What are HR email templates?
As a human resource professional, excellent communication is essential for keeping the organization functioning smoothly. Your role needs continual communication, from communicating with employees and stakeholders to coordinating with other HR departments. Therefore, emails are an important part of this, but with so many activities to manage, creating emails for each new action can be time-consuming. To make your job easier, this guide offers fourteen HR email templates that can be used on a regular basis in all businesses. Customize and utilize these HR email templates to save hours and allow you to focus on more important HR activities.
Different types of HR email templates
- Job offer email
Once you onboard a new candidate, the first and foremost mail that HR has to write is Job Offer Letter email. Use this template to formally extend a job offer to a candidate, including details such as the position, salary, start date, and any other relevant terms and conditions.
Subject: Job Offer - [Position Title]
Dear [Candidate's Name],
I am delighted to extend a formal job offer for the position of [Position Title] at [Company Name]. We were impressed with your skills and experience during the interview process, and we believe that you will make a valuable contribution to our team.
- Position: [Position Title]
- Salary: [Salary]
- Start Date: [Start Date]
- Benefits: [List of Benefits]
Please review the attached employment agreement for detailed terms and conditions. If you have any questions or require further clarification, feel free to contact me.
We are excited about the prospect of having you join our team and look forward to your positive response.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Don't forget to attach all the relevant employee job offer documents such as job offer letter, employment contact (if applicable), work schedule details, company policies, privacy agreement.
- Employee welcome email from HR
HR can welcome new employees to the company with a friendly and informative email. Include details about the onboarding process, office culture, and any immediate steps they need to take while joining the new organization.
Subject: Welcome to [Company Name]!
Dear [New Employee's Name],
On behalf of the entire team at [Company Name], I am thrilled to welcome you aboard! We are excited to have someone with your skills and expertise join our company.
Please find attached some documents to help you get started, including our employee handbook and details about your onboarding schedule. If you have any questions, feel free to reach out to [Contact Person].
Once again, welcome to the team! We look forward to working together and achieving great things.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
- Job rejection email
It’s polite to send job rejection emails as this email lets the candidate know about their job application status. Therefore, this email is to inform candidates that they were not selected for a particular position. It should be kind and professional, providing constructive feedback if possible.
Subject: Thank You for Your Interest - [Position Title]
Dear [Candidate's Name],
We appreciate the time and effort you invested in the interview process for the position of [Position Title]. After careful consideration, we have chosen to move forward with another candidate.
We want to express our gratitude for your interest in [Company Name]. Your skills and qualifications are commendable, and we encourage you to apply for future opportunities that align with your expertise.
Thank you again for your understanding, and we wish you the very best in your job search.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
- Employee resignation acceptance email template
When an employee submits their resignation, use this email to acknowledge their decision, outline the next steps, and express appreciation for their contributions to the organization.
Subject: Acceptance of Resignation
Dear [Employee's Name],
I hope this message finds you well. I received your resignation letter dated [Date], expressing your decision to resign from your position as [Current Position] at [Company Name]. I want to acknowledge receipt of your resignation and inform you that your decision has been accepted.
While we are saddened to see you go, we understand that circumstances change, and we respect your choice. Your last working day with [Company Name] will be [Last Working Day], in accordance with the notice period outlined in your employment contract.
Please use the remaining time to ensure a smooth transition of your responsibilities. If you have any pending projects or tasks, please provide necessary documentation and details to [Name of the Person Taking Over Responsibilities].
We would also appreciate your participation in an exit interview, which will help us gather valuable feedback and insights to improve our workplace.
On behalf of [Company Name], I want to express our gratitude for your contributions during your time here. We wish you all the best in your future endeavors, and I hope our paths cross again.
If you have any questions or need more assistance during this transition, feel free to reach out. Thank you once again, and best of luck in your future endeavors.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
- Employee termination email
If termination becomes necessary, use a clear and concise letter to communicate the decision, reasons behind it, and any final instructions or processes. These are sensitive emails HR professionals must use kind, and professional tone to communicate the employee termination message.
