HR Email Templates to Communicate with Employees

25 HR EMAIL
TEMPLATES
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A RESOURCE FOR HR PROFESSIONALS

How Human Resources (HR)
professionals should write
different types of emails
Every organisation’s HR department is involved in the complete lifecycle of its employees, that is
from the time they are hired till their separation from the organisation. At various touch points in
this lifecycle, HR professionals need to communicate different organisational decisions to employees
using various types of emails. Nowadays, emails have almost entirely replaced physical letters as the
preferred medium of communication. Here, you will find wording for various essential emails that
can be used, depending on the occasion and the requirement.
All of these emails can be written in whatever style the writer finds appropriate. The only points to
pay attention to are that each of the mentioned pieces of information should be included, and
general courtesy towards the recipient should always be maintained. HR professionals are generally
the face of the company, and everything they say or write should keep in mind the potential impact.
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25 HR Email Templates (with Tips)
Increment email...................................................................................................................................... 3
Rejection email during or after a selection process..................................................................... 4
Warning email for disciplinary action............................................................................................. 5
Offer/selection email............................................................................................................................. 6
Release/relief email............................................................................................................................... 7
Promotion email..................................................................................................................................... 8
Recommendation email........................................................................................................................ 9
Internship offer email......................................................................................................................... 10
Probation extension email................................................................................................................ 11
Appreciation email.............................................................................................................................. 12
Transfer email....................................................................................................................................... 13
Congratulatory email on first year completion........................................................................... 14
Greetings email for a special day..................................................................................................... 14
Festival greetings email..................................................................................................................... 15
Training invitation email................................................................................................................... 16
Termination email............................................................................................................................... 17
Email to welcome a new employee................................................................................................. 18
Email enquiring about an employee who is on a prolonged period of leave.....................19
Announcement of an all-department meeting............................................................................ 20
Email to reject a candidate’s internship application................................................................. 21
Email denying long leave request due to non-availability of staff........................................22
Email announcing employee of the month................................................................................... 23
Email asking employees to participate in employee survey...................................................24
Email to introduce an employee referral bonus programme.................................................25
Email introducing a new policy on accepting gifts within the company.............................27

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Increment email
An employee’s good performance is often rewarded by way of an increment in his/her salary. This is
also a way of balancing employees’ expectations vis-à-vis their performance. Usually, periodic salary
hikes also depend on a variety of factors external to the employee, such as market conditions,
organisational policy, the company’s overall performance, etc.
When writing an email to inform an employee about an increase in his/her salary, the HR
department must keep the following in mind:
● Congratulate him/her on the increment.

● Thank him/her for his/her general contribution over the period of time.
● If the increment is a reward for individual performance, state how it has benefited the
organisation (e.g. boosting the overall growth of the company) and show appreciation
for this. Highlighting the individual’s contribution towards the larger goals of the
organisation serves as a means of motivation.
● Mention the increment amount or percentage in a numerical format.
● Express your future expectations from the individual and wish him/her the best in future
endeavours.
SAMPLE
Subject: Salary
incrementhttps://docs.google.com/document/d/1nbRkPvdofNQ6pkg9HFIFv330kkpZTA5sNSjJtSj0u3c
/edit?usp=sharing
Dear [employee name],
The period [year/half year/quarter] has been a wonderful one for the company and we have all met
multiple objectives while overcoming challenges together in our various roles.
Your contribution during this period has been extraordinary, and as such it has played a significant
role in the company’s overall progress towards meeting the ambitious targets we set for ourselves.
We appreciate the hard work and dedication you have displayed towards delivering this
performance and would like to take the opportunity to thank you for it.
In view of this, we are happy to inform you that the company has decided to award a twelve percent
(12%) increment in your salary. This will take effect from [date].
We hope this will please you, and that you will continue to achieve your goals and deliver brilliant
results in the future as well.
Here’s wishing you the best of luck!
Warm regards,
[Name]
[Designation]
[Company name]

