{"id":19157,"date":"2023-03-09T11:56:21","date_gmt":"2023-03-09T09:56:21","guid":{"rendered":"https:\/\/www.talentlms.com\/blog\/?p=19157"},"modified":"2023-03-09T11:56:21","modified_gmt":"2023-03-09T09:56:21","slug":"onboarding-email-template","status":"publish","type":"post","link":"https:\/\/www.talentlms.com\/blog\/onboarding-email-template\/","title":{"rendered":"Small investment, big return: Why it pays to use an onboarding email template"},"content":{"rendered":"<p>During the recruitment process, HR and hiring managers are in regular contact with candidates. But once a job offer\u2019s been accepted, behind-the-scenes preparations for onboarding start to take over. And communication tends to drop off. Reverting to radio science at this stage may deem like a practical way of prioritizing resources. <strong>But focusing purely on organizing onboarding tasks at this point has its risks.<\/strong> There are plenty of reasons to keep the conversation going throughout the preboarding and onboarding period. And the good news is, resourcing doesn\u2019t have to be an issue.<\/p>\n<p>With a versatile onboarding email template, you can keep communication flowing with minimal input from your team.<\/p>\n<p>To make it easier to keep in touch with new hires in the lead-up to their first day, we&#8217;ve created a collection of downloadable onboarding email templates. Plus, some guidance around how best to use them.<\/p>\n<p>But first, let\u2019s look at why keeping the conversation going matters so much.<\/p>\n<p><strong>What we&#8217;ll cover:<\/strong><\/p>\n<ul>\n<li><strong><a href=\"#new-hire-communication\">Does communicating with new hires really matter?<\/a><\/strong><\/li>\n<li><strong><a href=\"#keeping-in-touch-onboarding-email-templates-help\">Keeping in touch: How onboarding email templates can help<\/a><\/strong><\/li>\n<li><strong><a href=\"#how-use-onboarding-email-template\">How to use an onboarding email template<\/a><\/strong><\/li>\n<li><strong><a href=\"#download-onboarding-email-template\">Download your onboarding email template<\/a><\/strong><\/li>\n<\/ul>\n<hr \/>\n<h2 id=\"new-hire-communication\">Does communicating with new hires really matter?<\/h2>\n<p>Preparing for a new job is an emotional as well as a practical process. Regular communication with new hires ahead of the big day helps with both of these elements. Here\u2019s a breakdown of the functions and the benefits of regular email interaction during onboarding.<\/p>\n<h3>Create a buzz<\/h3>\n<p>You want your new hire to feel excited about their new role. But it\u2019s hard to create a buzz by staying quiet. Keep the energy levels high by keeping the conversation going throughout the preboarding and onboarding phase.<\/p>\n<h3>Make introductions<\/h3>\n<p>Meeting new faces is a part of starting a new job. <strong>But not knowing anyone on day one is unsettling.<\/strong> Plus having to cope with an unlimited number of introductions can feel overwhelming. Use onboarding emails to introduce new hires to their immediate team members and other key figures before they start.<\/p>\n<h3>Do the admin<\/h3>\n<p>Getting the paperwork and account admin sorted well in advance of their first day reassures new hires that you\u2019re serious about their appointment. It tells them that you\u2019re organized and efficient. And, with all of the HR boxes ticked and systems set up ahead of their first day, it leaves more time for more meaningful interactions.<\/p>\n<hr \/>\n<p style=\"text-align: center;\"><span style=\"color: #000000;\"><strong> Looking for an eLearning platform to manage onboarding?<br \/>\n<\/strong> Get your new hire up to speed with TalentLMS.<\/span><br \/>\n<span style=\"color: #000000;\">The training platform that users consistently rank #1.<\/span><a href=\"https:\/\/www.talentlms.com\/create\/aff:blog\" target=\"_blank\" rel=\"noopener noreferrer\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-10550\" src=\"https:\/\/www.talentlms.com\/blog\/wp-content\/uploads\/2018\/06\/CTA.png\" alt=\"Create my TalentLMS forever-free account\" width=\"291\" height=\"70\" \/><\/a><\/p>\n<hr \/>\n<h3>Reduce anxiety<\/h3>\n<p>A new job is full of unknowns. And however confident and capable your new hires may be, this can make them feel anxious and even a little insecure about their appointment. Left alone to fester in silence, feelings like these can grow and even <strong>cause new hires to question (or reject) their new role before they\u2019ve even started.<\/strong><\/p>\n<p>Providing information about their schedule and what to expect on their first day, week, and beyond, takes the stress and uncertainty away. And, delivered in a friendly and welcoming tone, it stops these natural but potentially damaging feelings from escalating.