Onboarding
First Day Instructions Email Email Template
Provide a new employee with a detailed schedule, logistics, and checklist for their first day.
When to use this template
A new employee is starting soon and you need to give them a clear hour-by-hour schedule, parking or building access instructions, and a checklist of what to bring.
Example subject line
Your First Day at Acme Corp — Monday, April 7 Schedule and Checklist
Tips for writing this email
- Include an hour-by-hour or block schedule for the first day — orientation sessions, team introductions, lunch plans, and IT setup time.
- Provide practical logistics such as where to park, which entrance to use, who to ask for at reception, and the dress code.
- List what the employee should bring — government-issued ID, banking details for payroll, signed offer letter, or any pre-completed forms.
- Include the direct phone number or email of a point of contact in case the employee encounters any issues on arrival.
What to avoid
- Do not assume the new hire remembers details from the interview — restate the office address, floor, and department clearly.
- Avoid sending conflicting information — verify the schedule with all involved parties before sending.
- Do not leave gaps in the schedule that could make the new employee feel forgotten or unsure of what to do next.
- Avoid last-minute changes to the first-day plan without notifying the new hire promptly.
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Generate This EmailFrequently Asked Questions
What should a first day schedule include for a new employee?
Include an hour-by-hour plan covering orientation, IT setup, team introductions, a lunch plan, and any required HR paperwork sessions. Leave buffer time so the day does not feel overwhelming.
What documents should a new employee bring on their first day?
Government-issued photo ID for employment verification, banking details for payroll setup, the signed offer letter, and any pre-completed onboarding forms. Check local requirements as some jurisdictions have additional documentation needs.
How do I make a new employee feel welcome on day one?
Have their workstation ready, send a team-wide introduction before they arrive, schedule a welcome lunch, and assign a buddy who checks in throughout the day. Small gestures like a welcome note or branded swag go a long way.
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