8 Onboarding Email Best Practices + Examples & Templates

Ever opened an onboarding email and thought, “Was this written by a robot who binge-watched corporate tutorials all night?”

Yup, I’ve been there too.

It’s high time we waved goodbye to bland, robotic greetings and paved the way for onboarding emails that feel less like a digital nod from a stranger and more like a warm, hearty hug from a friend you just haven’t met yet.

Ready to transform those digital “Hey there!” messages into captivating, welcoming narratives?

Pull up a chair, grab your favorite brew, and let’s dive into the email-tastic world of onboarding done right!

What is an Onboarding Email?

An onboarding email is that first warm handoff you receive after joining a new platform, signing up for a service, or stepping into a new role at a company. It’s the virtual equivalent of a welcome mat, setting the tone for your entire journey ahead.

Think of it like the pre onboarding email template you receive before a big event, packed with essential details, or the employee onboarding email template that HR sends to familiarize you with the ropes.

It’s your roadmap, guiding you through the initial steps, whether that’s for a new hire onboarding email, a client onboarding email template, or even those membership onboarding emails you get after joining a new club or service.

So, next time you see an onboarding email in your inbox, know that it’s your personalized guide, crafted just for you, ensuring a smooth start to your new endeavor.

Sample bitly Welcome Email
Sample bitly Welcome Email

Types of Onboarding Emails

Ever wondered if there’s a secret menu for onboarding emails? Just like your favorite coffee place has more than one flavor, the world of onboarding emails is bursting with variety.

Here are some types of onboarding emails:

Employee Onboarding Emails

Diving into a new job? You’re likely to encounter employee onboarding emails. These gems, like the new hire onboarding email or the onboarding email to manager, are designed to help you settle into your new role with ease.

They could be a simple task completion email to manager or more detailed, like an employee onboarding email template that breaks down all you need to know.

Here’s an email template:

Subject: Welcome to [Company Name], [Employee’s First Name]!

Hello [Employee’s First Name],

We’re thrilled to have you aboard at [Company Name]! As you start your journey with us, this email aims to provide you with the initial resources and information you’ll need.

First Steps:
Attend our orientation on [Date].
Meet your team lead, [Team Lead Name], on [Date].

[Link to Employee Handbook]
[Link to Team’s Collaboration Tool]

Feel free to reach out to your manager or HR for any assistance.

Welcome to the team!

Warm regards,
[Your HR Manager’s Name]

New Employee Welcome Email Template
New Employee Welcome Email Template

Customer Onboarding Emails

Ever signed up for a new service and got that immediate email guiding you on the next steps? That’s your customer onboarding email, your go-to guide.

Whether you’ve just joined a membership club and receive membership onboarding emails or you’re navigating a platform through client onboarding email templates, these mails ensure you make the most out of your new subscription.

Here’s an email template:

Subject: Getting Started with [Service/Product Name]

Hey [Customer’s First Name],

Thank you for choosing [Service/Product Name]! Here’s a quick guide to help you hit the ground running:

Click [here] to activate your account.

Watch our quick-start video [here].
Explore our user manual [here].
For any assistance, our support team is just an email away.

Cheers to new beginnings,
[Customer Service Team]

Sample Customer Onboarding Email
Sample Customer Onboarding Email

Pre and Post Onboarding Emails

The journey often begins even before the main event. Enter pre onboarding email templates, giving you a heads-up on what to expect.

And once you’re past the initial phase, the post onboarding communications make sure you’re on track and maximizing your experience, whether it’s a new tool you’re using or an online course you’ve enrolled in.

Here’s an email template for pre-onboarding template:

Subject: Gearing up for [Event/Service/Product Name]

Hello [Name],

With just a few days to go before you start with [Event/Service/Product Name], here’s what you can expect and prepare:

Make sure you’ve installed [necessary software/app].
Review the checklist [here].

We’re excited for you to get started!

[Onboarding Team]

Sample Employee Pre Onboarding Email
Sample Employee Pre Onboarding Email

Here’s an email template for post-onboarding template:

Subject: Your First Week with [Service/Product Name]: How did it go?

Hi [Name],

Congratulations on completing your first week with [Service/Product Name]! We hope it was smooth. If you have any feedback or need assistance, do let us know.

Remember, we’re here to help!

