6 Essential HR Email Templates

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HR employees spend a lot of their time composing emails. Whether they’re welcoming a new hire or asking employees to refer candidates, there are a number of standard HR letters and emails that are essential for day-to-day communication at any company. While writing a good email is not that difficult, it does take up a significant amount of time and effort that can be utilized elsewhere. By standardizing your email templates, you and your HR team can save a lot of time rather than having to build emails from scratch every single time. ZenHR brings you 6 ready-to-use HR email templates to help you spend half as much time on drafting emails as you used to. Feel free to customize them depending on the occasion and your company’s policy.

Here are 6 essential HR email templates you’ll need:

1. Job Offer Email

You’ve combed through countless resumes, sat through hours of interviews, and have finally found the right candidate for your team. You’ve done the hard part, so allow us to make the next step easy with our editable “Job Offer” email template.

Make sure to clearly communicate the job offer, along with other key points that you should include in the email, including:

  • Position details (job title, working hours, department, and manager).
  • Contract length (if applicable).
  • Salary details (including benefits).

Job Offer Email Template

Email Subject Line: [Company Name] – Job Offer for the Position [Position Name] 

Dear [Candidate Name],

We were all very excited to meet and get to know you over the past few days. We have been impressed with your professional background and would like to offer you the [Job title] position formally. This is a [full/part] time position, [working days/hours/ weeks]. You will be reporting to the [Manager’s job title] of the [Department name] department. 

We will be offering you an [annual/ monthly]  salary of [X] and [mention bonus programs, if applicable.] You will also have [mention benefits of company policy, like health and insurance plan, corporate mobile or travel expenses] and [X] days of paid vacation per year.

Your expected starting date is [date]. You will be asked to sign a contract and [mention agreements, like confidentiality, nondisclosure, and non-compete] at the beginning of your employment.

We would like to have your response by [date]. In the meantime, please feel free to contact me or [Manager name] via email or phone on [provide contact details] if you have any questions.

We are all looking forward to having you on our team!

Best regards,

The HR Team 

2. Onboarding a New Hire Email

As an HR manager, you definitely want the new members of your team to feel welcome, and welcoming new employees with a clear and comprehensive onboarding process email does just that. Once candidates accept their job offer, the HR team should send an onboarding email to the new hire to better prepare them for their first day at work.

This “New Hire Onboarding” email template is designed to help you welcome a new hire to your team in a structured way.

Onboarding a New Hire Email Template

Email Subject Line: Welcome to [Company name]

Dear [Employee’s name],

We are all really excited to welcome you to our team! As agreed, your start date is [date] at [time], and our dress code is [casual/ business casual, if applicable].

At [Company name], we care about giving our employees everything they need to perform their best. We have prepared your workstation with all necessary equipment. Our team will help you set up your computer, software, and online accounts on your first day. [Plus, if applicable, mention any extra things you’ve prepared for your new hire, like a parking spot, a coffee mug with their name, or a company t-shirt.]

We’ve planned your first day to help you settle in properly. You’ll have plenty of time to read and complete your employment details (HR will be there to help you during this process!) You will also meet with your hiring manager to discuss your first steps. 

Our team is also excited to meet you and look forward to introducing themselves to you on your first day.

If you have any questions prior to your arrival, please feel free to email or call me, and I’ll be more than happy to help you.

We are looking forward to working with you and having you on our team!

Best regards,

The HR Team 

3. Announcing a New Hire Email

The way you welcome your new hires shows your organizational structure, culture, and how you value your people. Sending an email announcing a new hire informs everyone that a new member will be joining your team and when they’ll be coming on board. 

In the email template, “Announcing a New Hire,” add a list of your new employee’s primary duties and include their contact information in order for other employees to connect with them.

Announcing a New Hire Email Template

Email Subject Line: Welcoming [Employee’s name] to [Company name] 

Hello Everyone,

We are very pleased to announce that [Employee’s name] will be joining us as a [Job title] on [Start date].

[Employee’s name] will work in the [department/ team] to [Add information about what they’ll be doing / what they’ll be responsible for, e.g. ‘help us grow our sales department’]. [He/She] previously worked at/in [Add information about employment background]

Please welcome [Employee’s name] and make [him/her/them] feel welcome. 

You can reach [Employee’s name] at: [Employee’s email]

Welcome to the team!

Best regards,

The HR Team 

4. Refer a Friend for a Job Email

Employee referrals are one of the best sources of finding candidates for open vacancies. Encourage employee referrals by informing your current employees about an open position and make it easy for them to refer someone for the vacancy. Be clear about the skills you are seeking in the role, such as technical and soft skills, professional experience, and other job-related skills.

You can use this “Refer a Friend for a Job” email template to encourage employee referrals.

Refer a Friend for a Job Email Template

Email Subject Line: We’re hiring! / Do you know a great [Job title]?

Hello Everyone,

We are excited to announce that we are currently looking for a [Job Title] to join our [Team name/ Department name]!

This ideal candidate will be responsible for [Include 1-3 main job duties, e.g., ‘This person will join our mobile developers team and will be responsible for improving our iOS applications’].

[Add some top requirements for the position, e.g., ‘Experience with Swift and passion for mobile technologies are required for this role’]. 

If you know someone who you think would be a good fit, it would be great if you could refer them [Mention how to refer a candidate, e.g., by emailing the recruiting team, mentioning them directly to the hiring manager, or sending their contact details].

Thank you!

The HR Team

5. Announcing a Promotion Email

An employee promotion is an important event that highlights the dedication, skill, and leadership potential of your employees. Once a job promotion has been offered to and accepted by an employee, the news can be shared in an internal email throughout the company. Promotion announcements are essential to not only inform everyone but also to celebrate your employees’ achievements.

This “Announcing a Promotion” email template is designed to help you highlight your employees and their accomplishments.

Announcing a Promotion Email Template

Email Subject Line: Welcoming [Employee’s name] to the [Department name] Team!

Hello Everyone,

We’re excited to announce the promotion of [Employee’s name]  as our new [job title] in the [Department name]! [His/Her] first day in the new position will be [date].

Over the past [number] years, [Employee’s name] has accomplished great things, including [List main accomplishments]. Now, [Employee’s name] will be bringing [his/her] expertise to take the [Department name] to the next level.

Join us in congratulating and wishing [Employee’s name] the best of luck in [his/her] new role!

Best regards,

The HR Team

6. Announcing Important Dates Email

It’s important to celebrate all kinds of occasions, including birthdays, work anniversaries, as well as other major company milestones. As an HR professional, you should send reminders of these special occasions, company events, and holidays. Acknowledging your employees on their special days and celebrating with them helps create a positive atmosphere and fosters a healthy culture. 

Use this “Announcement Important Dates” email template to celebrate milestones and special occasions with your employees.

Announcing Important Dates Email Template

Email Subject Line: Happy [Occasion name, e.g. ‘Birthday, Work Anniversary’] to [Employee’s name]!

Hello Everyone,

Today is [Employee’s name]’s [Occasion name, e.g. ‘Birthday, Work Anniversary’]. Make [his/her] day more special by sharing your sincere [birthday wishes/ congratulations] with them.

Best regards,

The HR Team

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