Dear [Employee's Name],
Subject: Termination of employment
I am writing to inform you that, after careful consideration, it has been decided to terminate your employment with [Company Name] effective [Termination Date]. This decision is based on [provide a brief explanation, e.g., performance issues, violation of company policies, etc.].
Your termination includes the following details:
- Termination Date: [Termination Date]
- Final Working Day: [Last Working Day]
- Severance Details: [If applicable, mention any severance package or benefits]
- Return of Company Property: [Instructions regarding the return of company property, if any]
Please arrange to return all company property, including [list specific items, e.g., laptop, access cards, etc.], by [Last Working Day].
We understand that this may be a difficult time, and we want to assure you that the decision was made after careful consideration. If you have any questions or concerns regarding the termination, please feel free to contact [HR Representative's Name] in the Human Resources Department.
You are entitled to [mention any information regarding accrued vacation days, benefits, etc.]. Details of your final paycheck, including any accrued but unused vacation days, will be provided to you on your normal payday.
We appreciate the efforts you have put into your role at [Company Name], and we wish you the best in your future endeavors.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
- Performance Improvement Plan (PIP) email template
When an employee's performance is not meeting expectations, use this email to outline a plan for improvement. Make sure to include specific goals, timelines, and support mechanisms for the next few months. Feel free to make any adjustments as per your requirement.
Dear [Employee's Name],
Subject: Performance improvement plan
I hope this letter finds you well. It has come to our attention that there have been concerns regarding your performance in the role of [Employee's Current Position]. As an organization, we value each employee's contributions and are committed to providing support for professional growth.
After careful consideration, we have decided to implement a Performance Improvement Plan (PIP) to address the identified areas for improvement. This plan collaborates to work towards enhancing your performance and ensuring that you meet the expectations set for your role.
Performance Improvement Plan (PIP) Details:
- Performance Areas to Improve: [List specific areas or tasks that require improvement]
- Objectives and Goals: [Clearly define the performance objectives and goals to be achieved]
- Timeline: [Specify the duration of the Performance Improvement Plan, including check-in points]
- Support and Resources: [Outline the support, training, or resources that will be provided to assist in improvement]
- Regular Feedback and Check-Ins: [Specify the frequency and method of feedback sessions to monitor progress]
- Consequences of Non-Improvement: If, after the specified period, there is insufficient improvement in the identified areas, further actions, including termination of employment, may be considered. However, it is our sincere hope that this plan will serve as a constructive tool to help you succeed in your role.
We encourage open communication throughout this process. If you have any questions or require additional clarification, please do not hesitate to contact [Name of HR Representative] in the Human Resources Department.
Your commitment to addressing the outlined concerns is essential for the success of this Performance Improvement Plan. We believe in your potential and are here to support you in your professional development.
Thank you for your understanding and cooperation.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
- Employee recognition sample email
A company should recognize and appreciate employees for their outstanding contributions. This could be for achieving targets, completing a project, or demonstrating exceptional dedication to their work. These emails can play a crucial role in employee engagement.
Subject: Celebrating Your Outstanding Contribution!
Dear [Employee's Name],
I hope this message finds you in great spirits. I am reaching out to express our heartfelt appreciation for the incredible work you have put into [specific project/task/achievement] over the past [duration].
Your dedication and innovative approach haven't just made a difference – they have set a shining example for all of us. Your efforts have been nothing short of stellar, and we want to take a moment to recognize your outstanding performance.
Your ability to [highlight specific skills or qualities] has not only elevated the team but has also set a high standard for excellence at [Company Name]. We're genuinely fortunate to have you as a key player in our crew.
As a small token of our appreciation, we'd like to offer [mention any specific recognition or reward, e.g., a gift card, a shoutout in our next team meeting, etc.]. Your choice! Just let us know, and we'll make it happen.
Once again, thank you for your hard work and dedication. Your efforts have not only made a significant impact on [Company Name] but have also inspired your colleagues. We're excited about what you'll achieve next.
Cheers to your success, and here's to more wonderful things ahead!