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Rejection email during or after a selection process
Talent acquisition is a complex process and a recruitment/selection drive in any organisation goes
through several stages. A candidate may be eliminated from the selected process at any of these
stages. It is considered a good HR practice to inform a candidate about his/her rejection by the
company by means of a polite email. Informing the candidate that he/she has not progressed to the
next round helps to bring closure for the candidate.
A few points to highlight in the rejection email are:
● Appreciate the time the candidate has invested and the interest he/she has shown in the
position and the organisation.
● Give positive feedback about certain aspects of his/her profile.
● State specific reasons why other candidates progressed to the next round or were
selected instead.
● Inform the applicant that he/she may be considered for future requirements, if and
when they emerge.
● Wish them good luck for the future.
SAMPLE
Subject: Update on your application
Dear [candidate name],
At the outset, we would like to thank you for the interest you’ve shown in the [designation] position
at our company, [company name]. We appreciate the time you’ve invested throughout the course of
our selection process.
We were impressed by your skill set and accomplishments to date. In particular, [e.g. some of your
extracurricular activities during your college days that demonstrate leadership abilities] caught our
attention. We were also happy to see how you have excelled in various professional roles over the
last few years.
It is therefore with regret that I’m writing to inform you that we have decided to proceed with
another candidate who will bring more technical experience to the role.
If you’ll permit it, we would like to keep your details on file for consideration as and when future
requirements present themselves.
Once again, I would like to take the opportunity to thank you for your time, interest and effort. My
colleagues and I wish you the very best of fortune for your future endeavours.
Warm regards,
[Name]
[Designation]
[Company name]

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Warning email for disciplinary action
Any company’s policies and processes are meant to be adhered to by all of its employees. However,
sometimes an employee’s actions go against the guidelines and the principles of a particular policy.
HR professionals then need to send a warning or even a termination email, depending upon the
severity of the employee’s actions; this also depends on whether the employee has displayed such a
behaviour in the past, making it a repeated act. A warning email is issued to inform the employee of
a breach of policy.
However, a proper investigation must be done before issuing such an email, as it can impact the
career and the morale of the individual. Once this has concluded, the essential elements of such an
email are:
● State the unacceptable act/behaviour that the employee has displayed.

● Mention the related policy or rule that this has breached.
● State how such an act/behaviour impacts the organisation in a negative manner.
● Explain the course of action that will be taken in future to penalise the employee if the
act is repeated.
SAMPLE
Subject: Official warning
I hope you are well.
I am writing this email to bring to your notice that there have been a total of five complaints made
against you by colleagues, due to your unruly behaviour at work during the last three months. An
internal inquiry has concluded that these complainants were right to report your aggressive tone of
voice and body language, which was found to be threatening.
I wish to draw your attention to the employee handbook that was provided to you during your
induction, which you signed to indicate your agreement to comply. In accordance with Clause 2 of
the Code of Conduct policy, found within that book, you are being informed that such behaviours
disrupt harmony within the organisation. This creates a negative culture in the workplace and is
therefore unacceptable in our company.
Such behaviours also take us off the path towards achieving our goals. We are a values-oriented
organisation, and as such we expect you to improve your behaviour and always act as per the
company policies.
The internal inquiry committee has ruled that this will be treated as your final warning for the
violation of the company’s Code of Conduct policy. Any future repetition of this behaviour will have
terminal consequences. We hope you will pay attention to this warning, and that it will bring about a
positive change in your behaviour.

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Please feel free to contact me for any clarifications.
Best regards,
[Name]
[Designation]
[Company name]
Offer/selection email
The whole process of recruitment and selection can be spread over as much as a couple of months
or as little as a few days, depending on the role and the company. Throughout this process, HR
professionals coordinate with candidates on the next steps to be followed. Once a candidate is
finally selected, an offer is made to him/her. An offer email initiates the employer-employee
relationship and makes sure that this start is positive.
An offer email must include the following:
● Congratulate the candidate on his/her selection and provide some appreciation for
his/her skills, in addition to the time and effort taken to go through the selection
process.
● Acknowledge how challenging the selection process was, stating the total number of
applicants and number of rounds.
● Provide basic information about:
– Designation and role;
– Total compensation;
– Location of work;
– Date of joining;
– Documents to bring on the first day.
SAMPLE
Subject: Your selection
This is with reference to your application for the role of [job title] at our company. We are pleased to
inform you that you have been selected to be a part of our team, should you wish to accept. We
extend our heartiest congratulations to you on becoming a part of our family!
Your joining date will be [date]. You will be working from our [city/town] office.
Your total compensation shall be [amount] per annum. A detailed breakdown of this shall be
provided in due course.
We request you to report to our [city/town] branch on your joining date, and to bring your original
[list required documents], along with a photocopy of each one.

