Starting a new job brings both excitement and nerves. The first few days can set the tone for an employee’s entire journey with your company. A thoughtful orientation invitation email makes new hires feel welcome and prepares them for success from day one.
A well-crafted orientation email answers key questions, eases worries, and builds excitement. The following samples show how to create emails that make new team members feel valued right from the start.
New Hire Orientation Invitation Email Samples
These email templates will help you welcome new employees and provide them with all the important details they need before their first day.
#1: Basic Welcome and Orientation Invitation
Subject: Welcome to ABC Company – Your Orientation Details
Dear Marcus,
We are very happy to welcome you to the ABC Company family! Your skills and background will be great additions to our team, and we look forward to seeing all that you will do here.
Please join us for your orientation on Monday, June 12, from 9:00 AM to 4:00 PM in the Main Conference Room (Building A, Floor 2). This session will help you learn about our company, meet key team members, and complete needed paperwork.
What to bring: – Photo ID – Social Security card – Banking details for direct deposit – Any questions you have about your role
Lunch will be provided. Please let us know if you have any food allergies or special needs by replying to this email.
We look forward to meeting you on Monday!
Warm regards,
[Signature block: Name, Title, Company, Phone number, Email address]
#2: Detailed First-Week Schedule
Subject: Your First Week at XYZ Inc. – Orientation Schedule
Hello Priya,
We’re excited to have you join XYZ Inc. next week! To help you prepare for your first days with us, I’ve outlined your orientation schedule below.
Day 1 (Monday, July 10): 8:30 AM – 9:00 AM: Arrival and welcome coffee (Main Lobby) 9:00 AM – 12:00 PM: Company overview and paperwork (HR Conference Room) 12:00 PM – 1:00 PM: Lunch with your department (Company Cafeteria) 1:00 PM – 3:00 PM: IT setup and systems training (Tech Lab) 3:00 PM – 4:30 PM: Tour of the facilities
Day 2 (Tuesday, July 11): 9:00 AM – 12:00 PM: Department-specific training 12:00 PM – 1:00 PM: Lunch with your mentor 1:00 PM – 4:00 PM: Role-specific training
Days 3-5 will focus on job-specific tasks and meeting your team members.
Please bring your ID, tax forms, and bank details on your first day. Dress code is business casual.
If you have any questions before Monday, feel free to call me at the number below.
See you soon!
Best wishes,
[Signature block: Name, Title, Department, Direct phone line, Email, Company website]
#3: Friendly and Casual Startup Approach
Subject: Get Ready for Day One at Spark Digital!
Hi Jordan!
The whole Spark Digital crew is pumped to have you joining our team next Monday! We keep things pretty relaxed here, but we also want to make sure you have everything you need to hit the ground running.
Your first-day schedule looks like this: 10:00 AM – Roll in and grab coffee with me (the good stuff, not the break room kind) 10:30 AM – Quick paperwork and laptop setup 11:30 AM – Team lunch (on us!) 1:00 PM – Meet your teammates and see your workspace 3:00 PM – First project chat 4:30 PM – Wrap up and questions
Wear whatever makes you comfortable – most of us are in jeans and t-shirts. Just bring your ID, banking info, and your awesome self!
Our office can be tricky to find the first time. We’re in the red brick building on Main Street, second floor, suite 204. Parking is free in the back lot.
Can’t wait to have you on the team!
Cheers,
[Signature block: Name, “Your New Boss,” Cell phone number, Email, Social media handles]
#4: Remote Onboarding Focus
Subject: Virtual Orientation Details – Welcome to RemoteFirst Solutions
Dear Alex,
Welcome to RemoteFirst Solutions! We’re thrilled to have you join our global team next week. Since we work 100% remotely, your orientation will happen online, but we’ve designed it to be just as helpful and friendly as an in-person experience.
Your virtual orientation is scheduled for Monday, August 14, from 10:00 AM to 3:00 PM (Eastern Time). Please check your time zone and plan accordingly.
Before Monday: – Test your computer and internet connection – Install Zoom, Slack, and Google Workspace (links in separate email) – Complete the “About Me” profile (5-minute form linked here) – Have your ID and tax documents ready to show during the HR session
Orientation Zoom Link: [secure link] Meeting ID: 123 456 7890 Password: NewHire2023
We’ll ship your laptop and welcome kit to arrive by Friday. Please confirm your mailing address by replying to this email.
