Contractor Weekly Check-In Email Workflow for Outlook
Send a weekly check-in to a placed contractor to confirm timesheets and address any concerns. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the contractor weekly check-in email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
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Cc
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Bcc
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Subject
Weekly Check-In — candidate_name, Week Ending week_ending
Hi candidate_first_name,
Hope your week at company_name has gone well. Just checking in as we close out the week of week_ending — a few quick things to cover.
TIMESHEET REMINDER
Please make sure your timesheet for the week ending week_ending is submitted by end of business on Friday. Timesheets received after the cutoff may be pushed to the following pay cycle, which creates delays in your payment.
• Submit your timesheet here: timesheet_submission_link
OPEN ITEMS
• issues_or_concerns
HOW THINGS GOING?
We always want to know how your assignment is going — both the work itself and the working environment. A few things worth flagging to us if applicable:
• Scope creep (being asked to take on work significantly outside what was agreed)
• Workplace concerns — harassment, safety, or conduct issues
• Equipment or access issues that are slowing you down
• A great experience worth sharing — we love to hear when things are going well too
You don't have to wait for a weekly email to reach me — if something comes up mid-week that needs attention, call me directly at me::phone. Part of my job is to be your advocate in this engagement, and I take that seriously.
Have a great weekend and I'll be in touch again next week.
Workflow context
When to use this workflow
Use this workflow when a staffing coordinator needs to check in with a placed contractor, remind them about timesheets, and surface any assignment concerns.
What this replaces
This replaces manually writing weekly contractor emails, retyping timesheet links, and inconsistently asking about assignment issues.
Why teams standardize this email
Contractor check-ins help protect payroll timing, client satisfaction, and candidate experience. A workflow helps coordinators communicate consistently each week.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the contractor weekly check-in email in Outlook
- Prompts for candidate name, company name, week ending date, timesheet link, open issues, and phone number
- Adds a candidate and week-specific subject line
- Keeps timesheet reminder language consistent
- Leaves the draft editable before sending
FAQ
Does Toggles submit timesheets?
No. Toggles prepares the reminder email and can include a timesheet submission link.
Can issues or concerns be customized?
Yes. The workflow prompts for open items and the draft can be edited.
Is this automatically sent every week?
No. Toggles workflows are user-initiated and reviewed before sending.
Part of a starter pack
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How it works
Use this workflow inside Outlook without rebuilding the email manually
Standardize the full process, then let your team launch the same complete email whenever they need it.
Add this workflow
Add this example to Outlook so the full email process is ready to use right away.
Install this workflow →
Open it in Outlook
Launch it from the compose window where your team already works.
Review, fill, and send
Review the remaining fields, then send with the right message already in place.
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Roll out the standard
Standardize this process in Outlook
Start with one workflow, then give your team the same approved message, recipients, attachments, and structure every time.
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