<\/p>\n<h3>Share your culture<\/h3>\n<p>Communication isn\u2019t just what you say. It\u2019s also how you say it. The tone and language you use in written content offer insight into your culture and values. And onboarding emails can be an effective way of providing new hires with a taste of your company ethos. This should make them feel more comfortable and prepared on their first day.<\/p>\n<h3>Close the gap<\/h3>\n<p>Whether it\u2019s job, team, or company-related, offering new hires a bit of background detail can help them get them up to speed faster when they take up their post. It also provides them with material they can use to start up conversations and ask more relevant questions when they meet their new colleagues and peers.<\/p>\n<h3>Boost retention and productivity<\/h3>\n<p>Good onboarding equals good business, according to <strong><a href=\"https:\/\/www.talentlms.com\/blog\/new-employee-onboarding-study\/\" target=\"_blank\" rel=\"noopener\">industry research<\/a><\/strong>. 58% of organizations focus onboarding purely on processes and paperwork. It\u2019s a strategy that could explain why a staggering 88% of employees are critical of the onboarding program they experienced.<\/p>\n<p>According to <a href=\"https:\/\/www.glassdoor.com\/employers\/blog\/ongoing-onboarding\/\" target=\"_blank\" rel=\"noopener\">Glassdoo<\/a>r, a stronger, more communicative, and person-centric approach to onboarding improves retention by 82% and productivity by more than 70%.<\/p>\n<h2 id=\"keeping-in-touch-onboarding-email-templates-help\">Keeping in touch: How onboarding email templates can help<\/h2>\n<p>Yes, there are advantages to keeping in touch with new hires during the onboarding process. But there are also challenges associated with doing this. How can an onboarding email template collection help solve those challenges? Let\u2019s take a look.<\/p>\n<h3>Time and resourcing<\/h3>\n<p><em>\u201cMy team doesn\u2019t have time to focus on writing emails\u201d<\/em><\/p>\n<p>Resourcing affects most teams, and HR\u2019s no exception. With a wide remit that spans everything from recruitment and onboarding to development, L&amp;D, and engagement, your HR specialists will have a long list of &#8220;must-have&#8221; tasks to complete. And drafting emails from scratch to simply \u201ctouch base\u201d with new hires during onboarding won\u2019t factor into that list.<\/p>\n<p>An onboarding email template means you can keep in contact with your new intake of employees <strong>without neglecting other priorities<\/strong>. With most of the content already prepared, only a small amount of time needs to be invested to deliver a significant ROI.<\/p>\n<h3>Consistency<\/h3>\n<p><em>\u201cMy onboarding emails won\u2019t all come from the same person. How can I make sure they feel coherent and cohesive?\u201d<\/em><\/p>\n<p>Onboarding outreach doesn\u2019t just rest with your HR team. There are a number of key roles involved at different stages in the process, from recruiter, line manager, and IT support to a buddy and mentor.<\/p>\n<p><strong>Email templates help maintain consistency of messaging<\/strong> and tone irrespective of whose email signature is at the end.<\/p>\n<h3>Accuracy<\/h3>\n<p><em>\u201cThe more emails we send out, the more follow-up questions (and more work) we\u2019ll get.\u201d<\/em><\/p>\n<p><strong>In many ways, silence is a sign of a good email.<\/strong> Because if it has a clear message and contains all of the relevant information, the recipient has no need to reply to clarify or query. Email templates act as a checklist, ensuring that all of the information relevant to the subject matter is included. This helps reduce mistakes, omissions, and other examples of human error.<\/p>\n<h3>Confidence<\/h3>\n<p><em>\u201cMy IT admin doesn\u2019t usually send out external emails and is worried they\u2019ll get it wrong.\u201d<\/em><\/p>\n<p>Some of your email senders may not be familiar with the onboarding process and feel uncertain about how to communicate with someone who\u2019s not officially part of the team. Your IT admin\u2019s a good example of this.<\/p>\n<p>They might want to send your new hire some setup instructions but feel unsure about what to include. There\u2019s also a risk they\u2019ll use overly technical language and forget to include basic but essential information that may be obvious to them but not to your new employee.<\/p>\n<p>With an email onboarding template, <strong>they\u2019ve got a clear structure to work with.<\/strong> And, with much of the content already written, all they need to think about is adding in the factual details.