Onboarding a New Employee email template

Why does it matter?

Onboarding emails are a great way to give new employees a head start on getting to know the company, as well as their role. Providing all necessary login details, best company practices or culture guidelines are essential. These emails also make newcomers feel valued, as this step shows them that you have prepared for their arrival. 

When to send?

It is recommended to send this email before the new employee’s first day at your company. Ideally, it should be within a week of their first day. It is also a great idea to ask them to confirm that they’ve received the email, so both parties will be on the same page on their first day.

What to include?

• The employee’s full name and official position
• Their start date
• Essential company policies (working hours, culture, etc.)
• Team members they will be reporting to (managers, VP, etc.)
• Specific login details (usernames and passwords)
• Travel directions to your location
• All documents the employee will need to prepare for their first day

Please keep in mind that this is a template. You may change it to suit your company's voice and tone.

Template Email

Email subject line: Welcome to [Company Name]!

Hi [Candidate First Name],

A warm welcome to [Company Name]!

We are thrilled to have you on board. In this email, you will find everything you need before starting your first day.

Please note that your start date as a/an [Job Title] is [Date], and our official working hours are [Working Hours]. We recommend arriving slightly earlier on your first day to get acquainted with the company’s location.

You will be working closely with [Manager name]. He/she will be your [Position of Manager]. You will be able to reach him/her with the following contact information: [Email, Office Phone Number, etc.].

Please find your necessary login information for the position below, along with all company guidelines for you to get started:

[All Pertinent Usernames, Passwords, Culture Guidelines, etc.]

Please note all necessary documents that you will need to provide us with on your first day:

[All Pertinent Documents]

Our office is located at [Office Address]. 

Please send us a confirmation notifying us that you have received this email, and kindly let us know if you run into any issues leading up to your starting date. 

We’re looking forward to meeting you soon.

Best regards,

[Your Name]

[Your Job Title]

[Company Name]