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13 Employee Onboarding Email Templates for New Hires
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Deliver Stellar Employee Experiences From Gmail

13 Employee Onboarding Email Templates for New Hires

Aug 18, 2023
9 min read
Hiver HQ

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Employee onboarding is the process of integrating a new employee into a company. It is a critical time for both the employee and the company, as the employee is getting to know their new role and responsibilities, and the company is getting to know the employee.

One of the most important aspects of employee onboarding is sending welcome emails to new employees. These emails can help to set the tone for the employee’s experience, and they can also provide them with important information about the company, their role, and what to expect.

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This blog post provides 13 new employee onboarding email templates that you can use to welcome new employees, introduce them to the company, and provide them with the information they need to succeed.

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11 Effective Tips on How to create an engaging employee onboarding email

Creating an engaging employee onboarding email involves focusing on key elements like personalization, clear communication, and fostering a connection with the new hire. Here’s an example of how you might structure such an email:

  1. Personalize the Email: Use the new employee’s name in the subject line and in the greeting. Personalization makes the email feel more warm and welcoming. Ensure the subject line should be clear, concise, and relevant. Something like “Welcome to [Company Name], [Employee’s Name]!” sets a positive tone right from the get-go.
  1. Keep the Tone Warm and Welcoming: Use a friendly, welcoming tone throughout the email to create a positive first impression. Avoid overly formal language. Start the email by congratulating the new employee on their new role. This can boost their confidence and make them feel valued.
  1. Introduce the Company Culture: Give the new hire a brief overview of the company’s mission, values, and culture. This can help them feel more connected to the company from the very beginning.
  1. Provide Next Steps: Include information about the onboarding process, including what they should expect in the coming days or weeks. Provide details about their first day, including the start time, where to go, who to meet, what to bring, etc
  1. Attachments: If there are any documents that the new employee needs to read or forms they need to fill out before they start, attach these to the email or provide links where they can be accessed.
  1. Provide Links to Important Resources: Include links to internal resources, such as the employee handbook and company policies, that may be useful to the new hire.
  1. Include Key Contacts: Provide names and contact information for people the new employee can reach out to if they have any questions or concerns, such as their supervisor, HR representative, or team leader.
  1. Technology setup: Guide the new employees to set up necessary hardware, install required software, and access the company’s internal systems for them to perform their tasks effectively.
  1. Offer Support: Make sure to express your support and let them know they can ask questions or express concerns anytime. This can help to alleviate any anxiety they might have about their new role.
  1. Proofread: Ensure there are no typos or errors in the email, and that all information is accurate and up to date.
  1. Follow-Up: Plan for a follow-up email or message to ensure they received the welcome email and to ask if they have any questions.

13 Best Employee Onboarding Emails Templates for Seamless Hiring Experience

Use these 13 onboarding email templates for new employees to ensure they effortlessly and successfully integrate into your company.

1. Job Acceptance Confirmation Email Template

The job acceptance confirmation email is the first official email the new employee will receive from the company. It welcomes a new employee to the company and provides them with important information about their start date, paperwork, and onboarding process. It sets the tone for the employee’s forthcoming experience and their expectations.

Subject: Welcome to [Company Name]!

Dear [Employee’s Name],

Congratulations on accepting the job offer to join [Company Name] as our new [Job Title]. We were impressed by your skills and experiences throughout the interview process and are confident in your ability to make valuable contributions to our team.

Over the next few days, you will receive a series of emails from our HR department detailing the necessary paperwork and our onboarding process. We believe these documents will provide you with a good understanding of our company and your new role.

Please don’t hesitate to ask any questions you may have.

Welcome aboard [Employee’s Name]. We look forward to your first day on [Start Date] and to working with you to achieve great things.

Best regards,
[Your Name]
[Phone Number]
HR Team

2. Pre-Onboarding Information Email Sample

The preliminary onboarding communication equips the newly hired employee with essential details about their inaugural day, like parking specifics, dress code, and contact person. This message can alleviate first-day nerves, facilitating a smoother transition for the employee. Further, it serves as an initial glimpse into the organization’s norms and expectations and allows the new hire to get a sense of the company’s culture.