<\/p>\n<h2 id=\"how-use-onboarding-email-template\">How to use an onboarding email template<\/h2>\n<p>Templates are a hugely efficient way of managing ongoing communications. But they are just templates. <strong>They need a human touch to make them truly effective.<\/strong><\/p>\n<p>Here are five ways you can optimize their impact.<\/p>\n<h3>1. Customize them as much as possible<\/h3>\n<p>For example, tweak them to reflect the role and\/or department of your new hire. And tweak the tone by adding unique phrases or words that reflect the culture of your company.<\/p>\n<h3>2. Double-check the details<\/h3>\n<p>Before you press &#8220;send,&#8221; go through your email to make sure you\u2019ve removed and replaced all of the placeholder text. And check that all of the new information you\u2019ve added is correct and complete. A simple slip-up (addressing the email to &#8220;employee name,&#8221; for example) can have a big impact on first impressions.<\/p>\n<h3>3. Be flexible<\/h3>\n<p>Yes, you will save time by using templates, but sometimes only a bespoke email will do. If your new hire has questions about a message received or has emailed you directly, it\u2019s important to craft a unique and specific reply.<\/p>\n<h3>4. Review and update them as needed<\/h3>\n<p>Onboarding is a dynamic process, and your template toolkit should reflect any changes or additions to your program.<\/p>\n<p><em><strong>Tip:<\/strong> If you receive follow-up questions to an email, chances are the template\u2019s not meeting the brief. To prevent ongoing queries, update it to make sure it clearly addresses the questions raised.<\/em><\/p>\n<h3>5. Get the timing right<\/h3>\n<p>Schedule your messaging to sync with key milestones in your new hire\u2019s onboarding calendar. <strong>Sent too soon, and your message will get lost or forgotten.<\/strong> Sent too late, and your new hires will start to get anxious, unsettled, and, in all probability, start to contact you asking for information.<\/p>\n<p>Looking for more training email templates? Download our free customizable samples:<\/p>\n<ul>\n<li><strong><a href=\"https:\/\/www.talentlms.com\/blog\/compliance-training-email-template\/\" target=\"_blank\" rel=\"noopener\">Invitation to compliance training<\/a><\/strong><\/li>\n<li><strong><a href=\"https:\/\/www.talentlms.com\/blog\/training-reminder-email-template\/\" target=\"_blank\" rel=\"noopener\">Reminder to complete a course<\/a><\/strong><\/li>\n<li><strong><a href=\"https:\/\/www.talentlms.com\/blog\/training-announcement-email\/\" target=\"_blank\" rel=\"noopener\">Invitation to a mandatory training session<\/a><\/strong><\/li>\n<li><strong><a href=\"https:\/\/www.talentlms.com\/blog\/live-training-invitation-email-template\/\" target=\"_blank\" rel=\"noopener\">Invitation to a live training session<\/a><\/strong><\/li>\n<li><strong><a href=\"https:\/\/www.talentlms.com\/blog\/training-announcement-template\/\" target=\"_blank\" rel=\"noopener\">Announcement for upcoming training<\/a><\/strong><\/li>\n<li><strong><a href=\"https:\/\/www.talentlms.com\/blog\/cybersecurity-training-email-template\/\" target=\"_blank\" rel=\"noopener\">Invitation to cybersecurity training<\/a><\/strong><\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-19162\" src=\"https:\/\/www.talentlms.com\/blog\/wp-content\/uploads\/2023\/03\/TLMS_20230221_1200x314-1.png\" alt=\"Why use an onboarding email template\" width=\"1200\" height=\"314\" srcset=\"https:\/\/www.talentlms.com\/blog\/wp-content\/uploads\/2023\/03\/TLMS_20230221_1200x314-1.png 1200w, https:\/\/www.talentlms.com\/blog\/wp-content\/uploads\/2023\/03\/TLMS_20230221_1200x314-1-300x79.png 300w, https:\/\/www.talentlms.com\/blog\/wp-content\/uploads\/2023\/03\/TLMS_20230221_1200x314-1-1024x268.png 1024w, https:\/\/www.talentlms.com\/blog\/wp-content\/uploads\/2023\/03\/TLMS_20230221_1200x314-1-768x201.png 768w\" sizes=\"auto, (max-width: 1200px) 100vw, 1200px\" \/><\/p>\n<h2 id=\"download-onboarding-email-template\">Download your onboarding email template<\/h2>\n<p>The following <strong>10 onboarding email templates<\/strong> cover the period from your new hire accepting your offer to their <strong><a href=\"https:\/\/www.talentlms.com\/blog\/guide-new-employee-orientation\/\" target=\"_blank\" rel=\"noopener\">employee orientation<\/a><\/strong> and first few weeks on the job. Some templates have two different versions to accommodate the different messaging required for office-based and remote workers.<\/p>\n<p>To use them, simply download the templates, <strong><a href=\"https:\/\/www.talentlms.com\/blog\/onboarding-kit-for-new-employees\/\" target=\"_blank\" rel=\"noopener\">save in your onboarding toolkit<\/a><\/strong>, and customize them as appropriate before you press &#8220;send&#8221; Or schedule them to be sent on a specific day (guidance around timings is also included).