Looking forward to meeting you virtually on Monday!
All the best,
[Signature block: Name, Remote Team Lead, Time zone, Virtual office hours, Email, Team chat handle]
#5: Manufacturing or Factory Setting
Subject: Orientation Details for Your New Role at Wilson Manufacturing
Dear Sam,
Welcome to the Wilson Manufacturing team! We’re glad to have you join our production staff beginning next week.
Your orientation is set for Monday, September 5, starting at 7:30 AM sharp. Please meet me at the main security gate, and I’ll escort you to the training room.
For your safety and as required by our policies, please: – Wear closed-toe shoes (steel-toed preferred) – Bring your photo ID and Social Security card – Arrive 15 minutes early to sign in at security – Leave all jewelry at home – Wear comfortable clothes that can get dirty
Your first day will include safety training, paperwork, a tour of the facility, and an introduction to your shift team. We’ll provide all necessary safety equipment.
Lunch is available in our cafeteria (cash or card), or you can bring your own.
Your shift will be 8:00 AM to 4:30 PM, Monday through Friday, with orientation lasting all day Monday and Tuesday.
Please call me at the number below if you have any questions.
Regards,
[Signature block: Name, HR Manager, Direct line, Plant location and department, Employee badge number]
#6: Healthcare Organization
Subject: Welcome to Memorial Hospital – Orientation Information
Dear Dr. Williams,
On behalf of all the staff at Memorial Hospital, welcome! We look forward to having you join our medical team next week.
Your orientation is scheduled as follows:
Dates: Monday & Tuesday, October 2-3 Time: 8:00 AM – 5:00 PM both days Location: Hospital Administration Building, Conference Room C Parking: Staff Lot B (temporary pass attached to this email)
During orientation, we will cover: – Hospital policies and procedures – Electronic medical records training – Safety protocols and emergency procedures – ID badge and system access setup – Department-specific orientation – Benefits enrollment
Please bring: – Government-issued photo ID – Medical license and certifications (originals) – Social Security card – Several canceled checks for direct deposit – Immunization records
Lunch will be provided both days. Please let us know about any dietary restrictions.
Medical scrubs are not required for orientation. Business casual attire is appropriate.
We look forward to having you join our healthcare team!
Sincerely,
[Signature block: Name, Director of Medical Staff Services, Credentials phone line, Hospital logo, Email address, Hospital accreditations]
#7: Retail New Hire Welcome
Subject: Welcome to Fashion Forward – Your First Day Details
Hi Taylor,
We’re happy to have you join our team at Fashion Forward! Your style and customer service skills will be great additions to our downtown store.
Your orientation is set for Thursday, November 9, from 10:00 AM to 6:00 PM at our downtown location (123 Main Street). Please use the employee entrance at the back of the building.
A few things to know: – Wear black pants and comfortable shoes (you’ll get your store shirts during orientation) – Bring two forms of ID (driver’s license, passport, Social Security card, or birth certificate) – We’ll take your photo for your employee badge – Bring a bank check or deposit slip for direct deposit setup
Your orientation will include: – Store tour and meeting the team – Register training – Customer service basics – Employee discount information (yes, you get one right away!) – Schedule planning
You’ll have a 30-minute lunch break, so please bring lunch or be prepared to purchase something nearby.
We look forward to having you on the Fashion Forward team!
Best,
[Signature block: Name, Store Manager, Store location, Phone number, Store hours]
#8: Education/School Setting
Subject: Welcome to Lincoln Elementary – New Teacher Orientation
Dear Ms. Chen,
The entire Lincoln Elementary School community welcomes you to our teaching team! We’re excited to have you join us for the upcoming school year.
New teacher orientation will take place August 14-18, from 8:00 AM to 3:00 PM daily, in the school library. This week is designed to prepare you for a successful first year at our school.
Our orientation week includes: – Monday: Welcome, school culture, and administrative procedures – Tuesday: Curriculum overview and lesson planning – Wednesday: Classroom setup and resource distribution – Thursday: Technology training and student information systems – Friday: Team building and mentor meetings
Please bring: – Teaching certificate/license – Photo ID and Social Security card – Any transcripts not yet submitted – Banking information for payroll – Comfortable clothes (we may be moving furniture!)
Light breakfast and lunch will be provided each day.
You’ll receive your classroom keys, email access, and building entry code during orientation. Your classroom (Room 112) is available for setup starting August 14.