Subject: Preparing for Your Journey at [Company Name]

Dear [Employee’s Name],

As we extend a warm welcome to you on your first day i.e. [Start Date], we want to provide you with some information to help you prepare for a smooth start.

Arrival: Please plan to arrive by [time]. You will be greeted by [Person’s Name], who will guide you through your first day.

– Location: Our office is located at [address]. Attached is a map for your convenience.

– Dress Code: Business Casual

– Schedule: Attached is your schedule for the first week. You will have a mix of onboarding sessions, team introductions, and job-specific training.

If there’s anything you need before your first day, don’t hesitate to reach out. We’re here to ensure your transition into our team is as smooth as possible.
[Your Name]
HR Manager

3. First-Day Welcome Email Template

The email facilitates a smooth onboarding process on day one by making the employee aware of the essential procedures and the paperwork required. The documents that need to be filled out often involve legal and compliance aspects, such as verifying the eligibility to work, tax information, confidentiality agreements, and more. It’s important to have these documents completed and returned promptly on their first day of work to ensure all legal requirements are met.

Subject: Your First Day at [Company Name] – Information and Documents for Your Review]

Dear [Employee’s Name],

Today is the day we’ve been eagerly awaiting – your first day at [Company Name]. We are thrilled to have you join our team and start your journey with us. This morning, you’ll be meeting with [Person or Department] to guide you through our office and introduce you to our operations and processes.

To ensure you’re set up for success, we’ve attached the necessary documents you need to fill out and return by 5 p.m. today.

<Doc 1>
<Doc 2>
<Doc 3>
<Doc 4>

We want you to feel comfortable and have a clear understanding of how we work, so if you have any questions or need any assistance, don’t hesitate to ask.

Welcome aboard [Employee’s Name]! We’re thrilled to have you with us.

[Your Name]

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4. Introduction to the Team Email Sample

This welcome email template to the team introduces the new employee to their team members and gives them a chance to learn a little bit about each other. This email helps to create a sense of community and belonging for the new employee, and it gives them a chance to ask questions and get to know their team members better. This email helps the new employee feel more comfortable and connected to the company.

Subject: Meet Your New Team Member, [Employee’s Name]

Dear Team,

I’m delighted to introduce our newest team member, [Employee’s Name]. [Employee’s Name] is joining us as [Job Title], bringing a wealth of knowledge and experience in [Field]. I believe [he/she/they] will bring fresh perspectives and innovative ideas that will contribute greatly to our projects.

[Employee’s Name], you’re joining a diverse team full of talented individuals who are looking forward to meeting you and working together to achieve our common goals. Welcome aboard!

[Your Name]

5. Mentor/Buddy Introduction Email Template

The mentor or buddy assignment email serves to acquaint the new hire with their assigned guide, a colleague who will assist them during their initial weeks and months in the company. This email equips the newcomer with a vital contact for advice and support, fostering a sense of connection with the organization and their team. By facilitating this relationship, the email can significantly contribute to the new hire’s success in their role.

Subject: Meet Your [Company Name] Buddy: [Buddy’s Name]

Dear [Employee’s Name],

As part of our onboarding process, we pair our new hires with a “buddy” – an existing employee who can help you navigate your first few weeks and months at [Company Name].

I’m pleased to introduce you to [Buddy’s Name], who will be your buddy. [Buddy’s Name] is a [Buddy’s Job Title] and has been with us for [Years at Company] years, so [he/she/they] can provide great insights and advice.

You’ll have a chance to meet [Buddy’s Name] in person during your first week, but feel free to reach out to [him/her/them] via email <insert email> or their LinkedIn profile <insert LinkedIn URL> anytime if you have any questions or concerns.

We hope this buddy system will help make your transition into our team smoother and more enjoyable.