<\/p>\n<h3>Template 1a. Onboarding welcome email (office-based employee)<\/h3>\n<p><strong>What:<\/strong> New hire (office-based) welcome<br \/>\n<strong>When:<\/strong> After they\u2019ve accepted your offer<br \/>\n<strong>Recipients:<\/strong> New hire<br \/>\n<strong>Sender:<\/strong> HR lead or hiring manager<br \/>\n<strong>Brief:<\/strong> To make your new employee feel at ease and come prepared on their first day.<\/p>\n<p><strong>Email subject line:<\/strong> Welcome to <em>[company name]<\/em><\/p>\n<p>Dear <em>[employee name]<\/em>,<\/p>\n<p>Congratulations on your new role and welcome to our team! We\u2019re looking forward to meeting you on your start date, <em>2026<\/em><\/p>\n<p>Your contract is attached. Please sign and date it as soon as is convenient.<\/p>\n<p>Below are some details to help with your orientation on day one. But if you do have any questions, please let me know.<\/p>\n<p>Please arrive at our offices on <em>2026<\/em> at <em>[address]<\/em> by <em>[time]<\/em>. Head to the front desk, and <em>[name of reception person]<\/em> will meet you there. Our dress code is <em>[casual\/business casual\/formal]<\/em>.<\/p>\n<p>Your workstation will be set up and ready for you to use when you arrive (with a few surprise treats to make you feel at home on your first day). Our IT experts will be on hand to help you log on, access your online accounts, and provide any technical support you may need. Please let us know in advance if you need any special equipment or reasonable adjustments, so we can get these ready for you when you start.<\/p>\n<p>We\u2019ve carefully planned your first days to help you settle in properly. You\u2019ll receive details of your onboarding program soon, including your schedule for the first day and the following week. We\u2019ll also be sending you your employment paperwork in advance so you can take your time and read it through before completing it. Again, any questions, I\u2019m here to help.<\/p>\n<p>We\u2019re all excited to meet you, and I look forward to showing you around the office and introducing you to your new colleagues. We hope you will join us for [lunch\/after-work drinks] on your first day.<\/p>\n<p>If you have any questions, please email or call me. I\u2019ll be happy to help.<\/p>\n<p>You will make a big difference to our company, and we\u2019re looking forward to working with you and helping you achieve great things!<\/p>\n<p>Best,<br \/>\n<em>[name]<\/em><br \/>\n<em>[email signature]<\/em><\/p>\n<hr \/>\n<h3>Template 1b. Onboarding welcome email (remote employee)<\/h3>\n<p><strong>What:<\/strong> New hire (remote) welcome<br \/>\n<strong>When:<\/strong> After they\u2019ve accepted your offer<br \/>\n<strong>Recipients:<\/strong> New hire<br \/>\n<strong>Sender:<\/strong> HR lead or hiring manager<br \/>\n<strong>Brief:<\/strong> To make your new employee feel at ease and come prepared on their first day.<\/p>\n<p><strong>Email subject line:<\/strong> Welcome to <em>[company name]<\/em><\/p>\n<p>Dear <em>[employee name]<\/em>,<\/p>\n<p>Congratulations on your new role and welcome to our team! We\u2019re looking forward to meeting you on your start date, <em>2026<\/em><\/p>\n<p>Below are some details to help with your orientation on day one. But if you do have any questions, please let me know.<\/p>\n<p>Our day usually begins at <em>[time]<\/em>, so please be at your desk and ready to take a call at that time on <em>2026<\/em>.<\/p>\n<p>Your workstation (laptop, phone, mouse, keyboard) is already on its way to you. They should arrive on <em>2026<\/em>. Check the post, too, for a few surprise treats we hope will make you feel at home on your first day.<\/p>\n<p>Our IT experts will be available to help you set your workstation up on day one. They\u2019ll also be on hand to help you log on, access your online accounts, and provide any technical support you may need. Please let us know in advance if you need any special equipment or reasonable adjustments, so we can get these ordered, sent out, and set up ready for you when you start.<\/p>\n<p>We\u2019ve carefully planned your first days to help you settle in properly. You\u2019ll receive details of your onboarding program soon, including your schedule for the first day and the following week. Don\u2019t worry! There will be lots of opportunities to meet your new colleagues and team (albeit virtually). Details of this to follow. We\u2019ll also be sending you your employment paperwork in advance so you can take your time and read it through before completing it. Again, any questions, I\u2019m here to help.<\/p>\n<p>We\u2019re all excited to meet you, and I look forward to talking with you and introducing you to your new colleagues.