The school address is 500 Learning Lane. Park in the main lot and enter through the front doors.
We look forward to seeing you soon!
Warmly,
[Signature block: Name, Principal, School address and phone, District name, School mascot, Email address]
#9: Financial/Banking Organization
Subject: Orientation Details – Welcome to First National Bank
Dear Mr. Thompson,
Welcome to the First National Bank family! We are pleased to have you join our team as a Personal Banking Specialist at our Main Street branch.
Your orientation is scheduled for Monday, June 5, from 9:00 AM to 4:00 PM at our Downtown Training Center (555 Financial Way, Suite 300).
The orientation will cover: – Company history and core values – Banking regulations and compliance training – Customer service standards – Security protocols – Systems access and training – Benefits enrollment – Branch-specific information
Please dress in business attire (suit and tie) and bring: – Government-issued photo ID – Social Security card – Banking details for direct deposit – Any questions about your position
Parking validation will be provided for the garage at 550 Financial Way.
Following your orientation day, you will spend Tuesday through Friday training at your branch location with your manager, Mr. Davis.
We look forward to welcoming you to our banking team!
Regards,
[Signature block: Name, VP of Human Resources, NMLS ID number, Bank logo, Contact information, Equal Housing Lender and FDIC logos]
#10: Information Technology Company
Subject: Your Tech Solutions Orientation – Welcome Aboard!
Hello Raj,
The entire Tech Solutions team is excited to welcome you as our newest Software Developer! Your background in cloud architecture is exactly what our client projects need right now.
Your orientation is set for Monday, July 17, from 9:00 AM to 5:00 PM at our headquarters (789 Innovation Drive, Suite 400).
Before your first day: – Complete the background check link (if you haven’t already) – Review the attached project summaries (just to get familiar) – Think about your workstation preferences (we’ll set it up for you)
On Monday, please bring: – Laptop (we’ll set up your company device, but have yours as backup) – Government ID and work eligibility documents – Void check for direct deposit – Any certifications you’ve earned
Your orientation includes: – Security protocols and credentials – Development environment setup – Team introductions and project overview – HR processes and benefits enrollment – Company tools and communication platforms
Lunch will be catered, and we have a “meet the team” happy hour planned for 5:00 PM (optional but fun!).
Dress code is casual – most of us wear jeans and t-shirts.
Looking forward to having you join our tech team!
Best regards,
[Signature block: Name, Chief Technology Officer, GitHub handle, LinkedIn profile, Company website, Contact information]
#11: Construction Industry
Subject: Orientation Information – Welcome to Builders United
Dear Michael,
Welcome to the Builders United team! We’re glad to have you join us as a Project Coordinator starting next week.
Your orientation is scheduled for Monday, August 7, from 7:00 AM to 3:30 PM at our main office (100 Construction Way). Please check in at the front desk upon arrival.
For your orientation, please: – Wear closed-toe boots (steel-toed preferred) – Bring your driver’s license and Social Security card – Come prepared with a hardhat if you have one (if not, we’ll provide one) – Dress for the weather, as we’ll visit an active job site
Your first day will include: – Safety training (OSHA requirements) – Company policies and procedures – Project management software training – Site visit to the Highland Project – Meeting your project team – Benefits enrollment
Lunch will be provided. We typically finish paperwork in the morning and move to practical training after lunch.
After orientation, your regular hours will be 7:00 AM to 3:30 PM, Monday through Friday.
Please call me at the number below if you have any questions or need directions.
Welcome aboard,
[Signature block: Name, HR Manager, Mobile phone, Office location, Safety certification number, Company logo]
#12: Hotel/Hospitality Industry
Subject: Welcome to Grand Hotel – Your Orientation Schedule
Dear Lisa,
A warm welcome to the Grand Hotel family! We’re excited to have you join our Front Desk team and look forward to seeing the excellent guest service you’ll provide.
Your orientation is scheduled for Wednesday, September 13, from 9:00 AM to 5:00 PM. Please arrive at the Employee Entrance (back of the hotel, near the loading dock) at 8:45 AM.
For your first day, please: – Wear black dress pants and a white button-up shirt – Bring two forms of identification – Arrive with hair neatly styled and minimal jewelry – Have nails neatly manicured (if applicable) – Bring a notebook for taking notes
Your orientation will cover: – Grand Hotel history and service standards – Hotel tour and department introductions – Uniform fitting and distribution – Property management system training – Guest interaction protocols – Benefits and scheduling procedures
Lunch will be provided in our employee dining room, giving you a chance to meet team members from other departments.
