7 Steps to a Perfect New Employee Onboarding Email Template
                     7 Steps to a Perfect New Employee Onboarding 
Email Template
New Employee Onboarding Email Template – 7 Essential 
Steps
Employee Onboarding is best facilitated with effective and well-
organized communication. A SHRM report (2024) states that when well-
designed onboarding emails are utilized, the engagement rate rises by 
half within the first month.
Quick Read
Summary generated by AI, reviewed for accuracy.
A well-written New Employee Onboarding Email Template allows you to 
provide new hires with all the information they need (rather than having 
to jump from site to site) and gives them a sense of your organization as 
soon as they come in for their first day. This guarantees that every new 
hire has been given the same information about start dates, documents, 
and expectations by day one.
With the help of automated onboarding software such as Employee 
Onboarding 365, HR teams can personalize their communication and save 
time while increasing engagement levels overall. Clear, friendly and 
timely onboarding emails establish trust, increase productivity and 
retention all throughout the organization.
Equally, a LinkedIn survey also found that 77 percent of new employees 
who get detailed, timely emails feel more confident and ready on their 
first day. It is also evident in the same study that, effective and 
informative communication decreases early turnover by 25 percent.
Here, in this blog, we are going to take you through seven steps that we 
have tested and tested to develop a perfect new employee onboarding 
email template that will improve the engagement rate, reduce confusion, 
and achieve uniformity throughout the organization.
Why Onboarding Emails Matter
We should first find out why onboarding emails are necessary: –
A properly organized onboarding process email forms the initial 
impression of the new employee. It does not only welcome them it sets 
expectations, gives clear guidelines and gives them a sense of 
belonging.
We should first find out why onboarding emails are necessary: –
A properly organized onboarding process email forms the initial 
impression of the new employee. It does not only welcome them it sets 
expectations, gives clear guidelines and gives them a sense of 
belonging.
This is why it is necessary to spend time and effort on creating the ideal 
onboarding email: Shape.
1. Establish Expectations at the Beginning.
Onboarding emails sent to new employees prior to their first day give 
them an idea of what to anticipate and this minimizes the uncertainty and 
nervousness. They can be prepared since they know the start time, 
location and the agenda. This makes them come in confident and 
prepared.
The advantages of having clear expectations to new employees include:
 Lessens First-Day Anxiety: When employees are aware of where 
to be, their supervisor, and the kind of day they will have, they 
are less anxious.
 Enhances Timeliness and Preparedness: Employees would rarely 
miss their time or be in the confusion of where they should be.
 Reduces Uncertainty: New employees will not be lost or confused, 
but they can learn and interact.
2. Lessen the Confusion by Using Clear Instructions.
When one joins a new job, there is usually a lot of uncertainty particularly 
to the remote workers. A properly composed onboarding email helps to 
eliminate confusion as it gives specific instructions where to be, what to 
bring, and how to prepare.
The most important points to consider preventing misunderstandings:
 Office Directions or Remote Logging Information: This is a clear guide 
on where to report or how to get into the virtual workspace.
 Point of Contact: State that they should ask or contact a person in 
case they have any questions.
 Technology Installation: Guide on how to create or log in to 
company accounts (email, Slack, HR portal).
3. Increase the Interest through Frequent Contact.
Constant and considerate communication during the onboarding process 
helps new employees feel appreciated and related. Personalized, warm 
welcome onboarding email prior to day one demonstrates that the 
company is concerned with their experience.
The way frequent emails can increase engagement:
 Create Expectation: Pre-boarding emails are exciting to the new 
hires.
 Build Relationship: They should be followed up frequently to make 
them feel that they are part of the team.
 Minimize Miscommunication: Continuous updates will eliminate 
confusion.
4. Improve Productivity through Explicit Direction.
When the new employees get a properly designed onboarding email, 
they understand what to expect and this increases their productivity. 
They will be able to spend their time learning their role and interacting 
with their team, rather than wasting time in finding their answers.
How onboarding emails increase productivity:
 Reduced Delays: New employees come with the required 
documents and equipment, and they cut down on administrative 
delays.
 Direct Access to Resources: Incorporation of links to internal tools, 
guides, and portals accelerates the learning process.
 Quick Integration: Employees can easily get acquainted with the 
company policies and expectations in a short period of time with 
clear instructions.
Example:
New employees can begin to learn by sending them an onboarding 
email which contains links to training materials or employee portals. 
This proactive strategy minimizes downtimes and allows them to 
work faster.
