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Must-have HR email and letter templates

These templates assist the HR team in crafting well-structured emails to employees through their life cycle in the organization.

Template by Nguyen Huu Phuc
6 minutes to finish · English · PDF
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Having a laid-down framework for your HR emails and letters will help you achieve your HR goals faster. With these easy-to-use templates, you will be able to work and communicate better with your employees. Download (for free) and apply our email templates for increased efficiency and time savings.


Having a well-crafted email can make a lot of difference when communicating with a candidate or an employee. These HR email/letter templates are frameworks created to assist you in these communications. It includes a sample message for each email and letter you will need to send as an HR person. From recruiter email templates to operational email templates, you will have nothing to worry about.

Sample HR Email and Letter Templates

New employee announcement email

Subject line: Welcoming [Employee’s name] to [Company name] / [department]

Hi all,

Let’s give a warm welcome to [Employee’s name] who will be joining us as a [Job title] on [Start date].

[Employee’s name] will work with [department/ team] to [Add information about what they’ll be doing / what they’ll be responsible for, e.g. ‘help us grow our sales department’]. He/She has previously worked at/in [Add information about employment background] / He/She has recently graduated from [Insert information about academic background].

[Employee’s name] sits next to/in front of [Insert where the new employee sits]. Please drop by and say hi!

Best regards,

[Your name]

New employee welcome email

Subject line: Welcome to [Company name], [New employee’s name]

Dear [Employee_name],

We are all really excited to welcome you to our team! [HR_name] will be responsible for welcoming you at the first moment in [Company_name].

We are looking forward to greeting you with the following:

• Venue: [Company_name] office – 28 Pasteur street, District 1, Hochiminh

• Time: 08:00 AM, Friday, 01 Nov 2019

• Dresscode: [formal/casual]

[If necessary, remind your employee that they need to bring their ID/ paperwork.]

At [Company_name], giving our employees everything they need to perform their best is our top priority. Our team will help you prepare all necessary equipment and setup your computer on your first day.

[Optional: ‘You can find more details in the enclosed agenda. You will also meet with your hiring manager to discuss your first steps’].

If you have further questions, please don’t hesitate to let us know.

We are looking forward to working with you and seeing you achieve great things!

Best regards,

[Your name]

Event reminder email

Subject line: Reminder: [Company meeting/event/picnic]

Hi everyone,

I want to remind you about the upcoming [company meeting/event/picnic] on [date].

The company will be glad if we can spare a few hours out of our busy schedule to attend. The [company meeting/event/picnic] will start at [time] in [the conference room/hall/park]. Also, remember to bring your [essentials related to the program].

Please contact me if you have any questions about it. Looking forward to seeing you there.


[Your name]

Internal promotion announcement email

Subject line: Congratulations [Employee’s name] on new position

Hi all,

We very pleased to announce that [Employee’s name] is [being promoted to Senior Account Manager] effective on [date].

[Employee’s name] has been working for [Department_name] over the last [2 years] and constantly demonstrating excellent capability in [business domain] helping us [provide excellent customer support]. Now, [he/she] is going to bring [his/her] knowledge and experience to [expand our customer base through new marketing channels].

Please join me in congratulating [Employee’s name] on his/her new positions and keep providing your great support to help him/her get even more success in the new roles.


[Your name]

Download free the full template here 👉

In this email template, you will get:

  • Onboarding emails to set your new hire up for success with welcome email and introduction email.
  • Operational emails to have better internal communications with your employees including promotion announcements, termination letters, and more.

How to use this template

  • ✂️
    The template is fair use for your own purposes. Feel free to copy or refer to the structure and guidelines inside.
  • 🛎
    Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws
  • 🖨
    Print out for easier handling and communication with your team.

Who this template is for

  • HR specialists who are facilitating the internal communications.
  • HR Managers who want to develop a formal email chain for their HR process.
  • Managers who need to communicate with new employees about the onboarding or recruitment process.

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