July 31, 2018

Welcoming a new member to the team is a critical interaction between human resources departments and individual employees. The first few messages between HR and new recruits set the tone for a relationship that will ideally extend for years to come. Weak or average communication could lessen engagement, while strong initial contact may lay the groundwork for immediate productivity.

Why Focus on Onboarding Messages?

The beginning of a worker’s tenure is the most critical time to reach out to that individual – O.C. Tanner revealed 69 percent of employees are more likely to remain with an employer for three or more years after a great onboarding experience.

Though onboarding is a seemingly small part of the overall HR package, its effect can be felt immediately. According to Inc. contributor Michael Schneider, Google increased its new-employee productivity 25 percent by simplifying and streamlining its welcome process.

In one of our previous blog posts, Why Thoughtful Onboarding Leads to Faster Value, we spoke about the benefits of businesses focusing closely on onboarding experiences to not only ensure the company’s culture remains distinct and strong, but for new workers to also learn what they need to begin making valuable contributions more quickly.

Example Onboarding Template

The following is one possible approach to writing an effective welcome email, one that will deliver essential first-day info for new employee without getting mired in long-winded or boring text that may lead to the employee ignoring any of the details.


We’d like to welcome you to the team. Everyone here is excited that you’ve accepted our offer and can’t wait to work with you. Your first day will be [DATE], and we expect you to be in the office by [TIME]. As discussed during the interview process, the dress code is [SPECIFY DRESS CODE].

Attached is a schedule of your first few days with us. Orientation will be held at [PLACE AND TIME] and we expect you to have [SPECIFY MATERIALS] with you to complete onboarding with HR personnel. Following this initial process, you’ll meet the team at [EVENT].

If you have any questions or comments, feel free to reach out to me or speak directly with HR. I’ll be your direct supervisor and want your time here to be comfortable and rewarding. [LIST CONTACT ADDRESSES]


How Should You Contact Employees?

When your organization uses HR software to stay in touch with prospects throughout the hiring and onboarding process, you create a backlog of useful and accurate information. Furthermore, messages sent through these systems are simple to track and easy to manage. Miscommunication could weaken the essential onboarding experience.

At HRadvocate, we’ve designed a tool that combines recruiting, hiring and onboarding into a single smooth process. It’s easy to send messages such as the example above, and to attach vital documents for recruits to study and fill out.

You can digitize and automate your onboarding, too. Track and monitor new hire progress through HRadvocate’s employee onboarding portal. With customizable templates, hiring managers can assign tasks to the new hire and include assets such as videos, documents, quizzes, courses and ad-hoc meetings.

Request a demo to learn how HRadvocate ensures employee success right from the start.