A well-organized and thoughtful onboarding process sets new hires up for success and prevents first-day no-shows. Onboarding emails not only provide essential information but also help new employees feel welcome and confident as they prepare to start their new jobs. By continuing the momentum established during the hiring process, you’re ensuring that your new hires are engaged, informed, and ready to contribute from day one.
However, crafting detailed onboarding emails for each new hire can be time-consuming. To help streamline your onboarding process and save valuable time, we’ve created a series of new hire onboarding email templates. These templates cover everything from start date instructions to first-week check-ins, providing structure while allowing for customization to fit your company’s culture and needs.
When writing onboarding emails, begin with a warm and personalized greeting, welcoming the new hire to the team. Include all relevant logistical details such as start date, arrival time, and location, as well as any paperwork or materials they need to complete. Throughout your communication, maintain an encouraging and supportive tone to reinforce that you are there to help them through the transition and are genuinely excited about them joining your team. Finally, ensure that your new hire knows who to contact if they have any questions leading up to their first day.
Onboard is a critical—and often overlooked stage in the hiring process. You need to provide new hires with all the information they need to feel confident in their decision to join your team while ensuring they complete the necessary paperwork to formally become an employee.
To help you with this, we’ve created multiple new hire onboarding templates you can use to transition a great candidate, to a new hire, to a happy and engaged employee.
Subject Line: Congratulations! Your offer from [COMPANY NAME] 🎉
Hi [CANDIDATE NAME],
Congratulations! We are thrilled to offer you the [JOB TITLE] position at [COMPANY NAME]. We believe that you’ll be a great fit for our team and are excited to see what you can achieve.
Here are the details of your offer:
Position: [JOB TITLE]
Start Date: [START DATE]
Salary/Wage: [SALARY OR WAGE]
Benefits: [LIST BENEFITS]
Please review the attached offer letter, which includes more information on your compensation package, benefits, and next steps. We’d love to hear from you by [DEADLINE] with your decision.
If you have any questions or need further clarification, please don’t hesitate to reach out.
We’re looking forward to welcoming you aboard!
Best,
[RECRUITER NAME]
Subject Line: Welcome to [COMPANY NAME]!
Hi [CANDIDATE NAME],
I’m thrilled to confirm that we’ve received your acceptance for the [JOB TITLE] position at [COMPANY NAME]! Welcome aboard—we’re excited to have you on the team.
Our HR team will reach out soon with additional details about your onboarding process and first-day preparations. If you have any questions in the meantime, please don’t hesitate to contact me.
Looking forward to working with you!
Best,
[RECRUITER NAME]
Subject Line: Next steps: Background check for the [JOB TITLE] role at [COMPANY NAME]
Hi [CANDIDATE NAME],
We’re excited to move forward with the next step for the [JOB TITLE] position at [COMPANY NAME]. As part of our standard process, we will be conducting a pre-employment background check.
Please follow this link to provide the necessary information: [LINK TO BACKGROUND CHECK]
Once the background check is complete, we will be in touch to confirm your start date and discuss any final details.
If you have any questions or concerns about this process, please don’t hesitate to reach out. We’re looking forward to completing this final step and welcoming you to the team!
Best,
[RECRUITER NAME]
Subject Line: Your background check is complete ✅!
Hi [CANDIDATE NAME],
We’re happy to let you know that we’ve completed your background check for the [JOB TITLE] position at [COMPANY NAME].
We will reach out shortly to start the onboarding process and confirm your start date. In the meantime, if you have any questions, please feel free to reach out.
Looking forward to seeing you soon!
Best,
[RECRUITER NAME]
Subject Line: Exciting news! Please welcome [NEW HIRE NAME]
Hi [DEPARTMENT NAME] team,
I’m excited to announce that [NEW HIRE NAME] will be joining your team in the [JOB TITLE] position, starting on [START DATE]. [NEW HIRE NAME] brings a wealth of experience in [SKILLS/EXPERTISE], and we’re thrilled to have them on board.
Please join me in welcoming [NEW HIRE NAME]!
