From welcome messages to offer letters and exit communication — explore ready-to-use, professional HR email templates designed to streamline your hiring and onboarding process.
Subject: Welcome to the Team, [Employee’s First Name]!
Email:
Hi [Employee’s First Name],
We’re thrilled to have you join us at [Company Name]! Your skills, experience, and energy are a perfect addition to our team.
Your journey with us officially begins on [Start Date]. Before then, you’ll receive all the onboarding details including documents, team contacts, and what to expect on your first day.
We can’t wait to see the amazing things you’ll bring to the table. Let’s create something great together!
Warm regards,
[HR Name]
HR Team | [Company Name]
Subject: Your Offer Letter for [Job Title] at [Company Name]
Email:
Hi [Candidate’s First Name],
We’re excited to extend an offer for the position of [Job Title] at [Company Name].
Attached, you’ll find your official offer letter outlining your role, compensation, and terms of employment. Please review and confirm your acceptance by [Deadline Date].
Feel free to reach out with any questions. We look forward to welcoming you to the team!
Best regards,
[HR Name]
Talent Acquisition | [Company Name]
Subject: Your Appointment Letter – [Job Title] at [Company Name]
Email:
Hi [Candidate’s First Name],
Congratulations once again and welcome to the team! 🎉
Attached is your Appointment Letter confirming your role as [Job Title] at [Company Name]. This formalizes your employment and sets the stage for an exciting journey ahead.
We’re looking forward to your joining on [Joining Date]. Feel free to reach out for any clarification.
Warm wishes,
[HR Name]
HR Team | [Company Name]
Subject: Complete Your Joining Formalities Before [Joining Date]
Email:
Hi [Candidate’s First Name],
We’re excited about your upcoming joining on [Joining Date]!
To ensure a smooth onboarding process, please fill out the attached Joinee Form and share the following documents with us by [Due Date]:
Identity proof (PAN/Aadhar)
Address proof
Educational certificates
Previous employment documents
Kindly send these to [HR Email]. Let us know if you need any help.
Regards,
[HR Executive Name]
[Company Name]
Subject: Meet Your Buddy Before You Join Us! 🤝
Email:
Hi [Candidate’s First Name],
Starting a new role can be overwhelming — so we’ve assigned you a Buddy!
Here’s your go-to person for all things work and fun:
Name: [Buddy Name]
Email: [Buddy Email]
Contact: [Phone Number]
They’ll help you get comfortable with our culture, team, and processes. Feel free to say hello before your Day One!
Cheers,
[HR Team]
[Company Name]
Subject: You’re a Buddy! Help [New Joiner’s Name] Get Started 🌟
Email:
Hi [Buddy’s Name],
Thank you for stepping up as a buddy for [New Joiner’s Full Name], joining on [Joining Date] at [Location].
As a buddy, your role is to:
Provide orientation support
Answer basic queries
Help them adjust to the team & culture
Ensure their first week is smooth and welcoming
A checklist will be shared with you to make the process seamless. If you need any support, reach out to [Recruiter Name].
You’re doing something truly valuable — thank you!
Warm regards,
[HR Name]
HR Team | [Company Name]
Subject: Withdrawal Confirmation – [Candidate’s Name]
Email:
Hi [Candidate’s First Name],
Thank you for notifying us of your decision to withdraw from the recruitment process at [Company Name].
While we’re sorry to miss the opportunity to work with you, we respect your decision and wish you success in your future endeavors. Should you wish to reconnect down the line, our door remains open.
All the best!
Warm regards,
[HR Name]
HR Department | [Company Name]
Subject: Update on Your Application – [Candidate’s Full Name]
Email:
Hi [Candidate’s Full Name],
We’re writing to inform you that, based on our internal recruitment policies and the outcome of the verification process, your profile has been placed on our restricted list and will not be considered for future roles at [Company Name].
This decision aligns with our ethical hiring practices. If you believe this was an error or require clarification, please reach out to [HR Contact Email] within 7 business days.
Regards,
[HR Manager’s Name]
[Company Name]