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This offer is valid subject to the successful passing of background verification, which shall be initiated
after you accept the offer. Please reply to this email with your acceptance within 48 hours, as the
offer will expire after that time and we will then need to offer it to another candidate.
Warm regards,
[Name]
[Designation]
[Company name]
Release/relief email
Separation of an employee from the organisation is the last stage in the employee lifecycle. Once an
employee tenders his/her resignation, the organisation should provide him/her with a release/relief
email to document proof of the end of the employee’s relationship with the company. The email,
while discharging the employee of his/her role, also ensures proper closure of the process. A positive
release/relief email can also serve as a means of continuing the relationship, even after the end of
his/her tenure in the company. This email should essentially contain the following:
● State the designation of the individual from which he/she is being relieved.
● Thank the individual for his/her contribution to the organisation.
● Mention the conduct of the individual.
● Mention the length of service of the individual in the company.
● State any significant contribution he/she has made during his/her tenure.
● Mention the next steps to be followed by both the employee and the company to
ensure smooth closure.
● Mention the notice period to be served as per the company’s policy.
SAMPLE
Subject: Release email
I hope you are doing well!
This email is with reference to your letter of resignation, dated [resignation date]. I wish to inform
you that your resignation has been accepted and you shall be relieved from the role of [designation]
with effect from [date], after serving your notice period of [time] as per company policy.
It was a pleasure having you as part of our company and working with you for the period of
[number] years. I hope you too enjoyed your time here.
During the period of your employment with [company name], your conduct was found to be very
good, in line with the company’s expectations. Your performance, too, was found to be above
average, which we sincerely appreciate.

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Kindly return any company property, such as mobile phone, laptop, etc. that was provided to you by
[date]. Once you submit all such company property, your full and final settlement will be initiated. If
you have any questions regarding this settlement, please contact the payroll department.
We wish you best of luck for all your future endeavours.
Warm regards,
[Name]
[Designation]
[Company name]
Promotion email
After the relevant periodic performance appraisal concludes, deserving employees are rewarded for
their performance based on the achievement of their specific goals and the competencies displayed
by them. A promotion, along with corresponding salary increment, may ensue. While the HR
department must make sure to convey this good news to the concerned employee in person, they
should also send an official email to the employee to confirm this information in writing.
The email should include the following:
● Thank the employee for his/her sincere dedication and contribution.

● Mention the new designation that he/she has been promoted to.
● Mention the date on which the promotion will take effect.
● State relevant details about the new position, along with the reporting structure.
● Mention the increment in salary, if any.
● State the employee’s previous designation and mention a few instances of notably
positive performances.
● Draw attention to a few other competencies that the employee has demonstrated that
make him/her better suited to the new, more senior role.
● Indicate your expectations and wish the employee the best of luck.
SAMPLE
Subject: Promotion
I hope you are doing well!
As you know, our annual appraisal cycle has just concluded. As part of this, we have concluded that
you have displayed a strong sense of goal achievement in your role as [original designation]. Based
on your performance and the achievement of your targets during [time period], we are pleased to
inform you that you are being promoted to the next level as [new designation].
Congratulations on your promotion to this role, which will come into effect from [date].

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In this role, you will be reporting to [manager’s name], [manager’s designation], and will be entitled
to a revised compensation of [amount].
We appreciate your contribution towards the growth of the organisation and expect that you will
continue to fulfil your enhanced responsibilities just as diligently in your new role.
Congratulations once again on your promotion! Here’s wishing you a continued successful career at
[company name].
Warm regards,
[Name]
[Designation]
[Company name]
Recommendation email
Companies invariably require prospective candidates to furnish them with recommendations from
prior employers in order to confirm both their professional as well as personal attributes. These are
generally taken very seriously. A candidate who can provide recommendations from his/her
previous employer(s) stands a better chance of being selected compared with someone who cannot.
Hence, a past employee may approach the HR department of his/her former company and request a
recommendation email. This becomes even more crucial where the reasons for separation were
beyond the employee’s control. The basic intent of this email is to indicate that the person in
question was a bonafide employee with a good record in terms of personality, skills, qualifications,
goal orientation, etc.
A few essential elements of such an email are:
● A brief statement of the writer’s current designation and relationship with the candidate
in question.
● An overview of the applicant’s strengths as experienced by the writer.
● Mention of a few personal anecdotes that highlight some particular traits of the
applicant.
● A concluding remark summarising why the individual would be a good fit for the
opportunity.
● An invitation to the reader to contact the writer in case of any need for clarification.
● Signature, full name, designation and contact details.
● Optional: The recommendation email may focus on the kind of role the applicant would
be performing in the future organisation, if preferred.
SAMPLE
Subject: Letter of recommendation
To whomsoever it may concern,
I am writing this email to discuss [applicant name], who has applied for a job at your organisation.