<\/p>\n<p>If you have any questions, please email or call me. I\u2019ll be happy to help.<\/p>\n<p>You will make a big difference to our company, and we\u2019re looking forward to working with you and helping you achieve great things!<\/p>\n<p>Best,<br \/>\n<em>[name]<\/em><br \/>\n<em>[email signature]<\/em><\/p>\n<hr \/>\n<h3>Template 2. Employment paperwork<\/h3>\n<p><strong>What:<\/strong> Employment paperwork<br \/>\n<strong>When:<\/strong> Two to three weeks before the start date<br \/>\n<strong>Recipients:<\/strong> New hire<br \/>\n<strong>Sender:<\/strong> HR<br \/>\n<strong>Brief:<\/strong> To ask new hire to complete and return employment paperwork<\/p>\n<p><strong>Email subject line:<\/strong> Welcome to <em>[company name]<\/em>. What\u2019s next?<\/p>\n<p>Dear <em>[employee name]<\/em>,<\/p>\n<p>I hope you\u2019re well and looking forward to starting your new role as <em>[job title]<\/em> with us on <em>2026<\/em>. We\u2019re looking forward to having you join us!<\/p>\n<p>We want your first day to be about meeting people and settling in. So we\u2019d like to get the paperwork out of the way before then. With this in mind, please complete the attached forms and return them to us by <em>[start date]<\/em>.<\/p>\n<p>We\u2019ll be sending out a more detailed onboarding schedule\u2014including what to expect on your first day\u2014soon. So, please keep an eye on your inbox!<\/p>\n<p>In the meantime, do get in touch if you have any questions.<\/p>\n<p>Best,<br \/>\n<em>[name]<\/em><br \/>\n<em>[email signature]<\/em><\/p>\n<hr \/>\n<h3>Template 3a. Follow-up email for onboarding process (office-based employee)<\/h3>\n<p><strong>What:<\/strong> New hire onboarding schedule<br \/>\n<strong>When:<\/strong> A few weeks before the start date<br \/>\n<strong>Recipients:<\/strong> New hire<br \/>\n<strong>Sender:<\/strong> HR lead or hiring manager<br \/>\n<strong>Brief:<\/strong> To clarify what your new hire can expect on day one<\/p>\n<p><strong>Email subject line:<\/strong> Your first day at <em>[company name]<\/em><\/p>\n<p>Dear <em>[employee name]<\/em>,<\/p>\n<p>Welcome once again to <em>[company name]<\/em>. We\u2019re looking forward to meeting you on <em>[start date]<\/em>. With your start date approaching, attached is a detailed calendar of what you can expect on your first day (and beyond).<\/p>\n<p>We\u2019ve got lots (but not too much!) planned to help you feel at home in the office and in your new team, including:<\/p>\n<ul>\n<li>Time to settle into your desk and familiarize yourself with your workstation<\/li>\n<li>Help setting up your system accounts and any other hardware<\/li>\n<li>A short meeting with your team leader, <em>[name]<\/em><\/li>\n<li>Introduction to your new team<\/li>\n<li>A run-down of the HR basics (policies, company products, and perks). These are included in the Employee Handbook <em>[enclosed\/attached]<\/em>, but this is your chance to ask questions or raise concerns about anything we haven\u2019t covered.<\/li>\n<li>Lunch with your team<\/li>\n<li>Time to yourself so you can: (breathe), explore the company intranet, (breathe), absorb what you\u2019ve learned so far (and breathe).<\/li>\n<li>To help you get to know the company and our people, we\u2019ve arranged your access to our employee directory: <em>[insert link]<\/em><\/li>\n<\/ul>\n<p>Do take a look if you have time. And, to help us get to know you, please take a few minutes to create your own online profile <em>[insert link]<\/em>.<\/p>\n<p>We\u2019re confident that you\u2019ll be a real asset to our company and look forward to welcoming you in person.<\/p>\n<p>Best,<br \/>\n<em>[name]<\/em><br \/>\n<em>[email signature]<\/em><\/p>\n<hr \/>\n<h3>Template 3b. Follow-up email for onboarding process (remote employee)<\/h3>\n<p><strong>What:<\/strong> New hire onboarding schedule<br \/>\n<strong>When:<\/strong> A few weeks before the start date<br \/>\n<strong>Recipients:<\/strong> New hire<br \/>\n<strong>Sender:<\/strong> HR lead or hiring manager<br \/>\n<strong>Brief:<\/strong> To clarify what your new hire can expect on day one<\/p>\n<p><strong>Email subject line:<\/strong> Your first day at <em>[company name]<\/em><\/p>\n<p>Dear <em>[employee name]<\/em>,<\/p>\n<p>Welcome once again to <em>[company name]<\/em>. We\u2019re looking forward to talking with you on [start date]. With your start date approaching, attached is a detailed schedule of what you can expect on your first day (and beyond).