5. Enhance Retention by Establishing Trust on the First Day.
First impressions matter. A report by Gallup (2024) indicates that 
employees who undergo a good onboarding process are 2.6 times 
more likely to stay with the company three years or more.
The effect of onboarding emails on retention:
 Create Trust: Open and honest communication creates trust 
between the new employee and the employer.
 Showcase Company Culture: A friendly, welcoming email will show 
that the company is friendly and has values.
 Improve Job Satisfaction: New employees should feel encouraged 
at the beginning, which increases their engagement and 
satisfaction.
6. Establish Uniformity and Professionalism.
Standardization of onboarding email template gives uniformity in 
communication. This will ensure that new employees are accorded the 
same degree of clarity, professionalism, and information.
Advantages of regular email templates:
 Equal Experience: The communication is of equal quality to all 
employees.
 Effective Onboarding: HR departments save time through 
reusable templates.
 Fewer Mistakes: Standardized templates decrease the 
chances of overlooking some crucial information.
7. Enhance the Candidate Experience.
Communication should be clear and interesting even after the offer has 
been accepted to ensure a good candidate experience. An informative 
and professional onboarding email will support the success of the new 
hire by the company.
The way it improves the candidate experience:
 Maintains Excitement: When new employees are regularly 
contacted, they will be excited to be part of the team.
 Eliminates Pre-Day Nerves: New employees are ready when they are 
given important information beforehand.
 Fosters Loyalty: An easy and comfortable onboarding procedure 
will make the employees want to be long-term contributors.
What Makes a Great Employee Onboarding Email?
First impressions are the way in which a new employee perceives your 
organization, and the initial email of the onboarding process is the first 
one that they usually see. To make it effective, pay attention to the 
following five elements:
 Clarity and Simplicity
Make the message simple and concise. Keep paragraphs short, 
use bullets and bold highlights to ensure that new hires are not 
overloaded with details.
 Warmth and Personalization
Always address new employees by name and, where possible, 
mention their position or their recruiting discussion. This renders the 
email authentic instead of a template.
 Essential Details First
Make it clear when, when, where (or remote login information) and 
how to contact. They should also remind them of any documents 
they should bring or submit.
 Introduce Company Culture
Provide a brief description of your company mission, values and 
work environment. This assists in making new employees feel a 
part and part of your culture.
 Provide a Support Network
Add contact information of their manager, HR partner or 
onboarding buddy. The immediate effect of having a go-to person 
is to eliminate uncertainty and develop confidence.
How to write a new employee welcome email
A welcome email is not just a greeting, but it pre-empts the journey of the 
employee. It is simple, easy, and informative, which creates a good first 
impression. The correct email makes new employees feel important, 
ready and enthusiastic on the first day.
Step 1: Write a Simple, Friendly Subject Line
Your new hire’s first interaction with the subject line and it will be the first 
impression that the whole succession will have. Make it short, warm, and 
inviting so it creates enthusiasm to open the email.
Examples:
 Welcome to [Company Name]! What to Expect on Your First Day
 Get Ready: Your First Day with [Company Name] is Coming
 Thrilled to Have You with Us! Here’s Your Onboarding Checklist
Great Subject Line Tips:
 Limit it to 60 characters concise but clear
 Make it specific with the new hire’s name or position
 Use words that encourage action (for instance, “Get Ready” or “Your 
First Day Awaits”)
Step 2: Start with a Warm, Personal Welcome
The first thing you say should make the new hire feel important 
right away. A personal and friendly tone becomes the door opener 
for a positive onboarding experience. Avoid standard and impersonal 
ways of addressing like “Dear Employee” rather, use their first name 
to make it feel like a real connection.
Why Personalization Matters:
 It tells that your team values individuals, not just roles
 Customized salutations attract attention and make it easier to 
grasp the main points
It enhances your employer brand by revealing empathy and 
authenticity Include the following details:
 Start Date and Time: When they should come or log in
 Office Location or Remote Setup: Address, map link, or 
virtual login instructions
 Point of Contact: Name, role, and contact details of their 
reporting manager
 Dress Code: Any specific attire expectations for the first 
day
Step 4: List the Documents to Prepare Before Joining
To achieve a seamless process of onboarding let the new employees be 
the takers of the documents that they will show on their first day. This 
way a lot of time is saved, back-and-forth emailing is avoided, and HR has 
everything in place.
Include:
 ID proof (Aadhar card, passport, or driving license)
 Degrees and experienced certificates
 Bank account details for payroll processing
 Documents concerning taxes (PAN card, Form 16, etc.)
