Onboarding is a delicate dance—and with 88% of new hires saying their employers aren’t good dance partners, we’re in trouble.

Especially for companies hiring remote, emails are a critical part of the onboarding process. From checking in before the start date to keeping tracking of progress through the first few delicate weeks, when new hires are most vulnerable to churn, email will prove itself to be an invaluable tool.

That’s why we’ve put together onboarding email templates for the most important onboarding emails:

  • Preboarding
  • First-day email
  • 30-day check-in

Preboarding email

The period between signing the contract and signing on for day one is the time to get new hires excited about the environment they’ll be part of and the team they’re joining. To get them pumped up, we recommend sending an email a week before the start date with some information about any formalities plus some valuable nuggets about culture.

We recommend keeping the tone light and easy to help your new hires feel comfortable. Check out this example:

Subject line: It’s almost day one!

[first name], can you believe it? This time next week, you’ll have your [company name] water bottle in-hand at your new desk. We can’t wait!

Some things to know ahead of your first day:

  • Your desk is [wherever the desk is]. When you get to the office give your manager, [manager’s name], a ring; they’ll help you get settled in.
  • When choosing your outfit, don’t be stressed! Our dress code is “whatever makes you feel comfortable”—but shirts and shoes are a must.
  • To finish up final bits of paperwork, please bring your Social Security card and birth certificate (just this once).
  • No need to pack a lunch! Your team has something special planned. If you have any dietary restrictions/preferences, please share them with me.

If you have any questions before you start, feel free to email or call. We’re glad you’re here!

Best,

[first name]

This email will remind new hires how excited you are to have them and hopefully relieve any anxieties they may have.

First-day email

The goal of this introduction email is to help make your new hire’s first day a social and productive one. Sent on the new hire’s first day by the hiring manager to the department and C-suite, this introductory email will help teammates get to know the new hire and inspire them to introduce themselves.

We recommend keeping this email short and sweet and ending it with an action item, like an invitation to lunch or a happy hour.

We recommend using this template:

Subject line: Team, meet [new hire]!

Have you noticed the new face at [new hire’s desk location]?

Today is [new hire]’s first day! They’ve joined us as [position name] on [manager]’s [team], and will be working closely with [teammate], [teammate], and [teammate].

[New hire] is from [location] and they love [thing they love]. [2-3 sentences here about hobbies and special abilities].

Want to get to know [new hire]? Come say hello at their desk, or join us for [lunch/happy hour/soccer match] at [time/place]!

[New hire], we’re glad you’re here!

This introduction email will reduce the awkwardness of being the new kid on the block, and will hopefully encourage new teammates to introduce themselves and explore similarities with the new hire.

30-day check-in

Especially for fully remote or hybrid organizations, it can be easy to lose track of new hires after their first week or two. Setting a reminder to check in with them on day 30 will help them feel like someone from HR is looking out from them, and will give you some insight into how they’re settling in.

We recommend keeping this email to the point and ending it with a call to action, like scheduling a call or lunch.

We recommend using this template:

Subject line: [New hire], how’s it going?

Hi, [new hire!]

Can you believe you’ve been with us for a month?

I’d love to check in with you to see how it’s going and how I can support you. Are you feeling settled in?

Let’s set up time to meet this week—a call, lunch, or whatever you’re comfortable with.

Can’t wait to see you!

Best,

[Your name]

This email will hopefully remind your new employee that you’re around and want to work with them to help them grow and develop.

Build emails into your onboarding


From Shayna Hodkin

Shayna lives in south Tel Aviv with two dogs and a lot of plants. She writes poems and reads tarot.