Starting a new job can be exciting, but also a little overwhelming. That’s why setting up a good employee orientation is so important! And in today’s world, a lot of that happens through email. This guide will walk you through How To Set Up An Orientation Through Email, making sure new hires feel welcome, informed, and ready to go on their first day.
Planning Your Orientation Email Series
Before you start typing, you need a plan. Think of it like creating a syllabus for a class. What information does the new hire need, and when do they need it? Consider this: The orientation emails should be sent at the right time, before the employee’s first day. Make sure to space the emails out so the new hire doesn’t feel bombarded.
- Set a Timeline: Decide when emails will go out (e.g., a week before, a few days before, the day before).
- Content Pillars: List out all the topics that need to be covered.
- Choose an Email Platform: Utilize an email marketing platform to save time.
And remember, a well-organized email series can make a huge difference.
A well-planned email series is extremely important because it’s the first impression. It gives the employee a sense of what to expect and shows that the company cares about their onboarding experience. Furthermore, create a checklist to ensure you include all required information. This checklist may include:
- Welcome and introductions
- Necessary paperwork (policies, etc.)
- Training documents
- Contact information
The most important thing is to be friendly, clear, and helpful. The goal is to set the new hire up for success!
Welcome Email: Setting the Tone
Subject: Welcome to [Company Name], [New Hire Name]!
Hi [New Hire Name],
Welcome aboard! We’re so excited to have you join the team at [Company Name]. We know starting a new job can be a little nerve-wracking, so we want to help make your transition as smooth as possible.
Your first day is [Start Date]. We’ve attached a quick overview of what to expect, including where to go and who to see. Also, please complete the attached new hire paperwork before your first day. If you have any questions, don’t hesitate to ask!
We’re looking forward to seeing you on [Start Date]!
Best,
[Your Name/HR Department]
Pre-Day One Checklist Email
Subject: Your First Day at [Company Name] - Checklist!
Hi [New Hire Name],
Just a quick reminder about your first day! To help you be prepared, here’s a checklist:
- Review and sign the attached onboarding documents.
- Know where to go (our address is [Address]).
- Arrive by [Time].
- Bring a valid form of ID for payroll.
We’ll have [Mention something specific, like coffee or a welcome breakfast] waiting for you. If you have any last-minute questions, please contact us.
See you soon!
Best,
[Your Name/HR Department]
Office Policies and Procedures Email
Subject: Getting Started: Company Policies
Hi [New Hire Name],
To help you get familiar with company, we’ve included an attachment with information on workplace conduct, safety procedures, and benefits. Please read it and let us know if you have any questions.
In particular, please make sure you understand our [mention specific policies, e.g., dress code, social media policy]. This information is important to ensure a smooth start.
Your benefits enrollment information will be shared on your first day by [who].
Thanks!
[Your Name/HR Department]
IT and System Access Email
Subject: Your IT Setup for [Company Name]
Hi [New Hire Name],
You’ll need access to our systems. We’ve set up your account and are excited for your input. Here’s how to prepare:
- Your login details are: [Login details].
- Your password should be changed on your first login.
- You can access [Relevant Systems/Tools].
On your first day, you’ll receive a quick tour and assistance with the initial set-up. For now, please review the quick start guide attached.
Welcome aboard!
[Your Name/IT Department]
Team Introductions and Welcome Message Email
Subject: Meet the Team!
Hi [New Hire Name],
We’re thrilled to welcome you to the team! Here are a few of your new colleagues you will be working with most closely:
- [Team Member Name]: [Job Title] - [Short description of role]
- [Team Member Name]: [Job Title] - [Short description of role]
- [Team Member Name]: [Job Title] - [Short description of role]
You’ll be introduced to the rest of the team on your first day.
We can’t wait to work alongside you!
Best,
[Your Name/HR Department]
First Day Logistics Email
Subject: Your First Day - Details
Hi [New Hire Name],
Here are some quick reminders for your first day, [Date]!
- Time: Please arrive by [Time].
- Location: Report to [Location/Specific Person].
- What to Bring: Please bring your [Required documentation].
- Parking: Parking is available [Where and how].
We look forward to seeing you!
Best,
[Your Name/HR Department]
In conclusion, setting up an orientation through email is all about providing essential information in a clear, friendly, and timely manner. By planning your emails, creating a good series of emails, and including all the important details, you can help your new hires feel welcomed and prepared, giving them a great start at your company!