Our 5 Favorite Employee Onboarding Email Templates

Morgane Lança
May 11 2022
Stories

Onboarding emails remain a must to welcome a new employee properly. Numbers don’t lie: while only 34% of employees read HR emails, the onboarding 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 from day 1. Don’t worry: you can now use our 5 examples of onboarding emails for new employees!

Template 1: Onboarding and introduction email


It is essential to send an onboarding email before the day your employee starts working. 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 (date of arrival of new employee). 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 the sender)

(signature)

Reasons why we love this onboarding email


This onboarding email template is not only informative but also reassuring to your new hires. Knowing what the first day of onboarding will be like 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.

To learn how to build your own onboarding plan, don’t forget to read our article on the subject!

Template 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 workers’ reality!

 

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 the sender)

(signature)

Reasons why we love this onboarding email


Remote workers often feel disconnected from their organization and their team. 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.  

Template 3: Original email presenting your corporate values


Onboardings are great opportunities to showcase your employer brand. This original email template is sure to impress your new employees!

 

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)

(signature)

Reasons why we love this onboarding email


This fun email template leaves more room for creativity and helps you present your organization’s values. 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

Template 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. 

Reasons why we love this onboarding email


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. 

Need original ideas to impress your new employees? Check out our article!

Template 5: Email to the new employee's team


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

(signature)

Reasons why we love this onboarding email


Involving the entire team in the welcome process ensures a smooth integration of the new employee. 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 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 email templates?

Good news: you can get them here for free!

DOWNLOAD YOUR FREE TEMPLATES

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