Best,
[RECRUITER/HIRING MANAGER NAME]
Subject Line: Welcome to [COMPANY NAME]—Let's start with your paperwork 📋!
Hi [NEW HIRE NAME],
Welcome to the [COMPANY NAME] team! We’re excited to have you join us in the [JOB TITLE] position. Before your start date on [START DATE], there are a few important documents we’ll need you to complete.
Here’s a checklist of the paperwork that needs to be filled out:
Please complete these documents by [DEADLINE]. Once you’ve finished, you can upload them to [HRIS PORTAL NAME] or email them directly to [CONTACT EMAIL].
If you have any questions or need assistance with any of the forms, don’t hesitate to reach out.
We’re here to help make this process as smooth as possible.
Looking forward to having you on the team!
Best,
[HR/RECRUITER NAME]
Subject Line: See you on [START DATE] for your first day 🎉
Hi [NEW HIRE NAME],
Welcome to the [COMPANY NAME] family! We are excited to have you join us in the [JOB TITLE] position. We’ve prepared everything to ensure you’re ready to go on [START DATE].
Here’s what you need to know for your first day:
***INCLUDE OTHER RELEVANT DETAILS AS NEEDED***
If you have any questions before your start date, please feel free to reach out. We’re looking forward to you joining us and are here to help every step of the way!
Best,
[HR/RECRUITER NAME]
Subject Line: Please share your feedback on your onboarding experience
Hi [NEW HIRE NAME],
Welcome once again to [COMPANY NAME]! We hope your first few days with us have been smooth and enjoyable. To help us continuously improve our onboarding process, we would love your feedback.
Please take a few minutes to complete our onboarding survey: [LINK TO SURVEY]
We’re interested in learning about:
Your feedback is invaluable to us as we work to make the onboarding experience as seamless as possible for everyone who joins [COMPANY NAME]. Thank you for your time, and we look forward to your input!
Best,
[HR/RECRUITER NAME]
Subject Line: How did your first week go?
Hi [NEW HIRE NAME],
I hope your experience at [COMPANY NAME] is off to a great start! I wanted to see how things are going so far and make sure you’re settling in comfortably.
If you have any questions, concerns, or feedback about your onboarding experience, your role, or anything else, please feel free to reach out. We want to make sure you have everything you need to succeed in your new position.
Looking forward to hearing how things are going and helping you along the way!
Best,
[HR/RECRUITER NAME]
Here are additional details about the new hire onboarding email templates and how best to incorporate them into your onboarding strategy.
These new hire email templates are designed for candidates who have successfully completed the recruiting process and are now preparing to join your organization. Once a candidate accepts your offer, they should receive a series of official onboarding emails, covering everything from pre-start instructions to post-start check-ins. Additionally, after their start date, it’s helpful to send regular surveys and check-in emails to ensure they feel supported and ready to thrive in their new role.
Successful onboarding goes beyond just sending emails; it’s about creating a seamless experience that makes new hires feel welcomed and well-prepared. Here are some essential tips for a smooth transition:
While copy-pasting templates into your email software can be straightforward, it can also become repetitive and inefficient, especially when managing multiple new hires. Additionally, sending impersonal or incorrect emails can leave a negative impression and hinder the onboarding experience.
Sense allows you to automate this process, enabling you to personalize onboarding emails for each new hire. By uploading your onboarding templates to Sense, you can automate your communications and focus on delivering a great first impression. This will save valuable time while ensuring consistency and professionalism throughout the onboarding process.
Simply upload your new hire onboarding templates to the Sense platform, and it will automatically send the right messages to the right new hire at the right time. Sense helps recruiters and HR teams save time while fostering stronger relationships with talent. With AI-powered automation, Sense makes for a smoother onboarding experience and better overall candidate engagement.
For more insights on building an effective talent email strategy, explore these resources from the Sense team:
New hire onboarding emails are a key element of your broader engagement strategy. When sent from a robust AI-powered Talent Engagement Platform like Sense, you can create a seamless and supportive experience for new hires that sets them up for success. To learn more about how Sense elevates end-to-end talent engagement, schedule a demo with our team today.