Take care,
[Support Team]

Sample Post Onboarding Email
Sample Post Onboarding Email

Other Onboarding Email Use Cases

Beyond these, there’s a universe of other onboarding emails out there. You might come across an onboarding mail, or perhaps a virtual onboarding template guiding you through remote processes. No matter the context, these emails are crafted to guide and support you in your new endeavors.

Here’s an email template:

Subject: Your [Special Onboarding Process] Guide

Hello [Name],

As you embark on this unique journey with [Special Process Name], we’ve created this email to ensure you have everything you need.

Steps to Begin:
Start by accessing your dashboard [here].
Check out our special guide [here].
We’re thrilled to have you onboard. For any queries, feel free to reach out.

Warm regards,
[Special Process Team]

Sample onboarding email for a new account
Sample onboarding email for a new account

Elements of an Effective Onboarding Email

Diving into the world of onboarding emails, there are some must-have ingredients you can’t overlook. Let’s break it down.

Subject Line

You know that feeling when an email grabs your attention right away? That’s the magic of a powerful subject line. It’s like the headline of a gripping news article, beckoning you to dive deeper. In onboarding emails, having a compelling subject line, maybe something like “Your First Steps with Us,” can make all the difference.

Welcome Segment

Imagine walking into a room and being greeted with warmth. The welcome segment of your onboarding email should evoke that same feeling. It sets the tone, often including phrases like “Thrilled to have you aboard” or “Welcome to the family.” It’s that first virtual handshake, reassuring you of the journey ahead.

Instructional Segment

This is where the real meat of the onboarding email lies. It’s a roadmap, guiding you through the initial steps. Whether pointing you to a pre onboarding email template, directing you to download essential tools, or highlighting the onboarding document for new employees, it’s all about getting you set up and ready.

Follow-Up Segment

Remember when you first tried a new hobby and wished someone checked in on your progress? The follow-up segment does just that. It’s a gentle nudge, maybe a 30-day check-in email template or a task completion email to manager, ensuring you’re on the right track.

Feedback Segment

Feedback is gold. The feedback segment in your onboarding email might include an onboarding feedback form template or links to onboarding feedback examples. It’s an open door, inviting you to share your thoughts, helping the organization or service get better.

Closing Line

Ah, the grand finale! A closing line is the cherry on top. It wraps up the email, often with well-wishes or a reaffirmation of support. It leaves you with a feeling of connection and assurance, kind of like a friendly wave goodbye after a heartwarming chat.

Best Practice #1: Personalization

Stepping into the world of onboarding, imagine receiving a message that feels like it was crafted just for you. Personalization isn’t just about adding the recipient’s name; it’s about tailoring the content to their specific role, preferences, or journey with your company.

For instance, if you’re sending an onboarding email to a manager, it should differ from what a new entry-level employee receives. It’s like a tailored suit – the better the fit, the more appreciated and valued the recipient feels.

Best Practice #2: Clear Communication

Everyone loves clarity. In the maze of onboarding, the last thing someone wants is to decipher jargon or convoluted instructions. When drafting that crucial onboarding email, think of it as giving directions to someone new in town.

Whether it’s guiding them through the employee onboarding email template or the finer points of their new role, clear, concise language is your best friend. It reduces confusion and sets the stage for a seamless onboarding journey.

Best Practice #3: Timely Follow-Ups

Time is of the essence. Once someone starts their journey with you, a timely check-in, like a nod or a thumbs-up across the room, can boost their confidence.

This can be in the form of a well-timed follow-up email, a 30-day check-in email template, or reminders about crucial next steps. Being proactive not only shows you care but also ensures no one feels left in the dark.

Best Practice #4: Providing Resources

A toolbox is essential for any task. In the world of onboarding, your email should serve as that toolbox. Packed with essential resources, be it onboarding document examples, video guides, or links to collaborative tools, it should empower the recipient.

Ensuring they have everything they need, right at their fingertips, paves the way for a hassle-free onboarding experience.

Best Practice #5: Seeking Feedback

Onboarding is an evolving process. To make it better, seeking feedback is crucial. Whether it’s through an interactive onboarding feedback form or encouraging new team members to share insights, feedback is the compass guiding your onboarding improvements.

It’s an open invitation, signaling that you’re always eager to grow and adapt based on their experiences.

