You know the saying, “You never get a second chance to make a first impression”? That’s onboarding emails in a nutshell. Welcoming a new employee or bringing on a new client? Get those emails right with the perfect onboarding email template, and you’re setting the stage for long-term loyalty, productivity, and satisfaction.
The numbers back this up: a strong onboarding process improves new hire retention by 82%. But why are onboarding emails crucial for healthy business relationships? They set the tone for how these relationships will evolve, and that includes defining expectations and promoting a sense of belonging.
The article you’re about to read will help you redefine your onboarding process. It will even refine your client journey with the help of ready-to-use onboarding email templates, inspiring examples, and practical tips to make every email shine.
Ready to make onboarding emails your secret ally for better relationships? Let’s get to it!
Let’s be honest – onboarding is chaotic. You’re juggling introductions and documentation, and trying to keep everyone excited about the process. Onboarding templates are the ultimate cheat code for seamless communication during the early stages. Nothing is left to chance, so you can focus on the personal touches that really matter.
Needless to say, they speed up the whole process and keep things consistent. Templates ensure every message has the right details, tone, and call-to-action, every time. This builds trust and, above all, creates a unique experience instead of simply sharing information. Streamlining the process makes life easier for you and way more engaging for them.
Subject line: Welcome to the team, [Employee name]!
Hi [Employee name],
Welcome to [Your company name]! We’re absolutely delighted to have you on board as our new [Job title]. You’re joining a team that’s passionate about [core company mission/values, e.g., delivering exceptional customer experiences], and we can’t wait to see the unique contributions you’ll bring.
Your first day is [date], and we’ve put together everything you’ll need to start your journey with confidence and excitement. Here’s a quick overview of what’s in store.
We know that starting a new job can be both exciting and overwhelming, so please don’t hesitate to reach out if you have any questions or need assistance. You can contact [Contact name] at [email address] or give us a call at [number].
We’re confident you’ll do amazing things here, and we’re so excited to watch you grow in your new role. [Add a personal or cultural touch, e.g., “P.S. Don’t forget to join us for our weekly team coffee chat on Friday mornings — it’s a great way to get to know everyone!”]
Looking forward to seeing you shine!
Warm regards, [Your name] [Your position] [Your contact information]
Subject line: Exciting news — meet our new [Job title]!
Dear [Client name],
We’re thrilled to share some exciting news with you — [Employee name] has joined our team as our new [Job title]!
[Employee name] comes to us with extensive experience in [employee expertise], bringing a wealth of knowledge and skills that will help us continue delivering the exceptional service you’ve come to expect from [Your company name]. They’ll be working closely with you on [area/project], and we’re confident you’ll find them to be an incredible partner.
Here’s a little more about [Employee name]:
Feel free to contact [Employee name] directly at [email address] for any assistance or questions related to [project/service]. They’re eager to connect with you and contribute to our shared success.
Please join us in giving [Employee name] a warm welcome to the team!
Best regards, [Your name] [Your position] [Your contact information]
Subject line: Checking in — how’s your first month going?
It’s hard to believe it’s been 30 days since you joined [Your company name] — time flies when you’re doing amazing work!
We hope your first month has been a smooth and exciting journey as you’ve settled into your role. We’d love to hear your thoughts:
Your feedback matters, and we’re committed to ensuring that you have everything you need to succeed. Feel free to reply directly to this email or schedule a quick chat here: [scheduler link]
Also, if there’s something you’ve particularly enjoyed about your time here, we’d love to hear about that too!
Looking forward to catching up and hearing your insights.
Subject line: Welcome to [Your company name] — let’s get you connected
Welcome to the team! We’re so excited to have you join us as [Job title], and we’re here to make sure that your remote onboarding experience is smooth and stress-free.
To help you hit the ground running, here’s your first-day checklist.
We know that working remotely can feel a little different at first, but we’re here to support you every step of the way. If you have any questions or need assistance, don’t hesitate to reach out to me or your manager.
Can’t wait to see all the amazing things you’ll accomplish with us!
Cheers, [Your name] [Your position] [Your contact information]
Subject line: Welcome to [Your company name] — here’s what you need
Hi [Freelancer name],
We’re thrilled to have you join the [project] team! Your expertise in [skill/area of expertise] is a perfect fit for our team, and we’re looking forward to a successful partnership.
To help you hit the ground running, here’s what you’ll need to get started.
If you need any help or run into issues, feel free to contact [Contact name] at [email address] or [number]. We’re here to ensure that your onboarding experience is seamless and productive.
We’re excited to see the impact of your work on [project]. Thanks again, and welcome to the team!
Subject line: Welcome to leadership at [Your company name]!
Hi [Manager name],
Congratulations on your new role as [Job title]! We’re thrilled you’re stepping into this leadership position and can’t wait to see the impact of your expertise and vision on [team/project].
To set you up for success, here’s what we’ve lined up for your onboarding.
We’re here to support you every step of the way. Feel free to schedule a one-on-one chat with me using this link: [scheduler link]
We’re excited about what’s ahead and look forward to seeing you thrive as part of our team!
Subject line: Welcome to [Your company name], [Intern name]!
Hi [Intern name],
Welcome to [Your company name]! We’re thrilled to have you join us as an intern and can’t wait to see the fresh ideas and energy you’ll bring to the team.
Here’s what you need to know to get started.
If you have any questions or need assistance before your first day, don’t hesitate to contact [Contact name] at [email address]. We’re here to ensure that your onboarding experience is smooth and enjoyable.
We’re so excited to have you as part of the team and can’t wait to see you shine during your internship!
Subject line: Welcome to [Your company name] — let’s get started!
Hi [Customer name],
Welcome to [Your company name]! We’re thrilled to have you on board and can’t wait to help you get started with [Your product/service].
