Top 5 HR email templates

Erik Fiala
Erik Fiala
Founder, CEO at Source
Jan 13, 2023
5 min read
Gmail client inside of a Safari window on a Macbook Air
Introduction

Hey there, fellow HR pros! Are you tired of spending hours crafting the perfect email for every situation? Well, fear not! I've compiled a list of the top 5 HR email templates that will save you time and hassle.

1. Welcome email

This email is sent to new hires to welcome them to the company and provide them with important information such as their start date, location, and who they will be reporting to.

Subject:

Welcome to [Company Name]!

Email body:

Hi [New Hire's Name],

We are thrilled to have you join our team at [Company Name]! Your start date is set for [Start Date] and you will be working out of our [Location] office. You will be reporting to [Manager's Name] and they will be your main point of contact during your onboarding process.

We can't wait to see the great work you will do here at [Company Name] and we're excited to have you as part of our team.

Best, [Your Name]

2. Performance review email

This email is sent to employees to schedule their performance review and provide them with important information such as the date, time, and location.

Subject:

Performance review for [Employee's Name]

Email body:

Hi [Employee's Name],

It's that time of year again! We will be conducting your performance review on [Date] at [Time]. The review will take place at our [Location] office.

Please let me know if this time and location work for you and if not, we can schedule a different time that works best for you.

Best, [Your Name]

3. PTO request email

This email is sent to employees who are requesting time off and provides them with important information such as the dates they are requesting and the process for requesting time off.

Subject:

PTO request for [Employee's Name]

Email body:

Hi [Employee's Name],

I received your request for time off from [Start Date] to [End Date]. Please let me know if these dates are still accurate and if so, I will approve your request.

Please also let me know if you will be using vacation days or sick days for this time off.

Best, [Your Name]

4. Promotion email

This email is sent to employees who have been promoted and provides them with important information such as their new title, responsibilities, and salary.

Subject:

Promotion for [Employee's Name]

Email body:

Hi [Employee's Name],

I am thrilled to inform you that you have been promoted to [New Title]. Along with this new title comes new responsibilities, including [Responsibilities].

Your new salary will be [Salary].

We are excited to see the great work you will do in your new position and we're excited to have you as part of our team.

Best, [Your Name]

5. Exit interview email

This email is sent to employees who are leaving the company and provides them with important information such as the date, time, and location of their exit interview.

Subject:

Exit interview for [Employee's Name]

Email body:

Hi [Employee's Name],

We will be conducting your exit interview on [Date] at [Time]. The interview will take place at our [Location] office.

Please let me know if this time and location work for you and if not, we can schedule a different time that works best for you.

Best, [Your Name]

Conclusion

In conclusion, these top 5 HR email templates are a great starting point for any HR professional. They cover the most common HR scenarios and save you time and hassle. These templates can be customized to suit your company's specific needs, and you can also add your own personal touch to them. Remember, clear and concise communication is key when it comes to HR, and these templates will help you achieve just that.

Happy emailing!

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