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A well-organized and thoughtful onboarding process sets new hires up for success and prevents first-day no-shows. Onboarding emails not only provide essential information but also help new employees feel welcome and confident as they prepare to start their new jobs. By continuing the momentum established during the hiring process, you’re ensuring that your new hires are engaged, informed, and ready to contribute from day one.
However, crafting detailed onboarding emails for each new hire can be time-consuming. To help streamline your onboarding process and save valuable time, we’ve created a series of new hire onboarding email templates. These templates cover everything from start date instructions to first-week check-ins, providing structure while allowing for customization to fit your company’s culture and needs.
When writing onboarding emails, begin with a warm and personalized greeting, welcoming the new hire to the team. Include all relevant logistical details such as start date, arrival time, and location, as well as any paperwork or materials they need to complete. Throughout your communication, maintain an encouraging and supportive tone to reinforce that you are there to help them through the transition and are genuinely excited about them joining your team. Finally, ensure that your new hire knows who to contact if they have any questions leading up to their first day.
Onboard is a critical—and often overlooked stage in the hiring process. You need to provide new hires with all the information they need to feel confident in their decision to join your team while ensuring they complete the necessary paperwork to formally become an employee.
To help you with this, we’ve created multiple new hire onboarding templates you can use to transition a great candidate, to a new hire, to a happy and engaged employee.
Subject Line: Congratulations! Your offer from [COMPANY NAME] 🎉
Hi [CANDIDATE NAME],
Congratulations! We are thrilled to offer you the [JOB TITLE] position at [COMPANY NAME]. We believe that you’ll be a great fit for our team and are excited to see what you can achieve.
Here are the details of your offer:
Position: [JOB TITLE]
Start Date: [START DATE]
Salary/Wage: [SALARY OR WAGE]
Benefits: [LIST BENEFITS]
Please review the attached offer letter, which includes more information on your compensation package, benefits, and next steps. We’d love to hear from you by [DEADLINE] with your decision.
If you have any questions or need further clarification, please don’t hesitate to reach out.
We’re looking forward to welcoming you aboard!
Best,
[RECRUITER NAME]
Subject Line: Welcome to [COMPANY NAME]!
Hi [CANDIDATE NAME],
I’m thrilled to confirm that we’ve received your acceptance for the [JOB TITLE] position at [COMPANY NAME]! Welcome aboard—we’re excited to have you on the team.
Our HR team will reach out soon with additional details about your onboarding process and first-day preparations. If you have any questions in the meantime, please don’t hesitate to contact me.
Looking forward to working with you!
Best,
[RECRUITER NAME]
Subject Line: Next steps: Background check for the [JOB TITLE] role at [COMPANY NAME]
Hi [CANDIDATE NAME],
We’re excited to move forward with the next step for the [JOB TITLE] position at [COMPANY NAME]. As part of our standard process, we will be conducting a pre-employment background check.
Please follow this link to provide the necessary information: [LINK TO BACKGROUND CHECK]
Once the background check is complete, we will be in touch to confirm your start date and discuss any final details.
If you have any questions or concerns about this process, please don’t hesitate to reach out. We’re looking forward to completing this final step and welcoming you to the team!
Best,
[RECRUITER NAME]
Subject Line: Your background check is complete ✅!
Hi [CANDIDATE NAME],
We’re happy to let you know that we’ve completed your background check for the [JOB TITLE] position at [COMPANY NAME].
We will reach out shortly to start the onboarding process and confirm your start date. In the meantime, if you have any questions, please feel free to reach out.
Looking forward to seeing you soon!
Best,
[RECRUITER NAME]
Subject Line: Exciting news! Please welcome [NEW HIRE NAME]
Hi [DEPARTMENT NAME] team,
I’m excited to announce that [NEW HIRE NAME] will be joining your team in the [JOB TITLE] position, starting on [START DATE]. [NEW HIRE NAME] brings a wealth of experience in [SKILLS/EXPERTISE], and we’re thrilled to have them on board.
Please join me in welcoming [NEW HIRE NAME]!