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
- Employee promotion announcement email
Everyone loves that promotion email, right? So, to announce promotions within the organization, use this email template that highlights the promoted employee's achievements and contributions. This helps boost morale and keeps everyone informed.
Subject: Exciting News – [Employee's Name] Promotion!
Dear [Team/Company],
I hope this message finds you well. Today, it gives me immense pleasure to announce the well-deserved promotion of [Employee's Name] to the position of [New Position].
[Employee's Name] has been an integral part of our team, consistently demonstrating exceptional dedication, expertise, and a remarkable ability to [mention specific achievements or qualities]. This promotion is a testament to [his/her] challenging work and the positive impact [he/she] has on our [team/department/company].
In [his/her] new role as [New Position], [Employee's Name] will [briefly mention key responsibilities or focus areas]. We are confident that [he/she] will continue to excel and contribute significantly to the success of our [team/department/company].
Please join me in congratulating [Employee's Name] on this well-earned promotion. [His/Her] commitment to excellence and continuous improvement embodies the values we cherish at [Company Name].
[Employee's Name], we look forward to seeing you thrive in your new role, and we are excited about the positive impact we know you will continue to make.
Congratulations, [Employee's Name]!
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
- Employee survey announcement HR email template
Conducting employee surveys should be routine in every company. When conducting employee surveys, use an email template to inform employees about the purpose, importance, and timeline of the survey. Ensure confidentiality and encourage honest feedback.
Subject: Your Voice Matters! Participate in Our Employee Survey
Hi [Team/Company]!
We hope this message finds you well. At [Company Name], we believe that every voice matters, and we're excited to invite you to participate in our upcoming Employee Survey!
This survey is a valuable opportunity for you to share your thoughts, insights, and feedback about your experience at [Company Name]. We genuinely care about creating a positive and inclusive work environment, and your input is instrumental in helping us understand how we can continue to improve.
Survey Details:
- Start Date: [Insert Start Date]
- End Date: [Insert End Date]
- Survey Link: [Insert Survey Link]
Your responses will remain confidential, and we encourage you to provide honest feedback. The survey covers various aspects, including [mention specific topics or areas the survey will address].
As a token of our appreciation for your time and insights, participants will have the chance to [mention any incentives or rewards, if applicable].
Your participation in the survey is crucial, and we thank you in advance for taking the time to share your thoughts. Together, we can make [Company Name] an even better place to work!
If you have any questions or encounter any issues, feel free to reach out to [Contact Person/HR Representative]. Thank you for being an essential part of our [Team/Company]!
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
- Company policy update email template
Use this email template to notify employees of any changes to company policies, procedures, or benefits. Clearly explain the updates and provide resources for any additional information they may need. Don’t forget to add communication details if necessary.
Subject: Important Update: [Company Name] Policy Changes
Dear [Team/Company],
I trust this email finds you well. Today, I am writing to inform you about some important updates to our company policies.
After careful consideration and feedback from our team, we have revised certain policies to ensure they align with the evolving needs of our company and industry standards. These changes will be effective from [Insert Effective Date].
Summary of Policy Changes:
[Briefly outline the key updates or changes to the policies]
Where to Find the Updated Policies: You can access the updated policies on [mention where employees can find the updated policies, e.g., company intranet, employee handbook, etc.]. We encourage all employees to review the changes carefully to ensure compliance.
Clarifications and Questions: If you have any questions or need further clarification regarding the policy updates, please feel free to reach out to [Contact Person/HR Representative]. We are here to assist and provide any necessary information.
We appreciate your attention to these changes, and we believe that these updates will contribute to a more transparent and supportive working environment for all.
Thank you for your understanding and cooperation.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
- Training invitation email for employees
In most of the company’s, employees Invite employees to training sessions or workshops with a well-crafted email. Include details such as the training topic, date, time, and location.
Hi [Team/Colleagues],
I hope this message finds you thriving in your roles. 🚀 We're excited to announce a unique training opportunity designed to empower you with the skills and knowledge essential for success in [specific area or skill set].