Parking is available in the employee lot. Please park in any unmarked space and bring your parking ticket for validation.
We look forward to welcoming you to our hospitality team!
Warm regards,
[Signature block: Name, Director of Human Resources, Hotel address and phone, Star rating badges, Email address]
#13: Restaurant/Food Service
Subject: Orientation Details – Welcome to Fresh Bites Restaurant
Hi Carlos,
Welcome to the Fresh Bites team! We’re excited to have you join us as a Line Cook starting next week.
Your orientation is set for Tuesday, October 10, from 2:00 PM to 5:00 PM, before the dinner shift. Please come to the back entrance and ring the staff bell.
For your first day, please bring: – Photo ID and Social Security card – Food handler’s permit (if you have one already) – Black pants and non-slip shoes – Small notebook for recipes and notes
We will provide your chef coat, apron, and hat during orientation.
Your first day will include: – Paperwork and policy review – Kitchen tour and safety procedures – Food safety and sanitation review – Introduction to our menu and recipes – Meeting the team
After orientation, you’ll shadow our senior cook for the dinner service from 5:00 PM to close (around 10:00 PM).
Staff meal is served at 4:30 PM daily, so you’ll get to enjoy a meal with the team before your first shift.
Looking forward to cooking with you!
Cheers,
[Signature block: Name, Executive Chef, Restaurant address and phone, Food safety certification number, Restaurant logo]
#14: Non-profit Organization
Subject: Welcome to Hope Foundation – Orientation Details
Dear Robin,
We are so happy to welcome you to the Hope Foundation family! Your passion for community service makes you a perfect fit for our team, and we can’t wait to see the impact you’ll make as our new Volunteer Coordinator.
Your orientation is scheduled for Monday, November 6, from 10:00 AM to 3:00 PM at our main office (456 Community Lane).
During orientation, we will cover: – Our mission, vision, and history – Current programs and initiatives – Office procedures and communication tools – Volunteer management systems – Upcoming events and campaigns – Meet and greet with staff and board members
Please bring: – Government-issued photo ID – Signed offer letter (if not already returned) – Banking information for payroll setup – Any questions about your role or our organization
Casual business attire is appropriate. Lunch will be a potluck with the staff (we’ll provide the main dish, but feel free to bring a small side to share if you’d like – totally optional!).
Parking is available in our small lot or on the street. The nearest bus stop is at Community Lane and 5th Street.
We’re excited to have you join our mission!
With gratitude,
[Signature block: Name, Executive Director, Organization logo, Contact information, Social media handles, Charity registration number]
#15: Government Agency
Subject: New Employee Orientation – Department of Public Works
Dear Ms. Johnson,
Welcome to the Department of Public Works. We are pleased to have you join our Administrative Services Division beginning next week.
Your new employee orientation is scheduled for Monday, December 4, from 8:00 AM to 4:30 PM at the City Hall Training Room (Room 302, 3rd Floor, 789 Government Plaza).
Please arrive by 7:45 AM to check in with security. You will need to present government-issued photo identification to receive your temporary access badge.
For orientation, please bring: – Original Social Security card – Driver’s license or passport – Voided check for direct deposit setup – Completed employment eligibility verification (Form I-9) – Any certifications relevant to your position
The orientation will cover: – Oath of office – Ethics training – Benefits enrollment – Retirement system overview – IT systems access and security protocols – Department-specific policies and procedures
Business professional attire is required. Lunch will be provided.
Public parking is available in the City Hall Garage at a reduced rate for new employees on orientation day ($5 with validation).
Following orientation, you will report to your regular workstation on Tuesday morning at 8:00 AM.
We look forward to your contributions to our department and the citizens we serve.
Respectfully,
[Signature block: Name, Human Resources Director, Department seal, Office location and phone, Government email address, Official disclaimers]
Wrapping Up Email Samples
The right orientation invitation sets the stage for a positive employee experience. These 15 examples show how to create clear, helpful emails that make new team members feel welcome from the start.
Pick the style that fits your company culture, add your specific details, and help your new hires begin their journey with confidence and excitement. A thoughtful welcome leads to engaged employees who feel valued and ready to contribute to your team’s success.