Use ready-made pre-onboarding email templates to make your new hires feel welcomed
Subject: Welcome to the Team, [Employee’s First Name]! 🎉
Hi [Employee’s First Name],
We’re thrilled to officially welcome you to [Company Name]! Your experience, enthusiasm, and perspective are exactly what we need to take things to the next level.
Your first day is set for [Start Date], and we’re putting everything in place to make sure it’s smooth and exciting for you. You’ll soon receive all the necessary information regarding onboarding, documents, and whom to connect with.
We’re so glad you’re here — let’s build something amazing together!
Warm regards,
[HR Name]
HR Team, [Company Name]
Subject: Confirmation of Withdrawal – [Candidate’s Name]
Hi [Candidate’s First Name],
Thank you for letting us know about your decision to withdraw from the recruitment process. While we’re disappointed, we won’t be welcoming you to [Company Name], we respect your choice and wish you all the best in your journey ahead.
If your plans ever change or you wish to explore future opportunities with us, we’ll be happy to reconnect.
Take care, and good luck with all that lies ahead!
Warm regards,
[HR Name]
HR Department, [Company Name]
Subject: Update on Candidature Status – [Candidate’s Full Name]
Hi [Candidate’s Name],
We are writing to formally inform you that, based on our internal recruitment policies and background verification process, your profile has been moved to our restricted list and will no longer be considered for future opportunities at [Company Name].
This decision has been made in alignment with our compliance and ethical hiring standards. If you believe this was done in error or would like further clarity, you may reach out at [HR Contact Email] within the next 7 working days.
Regards,
[HR Manager’s Name]
[Company Name]
Subject: Offer Letter for [Job Title] at [Company Name]
Hi [Candidate’s First Name],
We’re delighted to offer you the position of [Job Title] at [Company Name]!
Attached is your official Offer Letter, which outlines the role, compensation, and other details. Please review and share your acceptance by [Acceptance Deadline].
We’re excited about the possibility of working together and can’t wait to welcome you on board!
Feel free to reach out if you have any questions.
Best regards,
[HR Name]
Talent Acquisition, [Company Name]
Subject: Your Appointment Letter from [Company Name]
Hi [Candidate’s First Name],
Congratulations once again and welcome aboard! 🎉
Please find attached your Appointment Letter for the role of [Job Title] at [Company Name]. This formalizes your onboarding and confirms your place in our team.
If you have any questions about the terms or the joining process, feel free to reach out anytime.
We’re looking forward to seeing you on [Joining Date]!
Warm wishes,
[HR Name]
[Company Name] HR Team
Subject: Please Complete Your Joinee Formalities
Hi [Candidate’s First Name],
We’re excited to have you joining us on [Joining Date]!
To ensure everything’s ready before your first day, please fill out the attached Joinee Form and share the required documents listed below:
Kindly email these to [HR Email] by [Due Date].
Let us know if you need help with any part of the process!
Regards,
[HR Executive’s Name]
[Company Name]
It is crucial to make a candidate’s first experiences with your organization pleasant.
However, you may not always be available to answer new joiners’ queries. Therefore it is helpful to appoint someone who can. Our templates will help you in selecting a buddy for the candidate.
Subject: Meet Your Buddy Before You Join Us!
Hi [Candidate’s First Name],
We know starting a new job can be overwhelming, so we’ve got your back!
We’re assigning you a Buddy — a friendly colleague who will guide you during your first few weeks and help you get settled.
Here’s your buddy: 👤 Name: [Buddy Name]
Email: [Buddy Email]
Contact: [Phone Number]
Feel free to connect before your first day — they’re looking forward to chatting with you!
Cheers,
[HR Team]
As you may know, you have been assigned as the buddy to (
Subject: You’re a Buddy! Helping [New Joiner’s Name] Settle In
Hi [Buddy’s Name],
Thanks for helping in to be a buddy! 🎉
We’re counting on your support to help [New Joiner’s Full Name], who’s joining us on [Joining Date], feel at home at [Company Name].
Your role will include:
Let us know if you need resources or guidance. You’re doing something great — thank you!
Warmly,
[HR Name]
[Company Name] HR Team
name), who will be joining us on (date) at (location)
We need your help to ensure a smooth onboarding process for the candidate. To do so, we have created a checklist for you. Please adhere to that.
For any questions, you can reach out to (recruiter name).