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I am [name], [designation] at [company name]. I have known [candidate’s full name] for [number]
years. During [his/her] tenure with us, I worked closely with [candidate’s first name]. [He/she]
consistently used [his/her] skills and knowledge to deliver the results that were expected from
[him/her]. [His/her] conduct and behaviour was always impressive. I am confident that [candidate’s
first name] would be able to meet the expectations you would have of [him/her].
When [candidate’s first name] was working as [designation], [he/she] once [an incident critical to the
role].
Further, on another occasion, [he/she] [second incident].
[Candidate’s first name] was a genuine achiever for us, and I can state without doubt that [he/she]
would be an asset for your organisation as well. Please feel free to get in touch with me if you have
any questions regarding [his/her] work with us.
Warm regards,
[Name]
[Designation]
[Company name]
Internship offer email
Organisations often recruit interns instead of permanent employees, either for particular projects or
for specific durations. When someone – college student or not – wants to serve your organisation as
an intern, he or she should still be sent a confirmation email. It might not be a permanent position,
but the significance of a written email can never be undermined.
The content should include:
● Congratulations on being selected as an intern.

● Highlight a factor in the applicant’s profile that helped him or her to get selected.
● The exact designation for the internship.
● The reporting manager’s name and designation.
● Details of any stipend.
● The length of the internship being offered.
● A reference to an attached document that details the terms of engagement.
SAMPLE
Subject: Internship offer
Congratulations on being selected as a [internship type] intern at [organisation name]. Among the
many resumes that we received for this position, yours stood out for the admirable multitasking
skills that you exhibited in your previous assignments.

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This internship shall be effective from [start date] to [end date].
The internship, as discussed in our previous correspondence, shall be [unpaid / paid at a stipend of
[rate]], and you are expected to attend our offices for [number] hours per working day.
During the internship period, you will be reporting to [manager’s name], [manager’s designation],
and you will be assigned projects that improve your understanding in the field of
[department/subject]. You might also be asked to work on a few other assignments, as per the
needs of the organisation.
You will be provided with the required guidance and support from our team, and we will expect you
to conduct yourself as per our company policies (attached here) at all times.
I would like to take the opportunity to wish you all the very best in this role, and say that I look
forward to welcoming you to the team.
Warm regards,
[Name]
[Designation]
[Company name]
Probation extension email
New recruits are usually hired for a specific period of probation, which can be extended at the
discretion of the company. At the end of any extended probationary period, a new recruit is either
confirmed as a permanent employee or his/her employment is rejected. When the probationary
period is being extended, it is imperative for an HR professional to send a formal extension email.
While writing this, this person should make specific reference to the employee’s work during the
probationary period.
In this email:
● State the period of probation completed.

● Mention the reason for, and length of, the extension.
● State the next course of action after completion of the extension.
● State what the organisation is expecting of the individual.
SAMPLE
Subject: Extension of probation
Dear [name],
As you know, your probationary employment was for a period of three months, ending on [date].
The company has continuously monitored and assessed your performance during this period, and
ultimately found it to be less than satisfactory.

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However, I am happy to say that in consideration of your zeal for constant learning, we are willing to
extend your probation by three months to give you a further chance to prove yourself. Following this
period, we will again assess your performance and either confirm or reject you as a permanent
employee of our company.
I hope you will utilise this opportunity to showcase your capacity to deliver results, and would like to
take the opportunity to wish you all the very best in this endeavour.
Warm regards,
[Name]
[Designation]
[Company name]
Appreciation email
It is good practice to reward employees whenever they do something significant for the
organisation. While monetary and material rewards go down very well, emails of sincere
appreciation also play a major role in motivating employees and increasing their job satisfaction.
Good things to include in this type of email are:
● A summary of the good work the employee has done.