Best,
[RECRUITER/HIRING MANAGER NAME]
Subject Line: Welcome to [COMPANY NAME]—Let's start with your paperwork 📋!
Hi [NEW HIRE NAME],
Welcome to the [COMPANY NAME] team! We’re excited to have you join us in the [JOB TITLE] position. Before your start date on [START DATE], there are a few important documents we’ll need you to complete.
Here’s a checklist of the paperwork that needs to be filled out:
Please complete these documents by [DEADLINE]. Once you’ve finished, you can upload them to [HRIS PORTAL NAME] or email them directly to [CONTACT EMAIL].
If you have any questions or need assistance with any of the forms, don’t hesitate to reach out.
We’re here to help make this process as smooth as possible.
Looking forward to having you on the team!
Best,
[HR/RECRUITER NAME]
Subject Line: See you on [START DATE] for your first day 🎉
Hi [NEW HIRE NAME],
Welcome to the [COMPANY NAME] family! We are excited to have you join us in the [JOB TITLE] position. We’ve prepared everything to ensure you’re ready to go on [START DATE].
Here’s what you need to know for your first day:
***INCLUDE OTHER RELEVANT DETAILS AS NEEDED***
If you have any questions before your start date, please feel free to reach out. We’re looking forward to you joining us and are here to help every step of the way!
Best,
[HR/RECRUITER NAME]
Subject Line: Please share your feedback on your onboarding experience
Hi [NEW HIRE NAME],
Welcome once again to [COMPANY NAME]! We hope your first few days with us have been smooth and enjoyable. To help us continuously improve our onboarding process, we would love your feedback.
Please take a few minutes to complete our onboarding survey: [LINK TO SURVEY]
We’re interested in learning about:
Your feedback is invaluable to us as we work to make the onboarding experience as seamless as possible for everyone who joins [COMPANY NAME]. Thank you for your time, and we look forward to your input!
Best,
[HR/RECRUITER NAME]
Subject Line: How did your first week go?
Hi [NEW HIRE NAME],
I hope your experience at [COMPANY NAME] is off to a great start! I wanted to see how things are going so far and make sure you’re settling in comfortably.
If you have any questions, concerns, or feedback about your onboarding experience, your role, or anything else, please feel free to reach out. We want to make sure you have everything you need to succeed in your new position.
Looking forward to hearing how things are going and helping you along the way!
Best,
[HR/RECRUITER NAME]
Here are additional details about the new hire onboarding email templates and how best to incorporate them into your onboarding strategy.
These new hire email templates are designed for candidates who have successfully completed the recruiting process and are now preparing to join your organization. Once a candidate accepts your offer, they should receive a series of official onboarding emails, covering everything from pre-start instructions to post-start check-ins. Additionally, after their start date, it’s helpful to send regular surveys and check-in emails to ensure they feel supported and ready to thrive in their new role.
Successful onboarding goes beyond just sending emails; it’s about creating a seamless experience that makes new hires feel welcomed and well-prepared. Here are some essential tips for a smooth transition:
While copy-pasting templates into your email software can be straightforward, it can also become repetitive and inefficient, especially when managing multiple new hires. Additionally, sending impersonal or incorrect emails can leave a negative impression and hinder the onboarding experience.
Sense allows you to automate this process, enabling you to personalize onboarding emails for each new hire. By uploading your onboarding templates to Sense, you can automate your communications and focus on delivering a great first impression. This will save valuable time while ensuring consistency and professionalism throughout the onboarding process.
Simply upload your new hire onboarding templates to the Sense platform, and it will automatically send the right messages to the right new hire at the right time. Sense helps recruiters and HR teams save time while fostering stronger relationships with talent. With AI-powered automation, Sense makes for a smoother onboarding experience and better overall candidate engagement.
For more insights on building an effective talent email strategy, explore these resources from the Sense team:
New hire onboarding emails are a key element of your broader engagement strategy. When sent from a robust AI-powered Talent Engagement Platform like Sense, you can create a seamless and supportive experience for new hires that sets them up for success. To learn more about how Sense elevates end-to-end talent engagement, schedule a demo with our team today.
