9 New Employee Onboarding Email Templates And Examples

New Employee Onboarding Email Templates To Save You Time

When you think of an onboarding email, what comes to mind? Basically, it’s the first email a company sends to new employees to welcome them and get them ready for their new journey. It’s also a great way to make them feel like they’re part of the team before they even start working. If you want to make things easier, you could use a new employee onboarding email template. Think of it as a pre-written letter that you can customize as needed. These templates save you time and ensure that all the emails you send are consistent. They also allow you to add personal touches like the recipient’s name or role, which is important because it sets a positive tone for new employees. The emails can also provide important information about your new hires’ first day, what they should bring, and even some fun facts about the team. They are a great way to showcase your company’s culture as well. Additionally, these emails are practical, as they provide newcomers with all the information they need before starting, such as login details, training links, and even a dress code. Let’s see what it takes to create a well-designed email and show you some new employee onboarding email templates to make your job much easier.

What To Include In The New Employee Onboarding Welcome Email

When putting together a welcome email for a new employee, it’s important to find a good mix of being informative and making them feel welcome. Start off with a friendly greeting, introducing yourself and your role, to create a personal connection. Then, let them know how excited everyone is to have them on board, and make sure to provide important details about their first day. Let them know the start time, office location, or how to log in if they’re working remotely, as well as what they can expect, such as meetings, team lunches, or orientation sessions. Don’t forget to include practical information, too, like items to bring, a dress code, and any necessary paperwork. Lastly, offer reassurance by letting them know who to contact with questions before their start date and highlighting that the team is there to support them. Finish with a friendly message about looking forward to seeing them soon to leave a positive impression.

9 Best Employee Onboarding Email Templates For A Seamless Hiring Experience

1. Job Acceptance Confirmation Email

Once the candidate accepts your job offer, make sure to quickly confirm their acceptance. A great template should show appreciation and include all the necessary information. Something like: “Hi [employee’s name], congratulations and welcome aboard! We’re thrilled to have you join our company as our new [job title]. Your start date is [date], and your onboarding details will be sent shortly. Feel free to reach out if you have any questions before then.”

2. Preboarding Information Email

In this email, you want to cover the essentials without overwhelming your employees. Think about including details like the start date, time, and location if it’s on-site. Don’t forget to remind them about the necessary paperwork, too. Also, give them some brief information about the company: its history, vision, values, etc. Remember to keep it friendly, informative, and welcoming.

3. First-Day Welcome Email

For a great first-day email, start with a friendly greeting like, “Hey, [employee’s name], welcome to the team!” Then, let them know what to expect on the first day—things like where to go, who to meet, and what to bring. It will help calm any nerves they might have. It’s a good idea to share facts about the company culture to get them pumped about coming on board. And make sure to include important details like parking or login information.

4. Introduction To The Team Email

An introduction email should contain a friendly welcome, quick bios of team members, and maybe a little something fun to start a conversation. For example: “Hey [new employee’s name], I just wanted to quickly introduce you to your team!” Then, mention their peers’ names and roles. You should also send an email to the team introducing the new member. Start with something like, “Hello team, we’ve got a new team member joining us today.” There, state their name and a little fun fact about them, like what they’re interested in or their hobby. Lastly, encourage everyone to give them a warm welcome and help them settle in.

5. Mentor/Buddy Introduction Email

If you have a mentorship program, you must introduce the mentors to their mentees right away. In this email, make sure to clearly explain the mentor’s role, state their name and interests, and how many years they’ve been with the company. Also, add their contact information and encourage the new member to reach out to them. Plus, it would be nice to mention why you chose to pair them and what they have in common. This not only creates a more welcoming environment but also sets the groundwork for meaningful connections between colleagues.

6. Software And Tools Setup Email

This email is crucial for new hires. It’s all about making sure they have everything they need to hit the ground running on day one. You should list out the software they need, give them instructions on how to install it, and share any login info or access links they require. You want to make sure they’re all set up and ready to go, so this email should be clear and detailed to avoid any confusion or errors on their first day.

7. Email For Setting Up One-On-One Meetings

These templates usually give a heads-up on what the meeting will be about, such as getting to know the team, going over job responsibilities, or talking about career aspirations. It helps the new hire get an idea of what’s coming and prepare for the conversation with their managers. The emails also include important information like when and where the meeting is happening or how to join online. It makes sure everything runs smoothly and builds trust from the start.

8. Email For Scheduling Onboarding Training Sessions

After expressing your excitement about the new hire joining your team, continue the email by including a quick rundown of the training schedule, including dates, times, and what you’ll be covering in each session. This will give them an idea of what to expect and how to get ready. Also, make sure to mention any materials they might need, like handbooks or online access, and who to reach out to if they have any questions.

9. Check-In Email At The End Of The First Month

The main goal of this email is to make sure the new employee feels welcomed and taken care of and to help with any issues they may have as they start their job. Start the email by giving them a shoutout for hitting that one-month mark. Then, ask them how they’re finding things so far. You can also encourage them to share any suggestions for improvements. By doing this, you show that you care about their opinion and give them a chance to share their thoughts.

Frequently Asked Questions

Can I share the onboarding forms and paperwork in the welcome email?

Sending onboarding forms and paperwork in the welcome email is a good idea. It makes things easier for new hires and prepares them for what to expect. Plus, it alleviates some of the anxiety they may be feeling by getting those papers out of the way. Make sure to let them know why you’re including the forms and emphasize how this will make the process smoother. Lastly, don’t forget to give them instructions on how to fill out the forms and where they should send them.

How should I share the onboarding schedule?

Before the new hires start, make sure to send out the schedule ahead of time, about a week before their start date. Email is the typical way to do this, but you could also use a tool or software. When creating a schedule, make certain it’s detailed but not overwhelming. Include key meetings, training sessions, and any team introductions. Remember to also share the contact info of their manager, HR employee, or onboarding buddy so they know who to contact in case they have questions.

What HR software is best for hiring and onboarding new employees?

The answer is employee onboarding software. It streamlines the entire process, making it seamless and efficient for both the company and the new hires. For a start, it automates repetitive tasks. Instead of HR manually entering data and keeping track of documents and paperwork, the software handles everything, thus eliminating errors. Secondly, the software keeps everything consistent, ensuring that every new employee receives the same quality of onboarding experience. All these boost productivity and engagement, as new hires are prepared well enough to be productive from day one.


New employee onboarding email templates are your guides when welcoming new members to your corporate family. They are the only way to ensure that information is delivered consistently and correctly to everyone involved, whether it’s their schedule or login details. Most importantly, though, they save time for both sides—employees don’t have to search through piles of documents and messages, and HR reps don’t have to manually send repetitive emails. So, start making the onboarding process smoother using the tips above.

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