<\/p>\n<p>We\u2019ve got lots (but not too much!) planned to help you feel at home in the office and in your new team, including:<\/p>\n<ul>\n<li>Time to settle into your desk and familiarize yourself with your workstation<\/li>\n<li>Help setting up your system accounts and any other hardware<\/li>\n<li>A short video call with your team leader, <em>[name]<\/em><\/li>\n<li>A video call with your new team<\/li>\n<li>A video call with our HR team to go through the HR basics (policies, company products, and perks). These are included in the Employee Handbook <em>[enclosed\/attached]<\/em>, but this is your chance to ask questions or raise concerns about anything we haven\u2019t covered.<\/li>\n<li>Time to yourself so you can: (breathe), explore the company intranet, (breathe), absorb what you\u2019ve learned so far (and breathe).<\/li>\n<\/ul>\n<p>To help you get to know the company and our people, we\u2019ve arranged your access to our employee directory: <em>[insert link]<\/em><\/p>\n<p>Do take a look if you have time. And, to help us get to know you, please take a few minutes to create your own online profile <em>[insert link]<\/em>.<\/p>\n<p>We\u2019re confident that you\u2019ll be a real asset to our company and look forward to welcoming you in person.<\/p>\n<p>Best,<br \/>\n<em>[name]<\/em><br \/>\n<em>[email signature]<\/em><\/p>\n<hr \/>\n<h3>Template 4. New hire line manager welcome<\/h3>\n<p><strong>What:<\/strong> New hire line manager welcome and buddy introduction<br \/>\n<strong>When:<\/strong> A week before the start date<br \/>\n<strong>Recipients:<\/strong> New hire<br \/>\n<strong>Sender:<\/strong> Line manager<br \/>\n<strong>Brief:<\/strong> To open up a connection between your new employee and their supervisor and to introduce their buddy.<\/p>\n<p><strong>Email subject line:<\/strong> Welcome to our team!<\/p>\n<p>Dear <em>[employee name]<\/em>,<\/p>\n<p>Welcome on board! It was a pleasure meeting you during the hiring process, and I\u2019m very much looking forward to you joining our <em>[team name]<\/em> team here at <em>[company name]<\/em>. I\u2019ll be your team leader and am delighted to have you (with your background, skills, and enthusiasm) on our team. Your role is an important one, and I know you will be a great asset and help us achieve great things.<\/p>\n<p>Ours is a strong and effective team. We play a big role in <em>[contribution to the company]<\/em>, and we appreciate the value each of our members (including you!) brings to this.<\/p>\n<p>On your first day, we\u2019ll have time to meet and talk further about your role, our team, your goals, and anything you\u2019d like to discuss. We\u2019ll also run through your orientation plan for the first month.<\/p>\n<p>We\u2019re all here to support you over the coming months, but <em>[employee name]<\/em>, who works as a <em>[job title]<\/em> in our team, will be your designated buddy. <em>[Employee name]<\/em> has worked in our team for [duration] and is here to help you informally in any way <em>[he\/she\/they]<\/em> can. <em>[He is\/She is\/They are]<\/em> looking forward to getting to know you.<\/p>\n<p>The rest of our team is looking forward to meeting you, too, working with you, and learning from you over the coming months.<\/p>\n<p>In the meantime, if you have any questions, please email or call me at <em>[phone number]<\/em>. I\u2019ll be happy to help.<\/p>\n<p>Best,<br \/>\n<em>[name]<\/em><br \/>\n<em>[email signature]<\/em><\/p>\n<hr \/>\n<h3>Template 5. New hire company announcement<\/h3>\n<p><strong>What:<\/strong> New hire company announcement<br \/>\n<strong>When:<\/strong> A few days before the start date.<br \/>\n<strong>Recipients:<\/strong> Company-wide<br \/>\n<strong>Sender:<\/strong> HR lead<br \/>\n<strong>Brief:<\/strong> A short and accessible ice-breaker introducing your new employee<\/p>\n<p><strong>Email subject line:<\/strong> Welcoming <em>[employee name]<\/em> to <em>[company name\/department name]<\/em><\/p>\n<p>Hi all,<\/p>\n<p>I\u2019m excited to announce that <em>[full employee name]<\/em> will be joining us as <em>[job title]<\/em> on <em>[start date.]<\/em><\/p>\n<p><em>[Employee first name]<\/em> comes to us from <em>[company name\/university name]<\/em> where <em>[he\/she\/they] [worked as\/studied] [employment or academic background.]<\/em><\/p>\n<p><em>[He\/she\/they]<\/em> will be working in our <em>[department name\/team name]<\/em> and responsible for <em>[job description\/job responsibilities.]<\/em><\/p>\n<p>Please welcome <em>[employee name]<\/em> to the <em>[company\/team!]<\/em><\/p>\n<p>Best<br \/>\n<em>[name]<\/em><br \/>\n<em>[email signature]<\/em><\/p>\n<hr \/>\n<h3>Email template 6. Invitation to log into the company LMS<\/h3>\n<p><strong>What:<\/strong> Invitation to log into the company\u2019s Learning Management System<br \/>\n<strong>When:<\/strong> First week<br \/>\n<strong>Recipients:<\/strong> New hire<br \/>\n<strong>Sender:<\/strong> HR<br \/>\n<strong>Brief:<\/strong> To engage your new hire with the Learning Management System<\/p>\n<p><strong>Email subject line:<\/strong> Log in now! Your L&amp;D journey starts here<\/p>\n<p>Dear <em>[employee name]<\/em>,<\/p>\n<p>Welcome again to <em>[name of company]<\/em>!