[Your Name]

6. Software and Tools Setup Email Sample

The software and tools configuration email equips the new recruit with the essential details required to use the job-specific software and tools. This communication facilitates a quick and efficient start for the employee, minimizing time spent on self-driven troubleshooting and discovery. By doing so, it enables the new staff member to concentrate on understanding their role and adding value to the team.

Subject: Your Software and Tools Setup at [Company Name]

Dear [Employee’s Name],

To ensure you have all the necessary tools to perform your role effectively, we’ve set up your required software and tools accounts.

Below you’ll find the list of tools and your login details:

Tool/Software 1: [Login details]
Tool/Software 2: [Login details]

For any proprietary software, we’ve scheduled a training session on [Date & Time] to help you understand how to use it effectively.

Please make sure to change your passwords after your first login for security reasons. If you face any issues with access or usage, or if there’s any additional software you need, please don’t hesitate to contact [Contact Person/IT Department].

We’re excited about the contributions you’ll make with these tools at your disposal.

[Your Name]

7. End of First Week Check-In Email Template

The closing first-week check-in email hiring manager or an HR personnel presents an opportunity for the new hire to share impressions of their initial week and pose any queries they might harbor. This email enables the organization to connect with the newbie, ensuring they are navigating in the right direction. Moreover, it assists in pinpointing areas requiring augmented aid or resources. This communication could play a vital role in refining the onboarding procedure for prospective recruits.

Subject: Your First Week at [Company Name] – How Did It Go?

Dear [Employee’s Name],

You did it! You’ve successfully completed your first week at [Company Name]. This is an important milestone in your journey with us, and we hope it’s been an informative and enjoyable experience.

We believe in open communication, so we would appreciate your feedback on your first week. Please let us know how it went, and if there’s anything you need more clarity on or anything else you wish to discuss.

Remember, we’re here to support you, and we value your insights and questions.

[Your Name]

8. Sample Email Request for post-interview feedback on review sites

The request for post-interview feedback on review sites email allows the company to gather feedback from new hires about their interview experience. The feedback helps the company to improve the interview process and to make sure that they are providing a positive experience for potential employees. 

Subject: Share Your Interview Experience with [Company Name]

Dear [Employee’s Name],

We hope you’ve had a positive and informative experience throughout your interview process with us. Our team greatly values feedback, and we’re always striving to improve.

As such, we invite you to share your interview experience on platforms like Glassdoor or Indeed. Your insights will help potential future team members understand our company culture and interview process better. It will also provide us with valuable perspectives what aspects of the onboarding experience we can improve.

Please keep in mind that your review is completely voluntary and anonymous. There is no obligation to write a review and your decision will not impact your employment in any way.

If you choose to leave a review, here are the links to our profiles on the respective platforms:

Glassdoor: [Link]
Indeed: [Link]

Thank you in advance for your time and feedback, should you choose to share it.
[Your Name]

9. Providing Onboarding Materials Email Template

The providing onboarding materials email provides the new employee with the materials they need to complete their onboarding process. These materials include company policies and procedures, employee handbooks, and training materials. This email helps the new employee to have the information they need to be successful in their new role, and it reduces the amount of time the new employee has to spend searching for information.

Subject: Your Onboarding Resources at [Company Name]

Dear [Employee’s Name],

To aid you in getting acclimated to our organization, we’ve compiled a list of resources as a part of our onboarding checklist that we believe will help you better understand our company, its culture, and your role. Attached to this email, you will find [describe the documents or resources].

Please review these materials at your convenience and feel free to reach out if you have any questions or if there’s anything you’d like to discuss further.

[Your Name]

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10. Sample Email for Setting Up One-on-One Meetings

The email arranging one-on-one meetings coordinates a discussion between the new hire and their supervisor or appointed personnel. It offers the novice a platform to solicit answers, obtain constructive criticism, and talk about their ongoing progression. The email’s objective is to confirm the individual is following the correct course and has the requisite backing for fruitful outcomes. Furthermore, it cultivates a robust bond between the fresh recruit and their manager.