 Offer letter or employment contract that has been signed
This one straightforward action will not only maintain the procedure 
orderly but also give the new hire the impression that your onboarding is 
well-organized, professional, and friendly towards employees.
Common Documents Required for Employee Onboarding
ID issued by the government (e.g. Driver’s License or Passport)
This is one of the most important compliance documents as it is used to 
check the identity of the employee and his/her eligibility to work.
Bank Information: Direct Deposit.
The availability of account and routing numbers enables the payroll to be 
configured within a short period of time, and employees are paid on time 
without the inconvenience of paper checks.
Certifications or Professional Licenses (where applicable)
Some jobs, particularly those in the medical field, information technology, 
or finance, might necessitate documents of certification or licensing. 
Gathering these initials will make sure that industry standards and role 
requirements are met.
The HR managers will save time and confusion by sending this checklist 
in the onboarding email to ensure that new employees feel ready and 
the administrative work is simplified. Such a basic reminder is a sign of 
professionalism and helps the employees to make their new journey 
easier.
Step 5: Have a Clear Agenda on the First 
Day. Include Interactive Sessions:
 Introduce icebreaker activities or team building to make new hires 
feel more involved.
 Arrange a question-and-answer session with their manager or HR 
to discuss any urgent issues.
Allocate Time for Tech Setup:
 Add a special IT orientation slot (e.g. email configuration, access 
to internal tools, and security policies).
 This is to make sure that new employees receive the required 
access on the first day, which increases productivity.
Breaks Schedule Informal Breaks or Social Time:
 Allow a time to have a casual coffee or lunch with their staff.
 This will facilitate informal bonding and the first day will be more 
fun.
Include Milestone Check-Ins:
 Include a short end of day check-in with the HR or the manager.
 This will enable the new employee to give his or her first 
impressions and raise any questions.
Present Learning Opportunities:
 Allow time to self-train on modules or company culture videos.
 This provides the new employees with an opportunity to learn on 
their own as they familiarize themselves with the organization.
Step 6: Share Resources and Tools Links.
To make new employees feel ready and confident, it is a good practice to 
attach links to the important resources directly to the onboarding email. 
Easy access to such materials will help employees not to search on 
important information, minimize confusion and will enable them to 
familiarize themselves with the company policies, tools and processes 
even before they commence. This does not only reduce the workload of 
the HR but also instills trust as it demonstrates that the organization is 
well organized and accommodating.
Personalizing Your Onboarding Email Templates.
Ready-made templates are a very good starting point but the actual 
effect is achieved by customizing them to each new recruit. A message 
that is impersonal and one-size-fits-all message may make employees 
feel like a number.
Personalization, in its turn, renders the email interesting and 
unforgettable.
The following are some of the ways in which you can make your 
onboarding emails really shine:
 Voice: Your emails should reflect the tone of voice of your 
company: your culture can be formal and professional or casual 
and friendly. Authenticity is created through consistency.
 Include a personal touch: It is not enough to use the name of the 
new hire, but mention his or her position, department, or even 
something about the hiring process to make the message seem 
more authentic.
 Add visual branding: Add your company logo, brand colors, and 
fonts to make it look professional and polished. A coherent email 
in terms of visuals builds trust and brand awareness.
 Adjust to seniority levels: Not all new employees require the 
same message. Top managers might like to receive short and 
direct messages, whereas junior staff members might need 
more elaborate instructions and assistance.
This personalization of templates will make a basic onboarding email 
look like a customized welcome experience that demonstrates your 
culture and makes employees feel appreciated at the very beginning.
Step 7: Finish with a Positive and Helpful Conclusion.
Sign off your email with good and friendly tone. Welcome the new 
employee and tell them you are looking forward to their arrival and 
provide encouragement.
The Major Findings: How to write an effective onboarding email.
 Be Direct and To the Point: Incorporate the necessary 
information without bombarding the new employee.
 Be Friendly: Be friendly and use personalized language.
 Incorporate Practical Action: Have clear instructions and 
resources.
 Ensure a Smooth Transition: Provide helpful links and contact 
information.
Conclusion
A new employee onboarding email template is a well-developed 
message that will form the basis of a positive and smooth employee 
experience. These seven steps will help the HR teams to make new 
employees feel welcome, ready and confident on their first day of 
employment.
Employee Onboarding 365 allows you to create, automate and manage 
personalized onboarding emails that provide consistency and engagement 
throughout the organization.
Are you willing to change your onboarding process? Request a demo now 
and learn how Employee Onboarding 365 can assist you in providing a 
smooth and friendly experience to every new employee.