\u00a0We\u2019re really happy to have you with us.<\/p>\n<p>As part of your onboarding, please make time <em>[today\/this week\/this month]<\/em> to log into our online training platform [name of platform and hyperlink if appropriate], which you can use to manage and track all of your L&amp;D.<\/p>\n<p>To log in, go to <em>[insert link]<\/em> and <em>[sign in using your work email and password\/create an account and password.]<\/em><\/p>\n<p>Finding your way around the platform should be straightforward. But, if you do have questions, you can call <em>[customer support number]<\/em>, email <em>[support email address]<\/em>, or refer to <em>[the user guide attached\/user guide available online \u2014 insert hyperlink.]<\/em><\/p>\n<p>Best,<br \/>\n<em>[name] <\/em><br \/>\n<em>[email signature]<\/em><\/p>\n<hr \/>\n<h3>Email template 7. Invitation to set up IT accounts<\/h3>\n<p><strong>What:<\/strong> Invitation to set up IT accounts<br \/>\n<strong>When:<\/strong> First day\/week<br \/>\n<strong>Recipients:<\/strong> New hire<br \/>\n<strong>Sender:<\/strong> IT admin<br \/>\n<strong>Brief:<\/strong> To ensure your new hire has access to the relevant IT systems<\/p>\n<p><strong>Email subject line:<\/strong> How to set up your IT accounts<\/p>\n<p>Dear <em>[employee name]<\/em>,<\/p>\n<p>Welcome again to <em>[name of company]<\/em>! I hope you\u2019re settling in well.<\/p>\n<p>As part of your onboarding program, I\u2019ve attached a simple guide you can use to set up your IT accounts.<\/p>\n<p>All of the information you need should be included in the documentation. But if you do have questions, our IT team can help. To get in touch, you can call <em>[IT support number]<\/em> or email <em>[IT support email address.]<\/em><\/p>\n<p>Similarly, if you need access to an account that\u2019s not covered in the guide, please let us know.<\/p>\n<p>Best,<br \/>\n<em>[name] <\/em><br \/>\n<em>[email signature]<\/em><\/p>\n<hr \/>\n<h3>Email template 8. Mandatory training announcement: In-person training<\/h3>\n<p><strong>What:<\/strong> Mandatory training announcement<br \/>\n<strong>When:<\/strong> First month<br \/>\n<strong>Recipients:<\/strong> New hire<br \/>\n<strong>Sender:<\/strong> HR<br \/>\n<strong>Brief:<\/strong> To invite your new hire to complete in-person, mandatory training<\/p>\n<p><strong>Email subject line:<\/strong> Training invitation: <em>[Name of training course]<\/em>. Save the date!<\/p>\n<p>Dear <em>[employee name]<\/em>,<\/p>\n<p>We hope you\u2019re settling into your new role and new team. As part of your onboarding program, we\u2019re hosting a <em>[name of course]<\/em> on <em>2026<\/em>, from <em>[start time]<\/em> to <em>[end time]<\/em>, which you should attend. Please save the date in your calendar. The training will take place <em>[location]<\/em>.<\/p>\n<p>The goal of this training is to <em>[XYZ]<\/em>. After completing the course, you&#8217;ll have learned how to <em>[skills\/knowledge achieved]<\/em>.<\/p>\n<p>It\u2019s essential that we all complete this training. By doing so, you can help create and maintain a <em>[fair\/safe\/ethical\/compliant\/secure]<\/em> environment for us all.<\/p>\n<p>If you have any special requirements or adjustments, please let me know.<br \/>\nThank you in advance for your commitment to <em>[XYZ]<\/em>.<\/p>\n<p>I look forward to seeing you there.<br \/>\n<em>[name]<\/em><br \/>\n<em>[email signature]<\/em><\/p>\n<hr \/>\n<h3>Email template 9. Mandatory training announcement: Live virtual training<\/h3>\n<p><strong>What:<\/strong> Mandatory training announcement<br \/>\n<strong>When:<\/strong> First month<br \/>\n<strong>Recipients:<\/strong> New hire<br \/>\n<strong>Sender:<\/strong> HR<br \/>\n<strong>Brief:<\/strong> To invite your new hire to complete live virtual mandatory training<\/p>\n<p><strong>Email subject line:<\/strong> Training invitation: <em>[Name of training course]<\/em>. Save the date!<\/p>\n<p>Dear <em>[employee name]<\/em>,<\/p>\n<p>We hope you\u2019re settling into your new role and new team. As part of your onboarding program, we\u2019re hosting a <em>[name of course]<\/em> on <em>2026<\/em>, from <em>[start time]<\/em> to <em>[end time]<\/em>, and would like you to attend. Please save the date in your calendar.<\/p>\n<p>The training will take place virtually. An email with joining details (link and password) will be sent nearer the time.<\/p>\n<p>The aim of this training is to <em>[XYZ]<\/em>. And by the end of the course, you&#8217;ll have learned how to [skills\/knowledge achieved].