10 Employee Onboarding Email Templates to Save You Time

new employee arrival
Morgane Lança
November 20 2023

Effective onboarding emails are a must to create a seamless employee experience from day 1. Numbers don’t lie: while only 34% of employees read HR emails, the hire welcome email is opened by 91% of new employees!

However, it is not always easy to know precisely how to write this email to be as welcoming as possible while motivating the recruit upon arrival. Don’t worry: use our 5 examples of onboarding welcome emails and make a great first impression on your new employees.

1. Employee Welcome Email

It is essential to send an employee welcome message before the new employee’s first day of work. This message will be both informative and motivating for your new hire.

Email subject line: Welcome to (name of your company)!

Hello (employee’s name),

We are happy to welcome you to our team! As agreed, your first day of work is scheduled for (employee’s start date). We look forward to seeing you in our offices at (office address) to start at (expected arrival time).

Don’t forget to bring proof of identity and all the necessary documents to deal with administrative formalities! (make a list of required documents)

You will have ample time to settle in and get your bearings during your first few days. You can find attached a schedule to give you an idea of what to expect. (add schedule as attachment) As you can see, you will have enough time for administrative processes and discover your tasks and your team at your own pace.

The HR department and your manager (specify manager’s name and contact information) will be present throughout your journey to answer all your questions.

Our entire team looks forward to meeting you! We will make introductions during lunchtime (indicate time / specify event if lunch is being held off-site).

If you have any questions regarding your arrival, please feel free to email or call me, and I will be happy to answer them.

I look forward to meeting you,

See you soon!

(name of sender)


Email subject line: Welcome to (name of your company) – Get ready for an exciting journey!

Dear (employee’s name),

I hope this message finds you well. We are thrilled to welcome you to the (name of your company) family! As you prepare to embark on an exciting journey with us, we want to ensure that your onboarding experience is seamless and enjoyable.

Here are a few key details to help you prepare for your first day:

Start Date: (employee’s start date)

Location: (office address)

Here is a few things to note before the D-day:

  1. Paperwork: Please make sure you’ve completed all necessary paperwork, including (list any specific documents or forms).
  2. Dress Code: Our dress code is (casual/professional/business casual/etc.). Feel free to reach out if you have any questions.
  3. Laptop and Equipment: (include instructions on obtaining any necessary equipment, if applicable).

Here is your schedule for your first day in your new company:

  • Welcome Meeting: You’ll have a welcome meeting with your new manager at (time). This is an opportunity to get to know your team and discuss your role.
  • Orientation: You’ll go through a comprehensive orientation to familiarize yourself with our company culture, values, and policies.
  • Team Lunch: Join your team for a casual lunch to start building those important connections.

In the meantime, you can get prepared by reading the employee handbook:

  • Employee Handbook: Here is our (name of your company) Employee Handbook (add a link to the employee handbook).

If you have any questions or concerns before your start date, feel free to contact me.

Once again, welcome to (name of your company)! We’re excited to have you on board and look forward to working together.

Best regards,

(name of sender)


Why we love these templates

This onboarding email template provides hire orientation information and reassures new employees. Knowing what their first-day schedule in advance makes the employee feel less anxious upon arrival. They will also feel more comfortable asking questions and know that they will be introduced during the team lunch.

Click here to learn how to build your own onboarding plan!

2. Onboarding Email for Remote Workers

It’s important to welcome new hires in the office, but what about remote onboarding? This template is tailored to your remote teams’ realities!

Email subject line: Welcome to (name of your company)!

Hello (employee’s first name),

Welcome to our team! As discussed, your start date is (date of arrival of new employee). We need some details to prepare for your arrival:

  • You will find attached a request form (include the form as attachment). Do not hesitate to write down everything you need for your work comfort (computer equipment, chairs and desks for remote work, headphones…). The equipment you need will be delivered to your address before you take up your position so that you can settle in comfortably from the very first days.
  • Concerning the administrative process, you will find attached an information sheet (include the information sheet as attachment) detailing all the documents we need to complete your employee file.

We have scheduled an online meeting with your manager and your team (indicate the time and link of the meeting) so that you can get to know your new coworkers!

For your first few days with us, we have planned various training sessions and software presentations, and time to discover the company and its various departments. Don’t forget to check your onboarding schedule! (include the onboarding schedule as attachment)

If you have any questions, feel free to email me, I will be happy to help.

We look forward to meeting you!

See you soon,

(name of sender)


Email subject line: Welcome to (your company’s name) – Your Virtual Onboarding Journey Begins!

Dear (employee’s name),

I hope this message finds you well. We are delighted to welcome you to the (your company name) family! We want to ensure that your remote onboarding experience is smooth and engaging.

