As an HR manager, you would know from experience that the entire process of onboarding can be chaotic. You have to run multiple tasks simultaneously: coordinate with several departments, set up training, get paperwork ready amidst managing resources just to guarantee new recruits a smooth transition into the company.
Onboarding requires tasks that have a repetitive nature like sending out emails to keep everyone updated. The welcome emails and subsequent emails you have to routinely disperse makes your already busy schedule compacted.
The good thing is, the time and effort that go into sending emails can be minimized by good templates. To declutter your busy schedule, here are 3 email templates to ease your workload at every stage of the employee onboarding process.
Onboarding email templates you can tailor and personify
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For pre-boarding employees: a sequence to a job offer
Subject: Welcome to [Company Name]
Pre-boarding Information
Dear [Employee’s Name],
We are delighted to extend a warm welcome to you as a new member of the [Company Name] team! We are excited to have you join us on [start date] and begin this journey together.
To help you prepare for your first day, we have prepared a pre-boarding checklist for you to complete:
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New Hire Documents: Please download the attached forms, including [list specific forms], and carefully fill them out. We kindly request that you return the completed forms to [contact person] at [email address] by [deadline]. This will allow us to process your paperwork and ensure a timely onboarding experience.
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Technology Setup: Our IT team is currently preparing your workstation and email account. You will receive an email with instructions on how to set up your login credentials and access our systems. Should you have any questions or encounter any technical difficulties, please reach out to our IT department at [IT contact details].
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First-day Essentials: On your first day, please bring the following items:
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Proof of identification (e.g., driver’s license, passport)
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Social security number or any other required identification numbers
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Any additional documents requested in your offer letter
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Onboarding Schedule: We have carefully planned your onboarding schedule to ensure a comprehensive introduction to our company. You will receive an email closer to your start date with detailed information regarding your onboarding process.
If you have any questions or need further information, please don’t hesitate to reach out. We are here to support you during this pre-boarding period and beyond.
Once again, welcome to the [Company Name] family! We are excited to have you on board and look forward to meeting you soon.
Best regards,
[Name]
[Position]
[Company Name]
[Contact Information]
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For documentation: To get all required information
Subject: Request for Onboarding Documentation
Dear [Employee’s Name],
We are excited to have you join the [Company Name] team! As part of our onboarding process, we kindly request that you provide the following documentation prior to your start date on [start date]:
Proof of Identification: Please provide a copy of your valid government-issued identification, such as a National Identity Card, driver’s license or passport.
Direct Deposit Information: Please provide your banking details for direct deposit of your salary. This includes the bank name and account number.
Emergency Contact Information: In case of any unforeseen circumstances, it is crucial for us to have your emergency contact details. Please provide the name, relationship, phone number, and email address of your designated emergency contact person.
Please ensure that all documents are completed accurately and submitted to [HR contact person] at [email address] no later than [deadline]. If you have any questions or need clarification on any of the requirements, please don’t hesitate to reach out.
Best regards,
[Name]
[Company Name]
[Contact Information]
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Onboarding email: Letting new hires know what to expect
Subject: Welcome to [Company Name]! Your Onboarding Process Begins
Dear [Employee’s Name],
We are thrilled to welcome you to the [Company Name] team! We believe that you will play an integral role in our mission and contribute to our continued success. This email marks the beginning of your onboarding process, to ensure you a smooth transition into your new role.
We have outlined the key steps and information you need to know during your onboarding journey. Please find below an overview of the onboarding process:
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[Preparation Phase]
Complete and return any required paperwork or documentation before your start date.
Familiarize yourself with the employee handbook, policies, and procedures.
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[Orientation Day]
Arrive at [location] on [date] at [time] or use the link to join an online orientation at [time and date].
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[Technology Setup]
Obtain your company email address and login credentials.
Set up your computer, software, and other necessary tools.
Familiarize yourself with our internal communication platforms, such as Slack or Microsoft Teams.
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[Meet the Team]
Attend team meetings to get acquainted with ongoing projects and workflows.
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[Training and Development]
Engage in training sessions specific to your role and responsibilities.
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[Benefits and HR]
Enroll in any applicable employee benefits, such as healthcare or retirement plans.
Familiarize yourself with HR policies regarding vacation, time off, and other employment-related matters.
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[Ongoing Support]
Regularly meet with your direct manager for feedback and guidance.
We are excited to have you on board, and we look forward to your valuable contributions. If you have any questions or need further assistance, please don’t hesitate to reach out to [contact person or team].
Once again, welcome to the [Company Name] family! We are confident that your journey with us will be rewarding and fulfilling.
Best regards,
[Your Name]
[Your Position]
[Company Name]
Conclusion
Templates are time savers. They help you get through your schedule at a much faster rate, hasten your workflow, provide a conducive environment for good work to be done and assert yourself as the competent Human Resource manager that you really are.