Best Practice #6: Sequencing

Every story has a beginning, middle, and end. Similarly, your onboarding email sequence should have a logical flow, guiding recipients step by step.

From the welcome onboarding email template to instructions, to follow-ups, each email should build upon the previous, ensuring recipients aren’t overwhelmed and always know what comes next.

Best Practice #7: Inclusivity for Remote Teams

The digital age has expanded horizons, with remote work becoming a norm. Catering to this new-age workforce requires special attention. Using tools like a virtual onboarding template or crafting a dedicated remote onboarding email template ensures that distance doesn’t equate to detachment.

Making remote teams feel as included and valued as their on-site counterparts is paramount in this interconnected world.

Best Practice #8: Fun and Engagement

Who said onboarding emails have to be dry? Sprinkling a dash of fun can transform the onboarding experience. Maybe it’s a quirky GIF, a playful tone, or interactive elements – whatever it is, adding a touch of excitement can turn the mundane into the memorable.

It’s like turning a regular welcome mat into a confetti-filled celebration every time someone steps in!

Mistakes to Avoid in Onboarding Emails

Oh, the tricky waters of onboarding emails! While it’s easy to get wrapped up in the excitement of welcoming someone new, there are some common pitfalls you’ll want to steer clear of. Let’s dive into a few:

Dodging these common missteps will ensure your onboarding emails strike the right chord every time, making the experience harmonious and memorable for all.

Frequently Asked Questions on Writing Onboarding Emails

Diving deep into the world of onboarding emails can feel like uncovering a treasure trove of possibilities, doesn’t it? But, of course, with every exploration comes a handful of questions. Now, let’s unravel some of those frequently asked curiosities you might have on your mind:

How do I handle the difference between customer onboarding email templates and employee onboarding email templates?

The core difference lies in the audience and the intent. For customers, your onboarding emails aim to guide them on how to best use your product or service, ensuring they extract maximum value. It’s about fostering product love and helping them see why they made the right choice.

On the other hand, employee onboarding emails are centered on integrating the new hire into the company culture, clarifying role specifics, and helping them navigate their early days. It’s about making them feel valued, connected, and clear about their contribution.

What should I include in a post-onboarding email?

A post-onboarding email is your virtual pat on the back, signaling the end of the initial phase and the start of an exciting journey ahead. This email should summarize what’s been covered, provide any additional resources like onboarding document samples, and extend an open invitation for feedback.

It’s like wrapping up a workshop with a thank-you note, a quick recap, and handing out a feedback form. This not only gives closure but also paves the way for continuous improvement based on insights.

How do I ensure my onboarding email sequence doesn’t overwhelm the recipient?

Balancing information in your onboarding email sequence is like serving a multiple-course meal; each dish (or email) should complement the previous one, without overwhelming the taste buds (or the recipient).

Start with a welcoming onboarding email template, gradually introduce the recipient to new concepts or steps, and space out your emails. Providing a clear roadmap, like an index or a brief overview in the initial email, can also help the recipient know what to expect, reducing any potential feeling of being swamped.

Key Takeaways on Writing Onboarding Emails

In our journey through the intricate realm of onboarding emails, we’ve unearthed some golden nuggets of wisdom. Remember, it’s not just about sending an email; it’s about crafting an experience.

Tailoring your message with personalization can make a world of difference, transforming a bland note into a heartwarming welcome. Clarity is your best friend here, ensuring every reader, whether a new hire or a customer, knows exactly what’s expected and what’s on offer.

Timely follow-ups, valuable resources, and seeking feedback are not just niceties; they’re essential components in the art of onboarding. Whether it’s a 30-day check-in or a feedback loop, every step matters.

And hey, as much as we all love information, overloading is a definite no-go; simplicity often speaks the loudest. Also, let’s not forget our remote teams; their onboarding experience should be just as inclusive and engaging.

So, as you embark on your onboarding email journey, keep these insights in your toolkit, and you’ll surely create memorable, effective connections. Happy emailing!

To achieve the best results with email outreach, we recommend using a professional email automation software

13 best cold email platforms rated and compared

Picture of Edgar Abong

Edgar Abong

Edgar is a skilled software developer with a passion for building and evaluating software products. His expertise in software development enables him to provide in-depth evaluations of software products. He can draw out insights about features, functionality and user experience.

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