The 5 Emails to Send When Hiring a New Employee

Your new hire just accepted your offer.

Here are the 5 emails (in order) that you should send to share and collect all the necessary information:

— Harris Fanaroff (@HarrisFanaroff) April 1, 2023

First off, before sending any emails, the hiring manager should pick up the phone and call them.

This is such low-hanging fruit but so often missed because the person is "busy."

Within 24 hours, find 5 minutes in your calendar to call your new hire and express your excitement.

— Harris Fanaroff (@HarrisFanaroff) April 1, 2023

It takes a few extra minutes but really shows how excited you are.

Now, let's dive into the email correspondence.

— Harris Fanaroff (@HarrisFanaroff) April 1, 2023

Welcome email

A strong new hire welcome has these qualities:

1. Subject line that ensures they open it
2. Sent within the first 24 hours
3. Personalized for them and their role
4. See if they have any questions
5. Don't overwhelm them with too much information

— Harris Fanaroff (@HarrisFanaroff) April 1, 2023

Collect basic information

Use this second email to get the information that you need from a compliance perspective such as
- tax forms
- physical address,
- background check
- drug screening
- company-specific forms

Make this short and concise with what you need.

— Harris Fanaroff (@HarrisFanaroff) April 1, 2023

Introduce them to managers and peers

If they don't already have it, give them a basic understanding of whom they will be working with.

If you are the manager, share some information about yourself

Mention a couple of different colleagues by name (and share their LinkedIns).

— Harris Fanaroff (@HarrisFanaroff) April 1, 2023

Present tools they will use

Share some different tools they may use such as MS Teams, your CRM, LMS, HRIS, etc.

They may want to research these before they begin to get a bit more comfortable.

Provide some information about how these tools are used inside your organization.

— Harris Fanaroff (@HarrisFanaroff) April 1, 2023

Set expectations for Day 1

You want to make sure you ease their anxiety.

If you are in-person, let me know EXACTLY when to show up, where to go, and what to wear

If you are virtual, let them know what time to log on and who they will be meeting with on Day 1.

— Harris Fanaroff (@HarrisFanaroff) April 1, 2023

TL:DR;

5 emails to send before your new hire begins:

1. Welcome email
2. Collect basic information
3. Introduce them to managers and peers
4. Present tools they will use
5. Set expectations for Day 1

What else do you share?

— Harris Fanaroff (@HarrisFanaroff) April 1, 2023

I am passionate about helping companies onboard and retain their employees.

If you are interested in finding ways to work together, please send me a direct message.

I'd love to have you subscribe to my free newsletter, The Optimistic Office.https://t.co/qa0huzgf79

— Harris Fanaroff (@HarrisFanaroff) April 1, 2023