Free Employee Onboarding Email Template & Examples

Best Employee Onboarding Email Template & Examples

AI Template to Create

Employee Onboarding Email

Employee Onboarding Email Sample Details

Employee's name: [name of employee]
Company name: [company name]
Date of hire: [date of hire]


Greet the reader
Thank the employee for joining [company]
Explain the onboarding process
Give a date of hire and offer to help with the transition process
Sign off in a formal tone

Employee Onboarding Email Template & Examples

Employee Onboarding Email Template & Examples Free Employee Onboarding Email Template & ExamplesThe success of a business starts with ensuring your employees feel onboarded and ready to hit the ground running.

A key ingredient in this process is effective communication, where an employee onboarding email template can help you provide pertinent information quickly and easily.

In this article, we'll discuss how to create an effective onboarding email for welcoming new team members successfully.

What Is An Employee Onboarding Email Template

What Is An Employee Onboarding Email Template Free Employee Onboarding Email Template & ExamplesBenefits of Employee Onboarding Email Template

An employee onboarding email template is a message that helps new hires transition into their workplace.

It outlines job responsibilities, expectations, policies, contact info for colleagues and other resources.

Sent before or soon after starting with the organization, it sets up employees for success while providing useful information in an easy-to-understand way.

These templates have numerous benefits:

  • Improved morale and productivity
  • Better talent retention over time
  • Consistency amongst departments involved in welcoming new hires
  • Everyone contributes equally to building positive relationships from day one onwards — resulting in higher retention rates!
They introduce vital HR processes easily on both employers & employees alike.

They provide clarity on core aspects of employment - role descriptions & pay structure etc, and create excitement among peers by promoting collaboration+ communication.

Tips For Creating An Effective Employee Onboarding Email Template

Introduce Yourself and Team Members

Personalize each individual's experience as much as possible within your template.

Include clear directions about what documents/information need to be gathered prior to starting work, such as passport details and proof of identification.

Notify new employees of workplace norms such as dress code policy, holiday schedule, and benefits package.

Provide links for further reading on organizational culture and values with electronic copies easily accessible from anywhere without needing login credentials or extra steps taken by users themselves.

Go beyond basic introductions by providing helpful resources that relate directly towards achieving goals set out during hiring process.

Job descriptions outlining roles expectations can prove useful even after initial orientation period has passed through regular utilization thereof accordingly.

Important Information When Writing Engaging Employee Onboarding Emails

Important Information When Writing Engaging Employee Onboarding Emails Free Employee Onboarding Email Template & ExamplesWelcome New Employees

Welcome new employees with enthusiasm and appreciation.

Create great onboarding emails to make sure they have an exciting experience from the start!

Personalize Messages

Personalize messages tailored towards individual needs and goals.

Make sure to create an exciting onboarding experience for new employees.

Company Culture

Encourage involvement in company culture by providing opportunities for volunteering and mentoring initiatives.

Personalize messages to each individual employee, including introductions to company slogans and values.

This will help them understand how your company embodies its mission statement.

Skill Development

Highlight skill development paths available for personal growth throughout employment.

This will help employees reach their goals and stay motivated.


Make sure expectations are clear regarding job responsibilities and future goals.

This will help employees stay on track and reach their goals.

Ensure expectations are clear to help employees stay on track.

Celebrate Successes

Celebrate successes with virtual events, e-gift cards and certificates

Additional Resources To Enhance The Onboarding Process

Celebrate Successes Free Employee Onboarding Email Template & ExamplesKickstart Your Onboarding Process

Onboarding new employees can be stressful and time consuming.

But with the right resources, businesses of any size can kickstart their onboarding process confidently.

Consider online HR software systems like Zenefits or BambooHR to streamline administrative tasks and provide templates for reminders.

Video interviewing platforms such as HireVue or SparkHire let employers record questions and review responses quickly from a laptop computer or mobile device – helping them choose candidates who fit best in terms of skillset and culture-fit!

Utilize collaboration tools intelligently to organize team tasks while keeping everyone up-to-date on project progress.

Asana or Slack are invaluable resources when considering how departmental objectives align with larger business goals!

Other useful resources include surveys/feedback forms, automated newsletters, social media channels etc.

These are all designed to enhance your employee onboarding process.

Best Practices For Ensuring Smooth Integration And Training

Set Clear Expectations

Onboarding should follow best practices for a smooth integration and training process.

Employees must understand the company's core values before starting work, so everyone is on the same page from day one.

The onboarding plan should detail:

  • job responsibilities
  • tasks
  • goals and expectations clear language!

Make sure to add helpful tips or resources to ease anxieties associated with new jobs.

Frequent Communication

Frequent communication between managers and recruits helps both parties understand roles while fostering positive relationships within your organization.

This has been especially important during remote scenarios like the COVID-19 pandemic when physical meetings are not possible due to social distancing restrictions.

To ensure successful onboarding, invest in automated tools if dealing with high numbers of hires.

Start small-scale mentorship programs and allow colleagues from other departments to assist newcomers.

Integrate fun culture into activities designed around the induction phase.

Gamify HR processes whenever you can!

Invest in Automation

Invest in automated tools if dealing with high numbers of hires.

Automation can help streamline onboarding processes and reduce the amount of time spent on administrative tasks.

Automation can also help ensure that all new hires receive the same onboarding experience, regardless of their location or the size of the company.

Integrate fun culture into activities designed around the induction phase.

This can help new hires feel more comfortable and engaged in the onboarding process.

Consider incorporating team-building activities, virtual happy hours, or other fun activities into the onboarding process.

Gamify HR Processes

Gamify HR processes whenever you can!

Gamification can help make onboarding more engaging and enjoyable for new hires.

Consider incorporating elements of gaming into the onboarding process, such as leaderboards, rewards, and challenges.

This can help new hires feel more connected to the company and motivated to learn and grow.


What should be included in an employee onboarding email?

Introduction to the company and team, job responsibilities, schedule for the first week, training materials and resources.

How long should an employee onboarding email be?

Keep it concise-no more than one page or 5 paragraphs.

When is the best time to send an employee onboarding email?

Send it at least a few days before their start date so they have time to review all of the information provided.

Asim Akhtar

Asim Akhtar

Asim is the CEO & founder of AtOnce. After 5 years of marketing & customer service experience, he's now using Artificial Intelligence to save people time.