All HR email templates
Onboarding
Welcome New Hire Email Template
A warm welcome email sent to a new employee after they've signed their contract — before their first day. Sets the tone for a positive onboarding experience.
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Welcome to [COMPANY_NAME], [FIRST_NAME]! 🎉
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Hi [FIRST_NAME],
On behalf of the entire [COMPANY_NAME] team — welcome! We're so excited you're joining us.
Your first day is [START_DATE]. Here's what to expect:
📍 Where to go: [OFFICE ADDRESS / Remote login instructions]
🕐 What time to arrive / sign on: [TIME]
👤 Who to ask for: [BUDDY/MANAGER NAME]
💻 What to bring: [ID for right-to-work / laptop if BYOD / nothing — we'll provide everything]
Before you start, we'll be in touch about:
• Equipment delivery / IT access
• Any paperwork we still need from you
• Your first day schedule
In the meantime, feel free to browse [COMPANY WEBSITE / Glassdoor / team LinkedIn] to get a feel for the team you're joining. And of course, reach out any time with questions — my inbox is always open.
We cannot wait to have you on board. See you on [START_DATE]!
Warm regards,
[MANAGER / HR_NAME]
[COMPANY_NAME]
Customisation Tips
- Send within 24 hours of contract signing — excitement fades quickly if there's silence
- Be specific about Day 1 logistics — ambiguity is stressful for new joiners
- Introduce them to their buddy or direct manager by name
- Consider cc'ing their line manager so they can send a personal welcome note too
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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