Onboarding email templates
Preboarding, first-day, and first-90-days emails that help new hires settle in. 8 free templates, each with two versions, subject lines, compliance notes, and a branded PDF.
The emails a new hire receives between accepting an offer and finishing their first month shape whether they stay. Silence after a signed offer makes people nervous. A clear welcome, first-day details, and a manager who checks in at day 30 make them confident.
These onboarding templates follow the sequence in our complete onboarding guide, from the preboarding welcome to the end of an introductory period. The Form I-9 reminder reflects the federal deadlines: Section 1 by the first day of work and Section 2 within three business days. If your team sends these manually, onboarding software can trigger most of them automatically.
8 onboarding templates
New hire welcome
A warm welcome from the manager a week before day one, with the plan for the first week.
First day instructions
Exact time, place, parking, what to bring, and who to ask for on day one.
New employee announcement
Introduce a new hire to the team or company so people know who they are and how to welcome them.
IT and equipment setup request
Ask IT and facilities for laptops, accounts, badges, and access early enough that day one works.
Onboarding buddy introduction
Introduce a new hire to their peer buddy and explain what the buddy is for.
Form I-9 documents reminder
Remind new hires of Form I-9 deadlines and their choice of documents, without overstepping.
New hire 30-day check-in
A manager or HR check-in at the end of the first month to catch problems early.
Introductory period completion
Confirm that a new hire has completed their introductory or probationary period, without changing at-will status.
Before you send any onboarding email
These checks apply to every template in this category. They take a minute and prevent the mistakes we see most often.
- The start date, time, and address match the offer letter and the manager's calendar.
- Form I-9 instructions point to the official document list without naming specific documents.
- The manager and the buddy have seen the message and know their part.
- Portal links work from a personal email account, since the new hire has no company login yet.
- Nothing asks a nonexempt new hire to do unpaid work before day one.
A to Z: onboarding
First day instructions Form I-9 documents reminder Introductory period completion IT and equipment setup request New employee announcement New hire 30-day check-in New hire welcome Onboarding buddy introduction
Onboarding email FAQ
When should onboarding emails start?
Who should send onboarding emails, HR or the manager?
How long should onboarding last?
Templates for your industry
HealthcareRetailManufacturingHospitality and restaurantsTechnologyConstructionLogistics and transportation
Other template categories
Recruiting and hiringCompany announcementsBenefits, leave, and time offPay and compensationPerformance and developmentEmployee relationsOffboarding
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