Here are a few key details and resources to help you prepare for your virtual onboarding:

Start Date: (employee’s start date)

Here is important information to prepare your onboarding journey with us:

  • Technology Setup:

Ensure that your computer and internet connection meet the technical requirements for remote work.

Test your video conferencing tools and make sure you have access to all your collaboration tools (share list of collaboration tools).

  • Onboarding Schedule:

Your onboarding schedule is attached to this email. It includes virtual meetings, training sessions, and introductions to key team members.

  • Welcome Kit:

Your welcome kit, including (include a list of equipment and items), will be shipped to your address. Please confirm your shipping details.

Here is your schedule on your first day:

  • Welcome Video Call: Join your new manager, (manager’s name) for a virtual welcome meeting at (time of the meeting). This is an opportunity to get to know your team and discuss your role.
  • Virtual Orientation: Attend a comprehensive virtual orientation to familiarize yourself with our company culture, values, and remote work policies.
  • Team Introduction Calls: Connect with your team members through virtual introductions and team-building activities.

Here are useful resources to help you get prepared:

  • Employee Handbook: Access our (your company name) Employee Handbook online at (share a link to the handbook).
  • Virtual Onboarding Guide: Find tips and guidelines for a successful virtual onboarding experience (share a link to virtual onboarding documents).
  • IT Support: Reach out to our IT support team at (contact of support team) for any technical assistance.

You can stay connected with your teammates on our channels and social media:

  • Team Communication: We encourage regular communication through (name of your collaboration and communication tools) and scheduled virtual team meetings.
  • Social Channels: Join our (name of your company) social channels to stay connected with your colleagues and get updates on company news.

If you have any questions or need further assistance before your start date, feel free to contact me.

We’re excited to have you join our remote team at (name of your company) and look forward to a successful collaboration!

Best regards,

(name of sender)


Why we love these templates

Remote workers often feel disconnected from their organization. Remote onboarding is a crucial moment to create a sense of belonging. This email template allows you to plan a team meeting from the very first day and solve possible material difficulties.

3. Original Email Presenting your Company Culture

Communication during employee onboarding can be a great way to involve your new hire in the company culture and mission before their arrival. Make your employer brand shine with the following email templates!

Email subject line: Welcome to (name of your company)!

Hello (employee’s first name),

Welcome to our team! At (company name), we want our employees to have everything they need to be happy and successful.

To that end, we’ve customized your workstation with everything you need – and more! – to make you feel at home! Everything is ready for your arrival on (date of arrival of new employee).

We have scheduled a meeting so that you get to know the entire team and learn more about our corporate values.

In the meantime, feel free to watch this video made by your coworkers (include a personalized introduction video) and this short presentation of our identity and mission (include a company presentation video)!

If you plan to drive to the office, we have parking spaces waiting for you. Either way, don’t forget to pick up your goodies box – you don’t even need to bring your coffee cup: we’ve got it covered! –  and the onboarding documents you’ll need to get started.

We look forward to meeting you!

See you soon,

(name of sender)


Email subject line: Learn more about (name of your company)’s company culture!

Dear (employee’s name),

As you embark on your journey with (name of your company), we are thrilled to provide you with a glimpse into the vibrant and inclusive culture that defines us. At the core of our success lies a dynamic environment where innovation, collaboration, and individual growth are not just encouraged but celebrated.

Here are our core values:

1. Innovation:

  • We thrive on creativity and forward-thinking. Your ideas are not just welcomed—they’re essential to our growth.

2. Collaboration:

  • Teamwork is the heartbeat of (Company Name). We believe that diverse perspectives lead to stronger solutions. Your voice matters, and we encourage open communication.

3. Excellence:

  • We are committed to delivering excellence in everything we do. Striving for continuous improvement is part of our DNA.

4. Inclusivity:

  • Diversity is not just a buzzword for us; it’s a cornerstone of our identity. We celebrate the uniqueness of every individual and foster an environment where everyone feels valued and respected.

5. Work-Life Balance:

  • We understand the importance of maintaining a healthy work-life balance. Our flexible work arrangements empower you to succeed both personally and professionally.

What you can expect from us on a day-to-day basis:

  • Open Door Policy:

Our leadership team maintains an open-door policy, encouraging transparent communication at all levels. Feel free to share your thoughts, concerns, and ideas.

  • Professional Development:

We invest in your growth. Access training programs, mentorship opportunities, and resources to continually enhance your skills.

  • Team Building Activities:

From virtual team challenges to in-person events, we value the bonds that extend beyond the workplace.

  • Recognition and Rewards:

Outstanding contributions don’t go unnoticed. We regularly recognize and reward exceptional efforts.

Stay connected: Follow us on (link your social media platforms) to stay updated on company news, events, and employee spotlights.

We believe that (name of your company) is more than just a workplace. It’s a community where you’ll find support, inspiration, and opportunities for personal and professional growth. Welcome to a culture that values YOU.