To make the most out of your experience, here are a few quick steps to get you up and running.
We’re here to make sure that your journey with [Your product/service] is smooth, successful, and enjoyable. If there’s anything we can do to help, don’t hesitate to let us know.
Let’s get started!
Cheers, [Your name] [Your position] [Your company name]
Subject line: Welcome to [Your company name] — next steps
We’re thrilled to welcome you to [Your company name] and excited to kick off our partnership!
Here’s what’s next:
If you have any immediate questions or concerns, don’t hesitate to contact me at [email address]. We’re here to ensure a smooth and successful start.
Looking forward to collaborating and achieving great things together!
Best regards, [Your name] [Your position] [Your company name]
Subject line: Let’s get you set up on [Your software name]
Hi [Client name],
Welcome to [Your software name]! We’re excited to have you on board and can’t wait to help you get the most out of our platform. To make your onboarding seamless, here’s what to do next.
We’re committed to your success, so if you have any questions or run into any issues, don’t hesitate to contact our support team at [email address] or [number].
We can’t wait to see how [Your software name] helps you [benefit, e.g., “streamline your processes” or “grow your business”].
Happy onboarding!
Subject line: Welcome to [Your company name] — here’s something special just for you
Welcome to [Your company name]! We’re so excited you’ve joined our community, and we can’t wait to be part of your journey. To kick things off, we’ve got a special treat just for you:
🎁 Use code [code] at checkout to enjoy [discount/freebie]!
Start exploring our bestsellers here: [product links]. You’re sure to find something you’ll love!
If you have any questions or need assistance, our customer support team is here to help. Just reply to this email or contact us at [email address].
Thank you for choosing [Your company name]! We’re looking forward to being a part of your story and helping you discover amazing [products/services].
Subject line: Welcome to [Your company name] — your first purchase awaits!
Welcome to [Your company name]! We’re so excited to have you join our community and can’t wait for you to experience the amazing products and deals we’ve got in store.
Here’s how to get started.
We’ve added a special treat to your account as a welcome gift — check it out when you log in!
Thank you for joining the [Your company name] family. We’re here to make every shopping experience simple, exciting, and rewarding.
Subject line: Welcome back, [Customer name]!
Welcome back to [Your company name]! We’re so happy to see you again, and we’ve got some exciting updates since your last visit.
Your loyalty means the world to us, and we’re committed to making every experience with [Your company name] even better than the last. If there’s anything we can do to assist, don’t hesitate to reach out to our customer care team at [email address].
Thank you for choosing [Your company name] again — we’re excited to continue serving you!
Subject line: Welcome to [Your training program name]!
Hi [Trainee name],
Welcome to [Your program name]! We’re so excited to have you join us for this learning journey. To help you get started, we’ve prepared everything you’ll need.
We’re here to support you every step of the way and can’t wait to see how you grow through this program. Let’s make this an incredible learning experience!
Best regards, [Your name] [Your position] [Your training program name]
Subject line: Welcome to [Your event name] — here’s what you need to know
Hi [Attendee name],
We’re so excited to have you join us for [Your event name] on [date]! It’s going to be a fantastic event, and we’ve got everything lined up to make your experience seamless and enjoyable.
Here’s everything you need to know:
If you have any questions or need assistance, don’t hesitate to contact us at [email address].
We’re counting down the days to [Your event name], and we can’t wait to see you there!
Best regards,
[Your name] [Your position] [Your event team/company name]
Here are some real-life examples of onboarding emails from various companies.
These are the best practices for crafting effective employee onboarding emails.
You want your email to arrive when excitement is high, not buried under a pile of unread messages. Send the welcome email within 24 hours of their offer acceptance.
This isn’t the time for corporate jargon. Be friendly, approachable, and excited to have them on board. Make it feel personal.
Don’t leave them guessing about what to do next. Use headers, links, and bullet points to make everything crystal clear.
“What you need to do before your first day:
Make the email feel tailored to them, not just another template you fired off. Reference their role, team, or even small details from their interview.
“We know your passion for [skill/interest they mentioned] will bring incredible value to our [Team name] team. Everyone can’t wait to meet you!”
Your email should reflect your company’s identity, starting with the tone and ending with the visuals. Whether you’re laid-back or more formal, make sure that it’s cohesive.
End on a helpful note. Give them all the tools they need to hit the ground running, plus a way to reach out if they’re unsure about anything.
For an extra personal touch, include a link to your company’s welcome video or an intro message from the CEO.
The right tools automate email responses, track progress, and ensure a smooth experience for both HR teams and new hires. Here are some platforms that take the strain out of lengthy background checks and endless paperwork.
Image source: appsumo.com
BambooHR is an HR software platform with a dedicated onboarding module. It automates welcome emails, organizes onboarding tasks, and tracks employee progress. The platform is ideal for small to medium-sized businesses.
Image source: workday.com
Workday’s Onboarding module automates administrative tasks and provides a centralized hub for new hire documents and activities.
Image source: zoho.com
Zoho People is an HR platform tailored for small to medium-sized companies. Its onboarding module helps automate email communication and track onboarding progress.
Onboarding emails set the tone for long-lasting, positive relationships. Employees see them as a logistics guide for what to bring, when to show up, who to ask for help, or as an introduction to your company’s values.
For clients, it’s more like a walk-through for your product or service, making it easy to get started and next to impossible to second-guess their decision to work with you.
When you use the right kind of communication, everyone feels special, supported, and ready for what’s ahead. So, getting onboarding emails just right is not just the start of a journey; it’s the certainty that the journey will be worth remembering, and that is the key to business success.
Raluca Mocanu is a seasoned content writer, specializing in content marketing since 2016. With a strong focus on customer behavior analysis and SEO optimization, she crafts compelling narratives that drive engagement and boost conversions.
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