The Ultimate Guide to Crafting the perfect remote onboarding email template

In today’s digital age, more and more businesses are opting for remote work. This shift to remote work has brought about a new challenge: how to properly inboard new hires who will never set foot in the office.

That’s where a well-crafted remote onboarding email template comes in. A well-crafted email template can help you streamline the onboarding process, provide new hires with the information they need to get started, and make them feel like part of the team, even though they may not be in the same physical location as you.

To create a remote onboarding email template, you’ll need to include the following key elements:

remote onboarding email template

To create a remote onboarding email template, you’ll need to include the following key elements:

• Clear subject line
• Professional greeting
• A brief overview of the company
• A detailed agenda for the onboarding process
• Links to important resources
• Contact information for the HR team
• A welcome message from the CEO
• A note about the company culture
• A request for feedback

By including these key elements, you can create a remote onboarding email template that will help you streamline the onboarding process, provide new hires with the information they need to get started, and make them feel like part of the team, even though they may not be in the same physical location as you.

Clear subject line

The subject line of your remote onboarding email template is the first thing that new hires will see, so it’s important to make sure it’s clear and concise. The subject line should accurately reflect the content of the email, and it should be short enough to fit on a mobile device screen.

• Avoid using generic subject lines, such as “Welcome to the team!” or “Onboarding information.”

  Instead, use a subject line that is specific to the purpose of the email, such as “Remote onboarding instructions” or “Everything you need to know about your new role.”

• Keep the subject line short and to the point.

  Most email clients will only display the first 50-60 characters of the subject line, so it’s important to keep it brief.

• Use keywords that new hires are likely to search for.

  For example, if you’re sending an email with onboarding instructions, you might use keywords such as “onboarding,” “remote work,” or “new hire.”

• Personalize the subject line with the new hire’s name.

  This will help to make the email feel more personal and relevant.

By following these tips, you can create a clear and concise subject line that will encourage new hires to open your email and begin the onboarding process.

Professional greeting

The professional greeting is the first line of your remote onboarding email template, and it’s important to make a good impression. The greeting should be formal and respectful, and it should use the new hire’s correct name.

• Use a formal salutation, such as “Dear Mr./Ms. Last Name.”

  Avoid using informal salutations, such as “Hi” or “Hello.”

• Use the new hire’s correct name.

  If you’re not sure how to spell the new hire’s name, you can check their LinkedIn profile or email signature.

• Keep the greeting brief and to the point.

  There’s no need to write a long, drawn-out greeting. Simply say something like, “Welcome to the team!” or “We’re excited to have you on board!”

• Personalize the greeting with a personal touch.

  For example, you could mention something that you have in common with the new hire, such as your shared interest in a particular hobby or industry.

By following these tips, you can create a professional greeting that will make a good impression on new hires and set the tone for a successful onboarding experience.

A brief overview of the company

The brief overview of the company is your chance to introduce new hires to your company’s culture, values, and mission. This is also a good place to share some of your company’s history and achievements.

When writing the overview, be sure to keep the following tips in mind:

• Be concise.

  New hires don’t have a lot of time to read long emails, so keep the overview brief and to the point.

• Use clear and concise language.

  Avoid using jargon or technical terms that new hires may not understand.

• Highlight your company’s unique culture and values.

  What makes your company different from all the others? What are your core values? Share this information with new hires so that they can start to feel like part of the team.

• Share your company’s history and achievements.

  This will help new hires to understand your company’s roots and its trajectory for the future.

By following these tips, you can create a brief overview of the company that will inform and engage new hires and help them to feel like part of the team.

A detailed agenda for the onboarding process

The detailed agenda for the onboarding process is your chance to lay out a clear plan for how new hires will be onboarded into your company. This agenda should include a timeline of events, as well as a list of the tasks that new hires will need to complete.

When creating the agenda, be sure to keep the following tips in mind:

• Be specific.

  Don’t just say “New hires will complete training on day one.” Instead, say “New hires will complete the following training modules on day one:…

• Be realistic.

  Don’t overload new hires with too much information on day one. Spread out the onboarding process over a period of several weeks or months, so that new hires have time to absorb the information and complete the tasks.

• Be flexible.

  Things don’t always go according to plan, so be prepared to adjust the agenda as needed. If new hires are struggling with a particular task, or if they need more time to complete a task, be willing to make changes to the agenda.

• Communicate the agenda to new hires.

  Once you have created the agenda, be sure to communicate it to new hires so that they know what to expect during the onboarding process.

By following these tips, you can create a detailed agenda for the onboarding process that will help new hires to get up to speed quickly and efficiently.

Links to important resources

The links to important resources section of your remote onboarding email template is a great place to provide new hires with access to the information they need to get started. This section should include links to the following resources:

• Company website
• Employee handbook
• Training materials
• Company intranet
• Benefits information
• IT support information
• Company directory

By providing new hires with links to these resources, you can help them to get up to speed quickly and efficiently. You can also reduce the number of questions that new hires have to ask, which can free up your time to focus on other tasks.

When creating the links to important resources section, be sure to keep the following tips in mind:

• Use clear and concise language.

  Don’t just say “Click here for the company website.” Instead, say “Click here to visit the company website.”

• Use descriptive link text.

  Don’t just use the URL of the resource. Instead, use descriptive link text that tells new hires what they can expect to find when they click on the link.

• Test all of the links.

  Before you send out the email template, be sure to test all of the links to make sure that they work properly.

By following these tips, you can create a links to important resources section that will help new hires to get the information they need quickly and easily.

Contact information for the HR team

The contact information for the HR team is an important part of your remote onboarding email template. New hires may have questions or need assistance during the onboarding process, so it’s important to provide them with a way to contact the HR team easily.