<\/p>\n<p>It\u2019s essential that we all complete this training. By doing so, you can help create and maintain a <em>[fair\/safe\/ethical\/compliant\/secure] <\/em>environment for us all.<\/p>\n<p>Thank you in advance for your commitment to <em>[XYZ]<\/em>.<br \/>\n<em>[name]<\/em><br \/>\n<em>[email signature]<\/em><\/p>\n<hr \/>\n<h3>Email template 10. Mandatory training announcement: Online, synchronous training<\/h3>\n<p><strong>What:<\/strong> Mandatory training announcement<br \/>\n<strong>When:<\/strong> First month<br \/>\n<strong>Recipients:<\/strong> New hire<br \/>\n<strong>Sender:<\/strong> HR<br \/>\n<strong>Brief:<\/strong> To invite your new hire to complete online, synchronous, mandatory training<\/p>\n<p><strong>Email subject line:<\/strong> Training invitation: <em>[Name of training course]<\/em><\/p>\n<p>Dear <em>[employee name]<\/em>,<\/p>\n<p>We hope you\u2019re settling into your new role and new team. As part of your onboarding program, you&#8217;re invited to complete a <em>[name\/topic of course]<\/em> course. This is an online course and will take approximately <em>[duration]<\/em> to complete.<\/p>\n<p>The aim of this training is to <em>[XYZ]<\/em>. And by the end of the course, you&#8217;ll have learned how to <em>[skills\/knowledge achieved]<\/em>.<\/p>\n<p>To access the training, please go to <em>[link\/website]<\/em> and enter the following details:<\/p>\n<ul>\n<li>Username: <em>[username]<\/em><\/li>\n<li>Password: <em>[password]<\/em><\/li>\n<\/ul>\n<p>To help meet our deadlines, please complete this course by <em>2026<\/em>.<\/p>\n<p>It\u2019s essential that we all complete this training. By doing so, you can help create and maintain a <em>[fair\/safe\/ethical\/compliant\/secure]<\/em> environment for us all.<\/p>\n<p>Thank you in advance for your commitment to <em>[XYZ]<\/em>.<br \/>\n<em>[name]<\/em><br \/>\n<em>[email signature]<\/em><\/p>\n<hr \/>\n<p style=\"text-align: center;\"><strong>Download our onboarding email template.<\/strong><br \/>\nFill in the details and reach out to your learners in just a few clicks.<br \/>\n<a href=\"https:\/\/www.talentlms.com\/blog\/wp-content\/uploads\/2023\/03\/Onboarding-toolkit_-email-templates.docx\" rel=\"noopener noreferrer\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-11887\" src=\"https:\/\/www.talentlms.com\/blog\/wp-content\/uploads\/2019\/01\/grab-your-copy-button.png\" alt=\"Grab your copy\" width=\"363\" height=\"121\" srcset=\"https:\/\/www.talentlms.com\/blog\/wp-content\/uploads\/2019\/01\/grab-your-copy-button.png 600w, https:\/\/www.talentlms.com\/blog\/wp-content\/uploads\/2019\/01\/grab-your-copy-button-300x100.png 300w\" sizes=\"auto, (max-width: 363px) 100vw, 363px\" \/><\/a><\/p>\n<hr \/>\n<h2>Creating a successful onboarding strategy with the right resources<\/h2>\n<p>An onboarding email template is just one way of simplifying but optimizing the onboarding experience. There are lots of standalone tools, apps, and online resources you can use to design and deliver your onboarding program.<\/p>\n<p>An <strong><a href=\"https:\/\/www.talentlms.com\/solutions\/onboarding-training-software\" target=\"_blank\" rel=\"noopener\">onboarding platform<\/a><\/strong>, for example, is a good way of <strong><a href=\"https:\/\/www.talentlms.com\/blog\/simplify-onboarding-process-talentlms\/\" target=\"_blank\" rel=\"noopener\">providing structure and support<\/a><\/strong> for other elements of onboarding, such as training and data management and migration. But whatever resources you choose, the underlying message is:<\/p>\n<p><em>The more help you can get to maximize impact with minimal input, the better.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>During the recruitment process, HR and hiring managers are in regular contact with candidates. But once a job offer\u2019s been accepted, behind-the-scenes preparations for onboarding start to take over. And communication tends to drop off. Reverting to radio science at this stage may deem like a practical way of prioritizing resources. But focusing purely on [&hellip;]<\/p>\n","protected":false},"author":60,"featured_media":19161,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[221],"tags":[9879,9884,113],"class_list":["post-19157","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-instructional-design","tag-hiring","tag-hr","tag-online-employee-onboarding"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.9 (Yoast SEO v26.9) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>New Hire Onboarding Email Template [10 Free, Downloadable Examples]<\/title>\n<meta name=\"description\" content=\"Welcoming new hires needs careful planning. Great communication from the very beginning is key. 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