● Specific appreciative feedback on this work.
● Recognition of the significance of this work for the individual’s team and the wider
organisation.
● An indication of the company's expectations from the individual going forward.
SAMPLE
Subject: Expressing our appreciation
I hope you are well!
I am writing this email to acknowledge your unique contribution to our organisation.
Your team spirit and attitude of continual encouragement towards your peers has played a
significant role in helping the team achieve its targets lately, and I want you to know that this has not
gone unrecognised.
We appreciate all of your hard work and the support you routinely offer to your co-workers. Indeed,
your superiors, co-workers and clients have consistently mentioned your positive attitude and said
that they hope to be able to continue working with you. To get such universally positive feedback is
truly a remarkable achievement.
I also honestly feel that without the initiative you took to [give specific details], the team would not
have been able to finish the [name] process on time. This deserves particular gratitude.

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[Company name] sincerely appreciates your contribution, and we very much hope that you will
continue to surpass our expectations in future as well.
Again, thank you for all your support.
Warm regards,
[Name]
[Designation]
[Company name]
Transfer email
As part of their overall manpower planning, organisations with a presence in multiple locations
sometimes need to transfer their employees from one branch to another. The reasons could be as
varied as a vacancy in one location, an employee’s desire to relocate for personal/professional
reasons, or even career progression through internal movements. Although the decision to transfer
is discussed with the employee and a consensus is usually reached, the HR department should write
an official email to officially inform the employee about this decision.
Below are possible points to mention in such an email:
● Inform the employee about the transfer.

● State the reason for transfer.
● Mention the joining date at the new location.
● Refer to the company’s policy on relocation.
● Give some words of encouragement, including a statement of your expectations from
them in the new location.
SAMPLE
Subject: Transfer confirmation
Dear [name of employee],
This is to inform you that you have been transferred to our [new location] office from [original
location], effective from [date of transfer]. There will not be any changes to your designation or your
compensation, and you will continue to enjoy all of your existing employment benefits in [new
location].
Your transfer is in order to fill an urgent vacancy that has arisen in [new location] due to the sudden
passing of the previous employee in this role there. Please note that the logistical details of your
move, as well as coverage of costs associated with your relocation, will be in accordance with the
company’s Relocation Policy.
You have been a sincere and a hard-working employee for a few years now, and we believe we can
trust you with your new responsibilities in [new location].
We are hopeful that you will continue to excel in your performance in your new role, and wish you
all the best for this.

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Please don’t hesitate to get in touch if you would like to share or discuss anything.
Warm regards,
[Name]
[Designation]
[Company name]
Congratulatory email on first year completion
If an employee successfully completes a year in the organisation, it should be acknowledged by the

company. And who is a better person to do this than the HR professional?
While drafting such an email, you may include the following:
● Congratulate the individual on completing a year with the company.

● Mention that the organisation is happy to be associated with them.
● State one or more positive things about the work they have done.
SAMPLE
Subject: First anniversary
CONGRATULATIONS!!!
We would like to take a moment to recognise and thank you for your contributions to the
organisation over the past year. We are indeed happy to have you with us. In particular, we would
like to acknowledge your performance in content development, given the volume of illustrated blog
posts you have produced for the company. Our new site has attracted hundreds of visitors, and has
taken our online presence to a whole new level.
We would like to wish you all the best for your future with us. Keep up the good work!
Warm regards,
[Name]
[Designation]
[Company name]
Greetings email for a special day
Birthdays, anniversaries, kids’ birthdays, etc. are all special days in everyone’s lives. An employee,
when wished by the organisation on one of these landmark days, tends to feel more engaged as it
helps to build a deeper connection with the organisation. However, these same emails, if not written

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carefully, can have unwanted impacts on employees. Not everyone likes to be reminded that
another decade has passed!
These are some key elements of greetings email for special occasions:
● Congratulate and mention the reason.