When including the contact information for the HR team, be sure to include the following information:

• Name of the HR contact person
• Email address of the HR contact person
• Phone number of the HR contact person

You may also want to include a link to the HR team’s website or intranet page. This will give new hires access to additional resources and information.

By providing new hires with the contact information for the HR team, you can help them to get the support they need during the onboarding process.

A welcome message from the CEO

A welcome message from the CEO is a great way to make new hires feel welcome and appreciated. The CEO’s message should be personal and sincere, and it should express the company’s excitement about having the new hire on board.

• Keep the message brief and to the point.

  New hires don’t have a lot of time to read long emails, so keep the CEO’s message brief and to the point.

• Use a personal tone.

  The CEO’s message should be personal and sincere. Avoid using formal or corporate language.

• Express the company’s excitement about having the new hire on board.

  Let the new hire know that the company is excited to have them join the team.

• Share a personal anecdote or story.

  This will help to make the message more personal and relatable.

By following these tips, you can create a welcome message from the CEO that will make new hires feel welcome and appreciated.

A note about the company culture

The note about the company culture is an important part of your remote onboarding email template. This is your chance to tell new hires about the company’s values, beliefs, and norms. It’s also a good place to share some of the company’s history and traditions.

When writing the note about the company culture, be sure to keep the following tips in mind:

• Be authentic.

  Don’t try to create a company culture that doesn’t exist. Be honest about the company’s values and beliefs.

• Be specific.

  Don’t just say “We have a great company culture.” Instead, provide specific examples of the company’s values in action.

• Be positive.

  The note about the company culture should be positive and upbeat. New hires should be excited to join the company and its culture.

• Be brief.

  New hires don’t have a lot of time to read long emails, so keep the note about the company culture brief and to the point.

By following these tips, you can create a note about the company culture that will give new hires a good understanding of the company’s values and beliefs.

A request for feedback

A request for feedback is a great way to show new hires that you value their input. It also gives you an opportunity to improve the onboarding process for future new hires.

• Ask for specific feedback.

  Don’t just ask new hires for general feedback. Instead, ask them specific questions about the onboarding process. For example, you could ask them what they liked about the process, what they didn’t like, and what they would change.

• Make it easy for new hires to provide feedback.

  Don’t make new hires jump through hoops to provide feedback. Instead, make it easy for them to do so. For example, you could create a short survey or provide them with a link to a feedback form.

• Thank new hires for their feedback.

  Once new hires have provided feedback, be sure to thank them for their input. This will show them that you value their feedback and that you are committed to improving the onboarding process.

• Use the feedback to improve the onboarding process.

  Once you have collected feedback from new hires, use it to improve the onboarding process. This will help to ensure that future new hires have a positive onboarding experience.

By following these tips, you can create a request for feedback that will help you to improve the onboarding process for future new hires.

FAQ

Here are some frequently asked questions about remote onboarding email templates:

Question 1: What is a remote onboarding email template?
Answer 1: A remote onboarding email template is a pre-written email that you can use to welcome and onboard new hires who will be working remotely.

Question 2: What should I include in a remote onboarding email template?
Answer 2: A remote onboarding email template should include the following elements: a clear subject line, a professional greeting, a brief overview of the company, a detailed agenda for the onboarding process, links to important resources, contact information for the HR team, a welcome message from the CEO, a note about the company culture, and a request for feedback.

Question 3: How can I create a remote onboarding email template?
Answer 3: You can create a remote onboarding email template by following the steps outlined in this article.

Question 4: What are some tips for writing a remote onboarding email template?
Answer 4: Here are some tips for writing a remote onboarding email template: keep it brief and to the point, use a professional tone, personalize the email, and proofread the email before sending it.

Question 5: What are some common mistakes to avoid when writing a remote onboarding email template?
Answer 5: Here are some common mistakes to avoid when writing a remote onboarding email template: using a generic subject line, using an unprofessional greeting, including too much information, and not proofreading the email before sending it.

Question 6: Can I use a remote onboarding email template for all new hires?
Answer 6: Yes, you can use a remote onboarding email template for all new hires, regardless of their role or location.

Question 7: How can I improve my remote onboarding email template?
Answer 7: You can improve your remote onboarding email template by asking for feedback from new hires and using that feedback to make improvements.

Tips

Here are some tips for creating a great remote onboarding email template:

1. Keep it brief and to the point.
New hires don’t have a lot of time to read long emails, so keep your onboarding email template brief and to the point. Get straight to the important information, such as the agenda for the onboarding process and links to important resources.

2. Use a professional tone.
Even though you’re onboarding new hires remotely, it’s important to use a professional tone in your email template. This will help to set the tone for the onboarding process and make a good impression on new hires.

3. Personalize the email.
Take the time to personalize the onboarding email template for each new hire. This will make the email feel more personal and relevant to the new hire.

4. Proofread the email before sending it.
Before you send the onboarding email template, be sure to proofread it carefully for any errors. This will help to ensure that the email is error-free and makes a good impression on new hires.

By following these tips, you can create a great remote onboarding email template that will help to welcome and onboard new hires.

Conclusion

A well-crafted remote onboarding email template can help you to streamline the onboarding process, provide new hires with the information they need to get started, and make them feel like part of the team, even though they may not be in the same physical location as you.

When creating a remote onboarding email template, be sure to include the following key elements:

• Clear subject line
• Professional greeting
• A brief overview of the company
• A detailed agenda for the onboarding process
• Links to important resources
• Contact information for the HR team
• A welcome message from the CEO
• A note about the company culture
• A request for feedback

By following the tips in this article, you can create a remote onboarding email template that will help you to welcome and onboard new hires and make them feel like part of the team.