If you have any questions or want to dive deeper into our culture, feel free to contact me.

Here’s to an exciting journey ahead!

Best regards,

(name of sender)


Why we love these templates

This fun email template leaves more room for creativity and helps you present your corporate culture. Short introduction videos always make a good impression, as do company-branded gifts! This email allows the new employee to get an idea of the team they will join and quickly feel at ease with their coworkers.

4. Pre-Onboarding Email

You should send this email after the employee’s definitive recruitment, before they join the organization. To motivate your employees from the get-go, use this pre-onboarding email template!

Email subject line: Our future collaboration at (name of your company)

Hello (employee’s first name),

We look forward to meeting you on your first day at (company name) on (date of arrival of new employee).

Feel free to look at our website (indicate your company’s website address) and our various social networks (indicate the links to your social networks) to learn more about our history, our values and our team.

One of your new coworkers will also be your mentor during your first days at the company: (list sponsor’s name and contact information). They will be your contact person to answer all your questions and ensure the best possible integration into our team.

We will stay in touch to organize your arrival as well as possible. Until then, I will be happy to answer all your questions.

(name of sender)


Email subject line: We look forward to your first day at (name of your company)!

Dear (employee’s first name),

We can’t wait to have you join us our team at (name of your company), that is why we are sending you a short informative email today!

Here are a few tips to help you get prepared for the big day:

  • Meet your onboarding mentor: (name of the mentor) will be your mentor during your onboarding journey. You should receive an email from them shortly, feel free to answer to get to know them before your first day: (share the mentor’s email address)
  • Follow our social media: Keep up with our latest news and updates on social media (share your social media links).
  • Explore our website: You can take a look at our website to see the content we create and the mission we have (share a link to your website).

We will stay in touch to give you further information on your onboarding journey and what you can expect from your first weeks at (name of your company). In the meantime, feel free to contact me if you have questions.

Best regards,

(name of sender)


Why we love these templates

It’s always a good idea to communicate with your new employees upon hiring. This email template will allow you to create engagement from the first stages of onboarding. Another good idea is to have a more experienced employee sponsor your new hire.

Click here for original ideas to impress your new employees!

5. Employee Introduction Email

Although often overlooked, the email addressed to the team that will welcome the recruit is essential for a successful onboarding. For this type of email, it’s always good to include a short presentation of the newcomer to introduce them to their future coworkers.

Email subject line: A new employee is coming to (name of your company)!

Hello everyone,

We will be welcoming (name of new employee) to our team very soon! (Name of new employee) will be joining the (specify department) as a (specify position name).

(Name of new employee) has previously worked in (short description of work experience). We are confident that their expertise will quickly become essential to the entire team.

On a more personal level, (name of new employee) enjoys (short description of hobbies and passions).

Their arrival is scheduled for (date of arrival of the new employee). We have planned a team lunch at (hour of team lunch) to welcome them.

We hope you will give them a warm welcome!

(name of sender)


Email subject line: Meet Our Newest Team Member: (employee’s name)

Dear team,

I am delighted to introduce our newest team member, (employee’s name), who has recently joined (name of your company) as (employee’s position). Let’s give them a warm welcome!

Here is more information to get to know your new coworker:

Hobbies and Interests: (employee’s name) is not only a talented (employee’s position), but also brings a wealth of unique interests to our team. In their free time, (employee’s name) enjoys (mention a list of hobbies and interests). Feel free to strike up a conversation about their favorite topic!

Professional Background: (Employee’s name) comes to us with (mention years of experience) of experience in (field or industry). They have a proven track record in (highlight a specific skill or accomplishment). We are confident that (employee’s name) will bring a fresh perspective and valuable expertise to our team.

Please help us warmly welcome our new teammate! 

Let’s make (employee’s name) feel at home by reaching out and introducing ourselves. Whether you connect virtually or in person, take a moment to share your role and a bit about yourself. Our diverse team is one of our strengths, and getting to know each other is key to fostering a collaborative and supportive work environment. You can contact them through:

  • Email: (employee’s email address)
  • Phone: (employee’s phone number)

Best regards,

(name of the sender)


Why we love these templates

Involving the entire team in the welcome process ensures positive experiences for the new worker. Your current employees will also appreciate being informed of newcomers to the company. In addition, with transparent communication, you will attract more participants for team building activities planned during the onboarding process!

Whether your new employees are freshly hired or only work remotely, the key is to connect with them quickly through healthy communication. A good onboarding welcome email is informative, reassuring and motivating for your new hire. Much like an effective onboarding process!

Psst… Don’t forget to download our free onboarding checklist!

Do you want to use these employee welcome email templates to improve employee onboarding experience?

Good news: you can get them here for free!


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