Training Topic: [Insert Training Topic] Date: [Insert Date] Time: [Insert Time] Location/Virtual Link: [Insert Location or Virtual Link]
Training Overview: In this interactive session, we will delve into [specific topics covered], providing you with practical insights and tools to excel in your role. Our experienced trainer, [Trainer's Name], is renowned for [mention Trainer's expertise or credentials], and we are confident that this training will be a game-changer for all participants.
Agenda:
- [Briefly outline the agenda or key topics covered during the training]
- [Include any hands-on activities or group discussions planned]
Why Attend?
- Gain hands-on experience with [specific tools, techniques, or skills].
- Connect with colleagues and share best practices.
- Elevate your performance and contribute to the success of our team.
RSVP: To confirm your attendance, please RSVP by [RSVP Deadline] using [insert RSVP link or email]. Spaces are limited, so be sure to secure your spot early!
Preparation: [Include any pre-training materials or resources that participants should review beforehand, if applicable.]
Note: [Provide any additional details, such as dress code or specific software requirements for virtual sessions.]
We believe that investing in your professional development is crucial, and this training aligns perfectly with our commitment to fostering a culture of continuous learning.
Should you have any questions or require further information, feel free to reach out to [Training Coordinator/Contact Person].
We look forward to seeing you at this enriching training session!
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
- Sick leave approval/denial email template to employees
Use this template to communicate the approval or denial of a sick leave request. Include any relevant policies or documentation requirements.
Dear [Employee's Name],
I hope this message finds you well. I wanted to inform you that your leave request for [Leave Start Date] to [Leave End Date] has been reviewed and approved.
Leave Details:
- Leave Start Date: [Leave Start Date]
- Leave End Date: [Leave End Date]
- Number of Days: [Number of Days]
- Type of Leave: [e.g., Vacation, Sick Leave, etc.]
Your absence has been noted, and we have taken the necessary steps to ensure a smooth workflow during your absence. If there are any specific tasks or responsibilities that need to be addressed before you leave, please make sure to communicate them to [relevant team members/manager].
If you have any questions or if there's anything else you need assistance with regarding your leave, please do not hesitate to reach out.
We hope you have a restful and rejuvenating time during your leave. Looking forward to your return on [Return Date].
Thank you!
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
- Phishing awareness email template
Phishing awareness emails help employees safeguard personal and company data by recognizing potential threats. They prevent security breaches, protect sensitive information, and reduce financial risks. Empowering employees with this knowledge create a stronger defense against evolving cyberattacks. Together, we build a secure workplace.
Subject: Stay Alert: Protect Yourself from Phishing Emails
Dear Team,
Cybersecurity is a shared responsibility, and phishing emails remain one of the most common threats we face. These fraudulent emails are designed to trick you into sharing sensitive information like passwords, financial details, or personal data.
Here are some quick tips to recognize and avoid phishing attempts:
1. Look for red flags in emails:
- Urgent or alarming language, such as "Your account will be suspended."
- Unexpected requests for personal or financial information.
- Poor grammar, spelling errors, or unfamiliar sender addresses.
2. Avoid clicking on suspicious links or attachments:
- Hover over links to verify the destination before clicking.
- Do not open attachments from unknown or unverified senders.
3. Verify before you act:
- If an email claims to be from a colleague or vendor but feels unusual, verify with them directly through a different communication channel.
4. Protect your login credentials:
- Never share your passwords via email or with anyone.
- Use multi-factor authentication (MFA) for an added layer of security.
What to do if you suspect phishing:
- Do not respond to such emails.
- Forward it to [IT Support/Your Security Team’s Email Address] for review.
- Delete the email after reporting.
Let’s work together to keep our workplace safe and secure. Stay cautious and always think before you click!
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
How to automate HR emails using Runtime HRMS?
Runtime HRMS has an exclusive feature to automate HR letters (emails). HR professionals can create and update pre-defined templates and automate the process of sending bulk emails in a single click. Runtime HRMS makes it simple to generate and deliver these HR letters (emails) to employees without having to write them from scratch each time.
Read more: Automate HR templates for employees
