New Hire Onboarding Instructions Email Workflow for Outlook
Send first-day and onboarding instructions to a new hire before their start date. 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 new hire onboarding instructions 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
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Subject
First Day Instructions — position_title at company_name
Hi candidate_first_name,
Your start date is almost here — just wanted to make sure you have everything you need for a smooth first day at company_name. Here's what you need to know.
FIRST DAY DETAILS
• Date: start_date
• Arrival Time: start_time
• Location: location
• HR Contact: hr_contact
WHAT TO BRING
• Two forms of government-issued ID for I-9 verification (e.g., passport or driver's license + Social Security card)
• Any completed onboarding paperwork if you were sent forms in advance
• Banking information if you'd like to set up direct deposit on day one
WHAT TO EXPECT
Your first day will likely include an HR orientation covering benefits enrollment, company policies, and systems access. You'll also get introductions to your team and key stakeholders. Don't worry about knowing everything on day one — that's what the first few weeks are for.
ONBOARDING CHECKLIST
I've attached a general onboarding checklist to help you stay organized during your first weeks. Some items will be handled by HR directly; others are good to keep on your radar.
If anything changes before your start date or you have last-minute questions, reach out to hr_contact directly or call me at me::phone. We're rooting for you — go make a great first impression!
Workflow context
When to use this workflow
Use this workflow before a new hire starts so they receive first-day logistics, HR contact details, required items, and onboarding checklist information.
What this replaces
This replaces manually writing first-day emails, attaching onboarding checklists by hand, and retyping start date, time, location, and HR contact details.
Why teams standardize this email
First-day communication affects candidate confidence and HR readiness. A workflow helps teams send complete, consistent onboarding instructions while preserving room for a welcoming note.
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 new hire onboarding instructions email in Outlook
- Prompts for candidate name, position title, company name, start date, start time, location, HR contact, and phone number
- Adds a role and company-specific subject line
- Can include the configured onboarding checklist attachment
- Keeps the draft editable before sending
FAQ
Does Toggles onboard the employee in HR systems?
No. Toggles prepares the email. HRIS, payroll, and access provisioning remain in your existing systems.
Can onboarding documents be attached?
Yes. This workflow can include a configured onboarding checklist attachment.
Can HR personalize the welcome message?
Yes. The Outlook draft remains editable before sending.
Part of a starter pack
Explore the Human Resources Starter Pack
Help HR teams send consistent interview, candidate follow-up, offer, onboarding, policy, reminder, and employee coordination emails in Outlook.
Email workflow audit
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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.
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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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