All HR email templates
Onboarding
Pre-Start Onboarding Email Template
An email sent 2-5 days before a new employee's start date with practical onboarding information. Reduces Day 1 anxiety and ensures everything is in place.
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Getting ready for your first day — [START_DATE]
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Hi [FIRST_NAME],
We're counting down to your first day on [START_DATE] — we can't wait!
Here are a few things to know before you start:
📋 Documents to bring / complete
[List any outstanding right-to-work documents, ID, bank details forms, etc.]
💻 IT & Access
[Equipment delivery confirmation / laptop setup instructions / login details if pre-provisioned]
📅 Your first week schedule
[Brief summary — e.g., "Monday: team intro + onboarding sessions. Tuesday onwards: you'll start working with your team on [PROJECT/AREA]"]
📖 Some useful reading if you fancy it:
• [Company handbook / culture doc link]
• [Team wiki / Notion / Confluence link]
Anything else you need before Monday — just shout!
See you very soon,
[HR_NAME / MANAGER_NAME]
[COMPANY_NAME]
Customisation Tips
- Send 3-5 days before start date, not on the eve — gives time to action any outstanding items
- Confirm equipment and IT access status — nothing demoralises a new hire faster than a blank screen on Day 1
- Optional reading is better than required reading — respects their time and sets a positive tone
Placeholders
Replace all items in [SQUARE BRACKETS] with the relevant information before sending.
[CANDIDATE_FIRST_NAME]
[COMPANY_NAME]
[JOB_TITLE]
[RECRUITER_NAME]
[DATE]
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