Subject: Scheduling Your One-on-One Meeting

Dear [Employee’s Name],

To ensure your transition into our team is going well, I’d like to schedule a one-on-one meeting next week. This meeting is a great opportunity for us to check in, discuss your progress, answer any questions you may have, and address any challenges you might be facing.

Please let me know which of these times work best for you [provide some options] and we’ll book a meeting room. Looking forward to our chat.

[Your Name]

11. Email Sample for Scheduling Onboarding Training Sessions

The email outlining training sessions equips the fresh recruit with essential details about their upcoming sessions, encompassing particulars like the dates, timings, venues, and topics. This streamlines the new employee’s training journey, allowing them to enter each session well-prepared and primed to extract maximum benefits. Consequently, the need for self-directed learning is reduced, freeing up the newcomer’s time and enhancing their learning experience.

Subject: Your Training Sessions Schedule at [Company Name]

Dear [Employee’s Name],

As part of our onboarding process, we’ve arranged several training sessions for you. These sessions are designed to provide you with the necessary knowledge and skills needed for your role. Below are the details:

[Insert training details here]

These sessions are an excellent opportunity to ask questions and get a deep understanding of your role and our operations. If you have any questions or concerns about the training schedule, please don’t hesitate to reach out.

[Your Name]

12. End of First Month Check-In Email Template

The feedback you receive from this email can provide valuable insights into the effectiveness of your onboarding process. New hires can provide a fresh perspective on what’s working well and what could be improved. This information can be used to refine and enhance your onboarding process for future hires, ensuring that they have a positive and productive start to their careers at your company.

You also send a clear message that you value their opinions and are eager to make their work experience better. It makes them feel heard and appreciated, which can increase job satisfaction and engagement.

Subject: Your First Month at [Company Name] – Let’s Reflect

Dear [Employee’s Name],

It’s been a month since you’ve been a part of the team <insert team name> – time truly flies! We hope you’ve been finding your role rewarding and our team supportive.

As you’ve now got some experience under your belt, we’d love to hear your feedback about your first month. This will help us improve our onboarding process and ensure you have everything you need to excel in your role.

We are here to listen and to provide support whenever you need it, so don’t hesitate to reach out.

[Manager’s Name]

13. Sample email to ask for 3-month feedback on review sites

Requesting new hires to post reviews about their experiences signals that your company values honesty and transparency. It shows that you’re not afraid of feedback and are committed to creating the best possible work environment for your employees.

These reviews, whether positive or negative, can help attract future hires. Positive reviews can showcase your company’s strengths, while constructive feedback can demonstrate your commitment to continuous improvement. Both can contribute to creating a favorable impression of your company’s work culture.

Moreover, this email reinforces to your new hires that their voices matter. Even though it’s an anonymous review, the act of asking for their input and feedback shows that you care about their experiences and are eager to learn from them to make the company better.

Subject: Your Feedback on Your First Three Months at [Company Name]

Dear [Employee’s Name],

Congratulations on completing your first three months with us! Your feedback is vital in helping us improve. If you’re comfortable, consider sharing your experiences at [Company Name] on Glassdoor or Indeed.

Your review is entirely voluntary, anonymous, and will not impact your role. If you choose to share, here are our profiles on the respective platforms:

Glassdoor: [Link]
Indeed: [Link]

Thank you for your time and contributions to our team.

[Your Name]

Onboard employees with ease

Employee onboarding emails are an important part of the onboarding process. They can help to set a positive tone for the employee’s experience, provide them with important information, and help them feel welcome and supported.

By following the tips in this blog post, you can write effective employee onboarding emails that will help your new employees get off to a good start.

Shobhana's expertise lies in creating well-researched and actionable content for Customer Experience (CX) professionals. As an active member of popular CX communities such as CX Accelerator and Support Driven, she helps professionals evaluate tools for their support team and keeps a keen eye on emerging industry trends.

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