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Three New Hire Email Templates for Better Employee Onboarding

Ross Simons

Ross Simons

Director of Inbound Marketing
three email templates for new hire onboarding

Starting a new job is scary enough. Going in cold, with no idea what to expect, can be downright terrifying. Easing first-day jitters is just one of the many reasons why it’s so important to communicate with new hires before they start work and throughout the onboarding process.

A well-timed and thoughtfully worded email can soften the landing for new employees and, crucially for your organization, accelerate their journey toward becoming fully productive, satisfied contributors.

Take inspiration from the following email templates for your onboarding communications. (Feel free to “borrow” as much as you need.) We designed these for you to send to your new hires a little before the first day of work, on the first day, and a little later.

Keep in mind: These onboarding email templates assume your company has a new-hire onboarding portal or microsite. Your onboarding microsite should contain everything a new hire needs to get settled, from introductions to coworkers to benefits enrollment information to critical software downloads. These emails can serve as “teasers” for your comprehensive onboarding portal.

Related: Three free Open Enrollment email templates. Get them here →

1. Pre-Boarding Email (Before the First Day of Work)

Send this email a week or so before your new hires start work at your company. Your objective should be to let new hires know that your company has their backs as they start their new jobs and to inform them of the steps they can take ahead of time to ensure day one goes smoothly.

Subject line: Can’t Wait to See You! Here’s Your Personalized Portal Link

Hi [Name],

Everyone here is thrilled you’ll be joining our team on [start date]!

I hope you’re as excited to get to know us as we are you. But I also understand that starting a new job can be intimidating, and I want you to know that we’re all dedicated to making your transition as smooth as possible.

If you have any specific questions before you start, feel free to reply to this email. I also encourage you to check out your personalized onboarding portal [link here]. There, you’ll find answers to most of your questions, such as: [customize these questions for your organization]

  • How will my first day go?
  • Where do I park?
  • How do I get set up with technology?
  • Who do I report to?

If you want to get a jumpstart on your first day, there are a few things you can take care of now through your onboarding portal, such as reviewing your benefits options and accessing your employee email. [Customize these for your organization, as well.] It’s totally up to you, but, the sooner we get these administrative necessities out of the way, the sooner you’ll be able to dive into your new role.

I look forward to seeing you and speaking more on [start date]! Again, please don’t hesitate to reach out with any questions.

Best regards,


2. Day-Of Email

This email should be waiting for new hires on their first day of work. It serves primarily to remind the employee of the existence of the onboarding portal.

Subject line: Welcome Aboard! Start Your Day Here

Hi [Name],

I wanted to be the first to welcome you as an official member of the [company name] family. We’re going to accomplish great things together!

If you haven’t already, you might want to start your day by visiting your personalized onboarding portal [link here]. Think of your portal as a sort of basecamp that you’ll be returning to frequently as you get acclimated over the next few days.

Your onboarding portal is where you’ll get the information you need to choose your benefits, learn about company policies, and get to know our culture here. You’ll find a step-by-step onboarding checklist there, along with some fun stuff I think you’ll enjoy.

If you have any questions not answered by your portal, just email me back. I’d also be happy to set up a time to chat.

I’m sure you’re eager to sink your teeth into your new role, so I won’t keep you any longer. We’re so excited you’ve joined us!

Best regards,


3. Check-In Email

Send this email a week or two after a new hire’s first day.

Subject line: How’s It Going So Far?

Hi [Name],

I hope your first few days here at [company name] have met your expectations — and that we have many more days together ahead of us! If you have any concerns or questions, let’s find a time to chat.

Your first couple weeks can be intense but, hopefully, things have settled into a manageable routine by now. If you get a few minutes, I encourage you to take another look at your personalized onboarding portal [link here].

Now that you’ve got a pretty-good handle on your job duties, it’s an excellent time to familiarize yourself with our amazing benefits options and company policies. Your portal also includes an easy step-by-step onboarding checklist — in case there’s anything you overlooked while meeting your new teammates and learning your responsibilities.

The best thing about your portal? It’s not just for onboarding. Check back any time for a refresher on all things related to your employment here.

Again, please let me know if you have any questions. And keep up the great work!

Best regards,


Quick Tips for More Engaging Employee Emails

Looking to send more engaging employee emails? 

  • Keep them short and sweet. It’s better to send shorter, but highly focused, emails more frequently than it is to send longer emails.
  • Think visual. An all-text email can turn off employees and make it hard to digest the contained information. A visual email will work much better. 
  • Use Digital Postcards.Digital Postcard is a highly engaging method to deliver essential onboarding information, deadlines, and resources. In fact, our Digital Postcards have an average engagement rate over 70 percent.
  • Leverage educational videos. Videos are a highly engaging way to inform employees and improve benefits knowledge and satisfaction.
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