot A underneath the structure. We store our bicycles in the garage below.

Pick up a keycard with your name on it at the front desk when you enter the building. The office tour will begin when we assemble in the lobby. You'll also meet other team members. Given how challenging it can be to suddenly recall the names of six new people, I have attached a brief summary of the entire team. If you have a moment, look at it.

We'll take care of the procedures before noon, and our IT expert will demonstrate you the technology we use. You will receive the necessary training over the next few days, so don't worry if something is unclear tomorrow. There is time to learn.

Please let me know if you have any dietary limitations so I can take those into consideration before you join us for lunch.

You will meet with your team leader after lunch, who will provide you with the onboarding schedule for the following week.

I may be reached by phone and email if you have any concerns.

Best wishes

(Your name)

(Your signature)

Template 7

Dear (Employee’s name)

We are delighted to have you here! We aim to make your first day here special.

Your tools and access points are prepared. Your employee profile in our HR system (link) contains all the details you want.

The first day's schedule is as follows:

Induction training begins at 10:00 in the (specific location). Your Buddy, who will assist and help you over the first month, will arrive for you ten minutes earlier. You will learn everything there is to know about our office building en route.

We'll eat lunch around 12:00. Several members of your new team will be joining us.

We have a meeting with the CEO scheduled for 3:00 p.m. It may appear intimidating, but (CEO’s Name) is an extremely warm individual that is looking forward to meeting you.

We understand that the first day is stressful, so after the meeting, you can finish your work for the day!

Also don't forget to pick up a small gift for your loved ones at the front desk when you leave. We want it to be a pleasant day for them too!

Best regards,

(Your name)

(Your signature)

[1] https://www.shrm.org/resourcesandtools/hr-topics/talent-acquisition/pages/dont-underestimate-the-importance-of-effective-onboarding.aspx
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