● If it’s for completing a certain number of years with the company, you could mention
whether it’s the second, fifth or fiftieth occasion.
● If it’s for a birthday, you might skip the count, bearing in mind that some people are
sensitive about their ages, and just state that the company wishes them.
● If it’s for an anniversary, send wishes for the couple’s forever growing relationship.
● If you personally share a personal bond with the employee, you may like to add a fun
element, such as a memory or a joke.
● Reiterate your wishes.
SAMPLE
Subject: Here’s wishing you a happy birthday!
We hope that you’ll have a wonderful day on your birthday, and that you’ll accomplish all the goals
you have set for the year that lies ahead! May your coming years be filled with fun, love and peace.
We have organised a small party in the office to mark the occasion, and would like to invite you to
come down to the cafeteria at 3 pm. All your teammates are also invited.
Once again, we wish you a very happy birthday!
Warm regards,
[Name]
[Designation]
[Company name]
Festival greetings email
An email for festival greetings should extend warm wishes for the occasion, and should help
employees feel the significance of the festival.
Things such an email might mention include the following:
● Extend warm greetings for the occasion to employees and their families.
● Appreciate everyone for their sincerity and hard work.
● Recognise a recent organisational achievement that adds to the happiness quotient of
the occasion.
● State how the company wishes to make the day special for everyone. Details of an
event, a bonus amount or activity that the company plans could be shared here.

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SAMPLE
Subject: Happy Holi!
Dear all,
On behalf of [company name], I am writing to wish you and your loved ones a happy and colourful
Holi!
This year, the festival of colours feels even more special thanks to our company’s significant growth,
particularly over the past two months, which is in no small part down to the commitment and
devotion of each one of you. Your efforts and hard work have helped the company rise from last
year’s losses to a place in which we have been able to capture a major market share in our industry.
I have always said, and will mention again, that I truly appreciate the way everyone here works
efficiently towards achieving individual and team targets. For this reason, we are announcing a
bonus of [percentage or amount] for all employees on this occasion.
Once again, I would like to extend sincere thanks for all your hard work and dedication. Have a great
Holi. Here’s wishing you all many such colourful days to come!
Warm regards,
[Name]
[Designation]
[Company name]
Training invitation email
When a training is organised, the HR department can send an email to inform as well as invite
whoever they consider appropriate. The email should contain practical details about the training
along with some inspiration to attract the reader to attend.
Below are the important elements of such an email:
● Include essential information, such as date, time, location, training topic, etc.
● A compelling brief about the trainer helps to motivate employees to attend.
● List a few important things they are expected to learn, so that they feel further attracted
to the workshop.
● You may also include a colourful poster as either an attachment or embedded into the
email, to provide an appealing visual aid.
● Give a ‘call to action’ statement, in order to keep the momentum you’ve been building
up till the training day. It could be a simple ‘Contact us now’, ‘Click here’, ‘Book your
seat’, etc.
SAMPLE

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Subject: Come and join us to learn all about [topic]!
We would like to invite you for a workshop on [topic] that will be led by the widely reputed training
company, [company name]. This training is being conducted with the objective of improving our
employees’ leadership credentials.
The facilitator, [facilitator name], is a leadership consultant with [number] years of experience in the
field of learning and development. [He/she] has worked with thousands of corporate organisations
and has also authored three books on leadership.
This will be a [number]-day workshop in which you will receive precious insights into your personal
strengths and develop a personal strategy aimed at consistently improving these skills. Additionally,
you will receive material and content that will empower you to act and move towards accomplishing
any of the goals you set for yourself!
Please block your calendar:
Date: [Date]
Time: [Time]
Venue: [Venue]
Do register now! We very much look forward to seeing you at the venue on [date].
Warm regards,
[Name]
[Designation]
[Company name]
Termination email
An employee’s employment might be terminated for any of many different reasons, and this must
be formally conveyed in writing via email. This is a sensitive situation and the email must be written
with care. If possible, one should also consult the legal team before clicking that ‘send’ button.
Below is what should be mentioned in a termination email:
● The date from which the employee will cease to be a part of the organisation.
● The reason for termination.
● A request to submit all company properties to the respective departments, as per policy.
● The status of the individual’s salary and how it will be settled.
● Details of a contact person for any further queries.
SAMPLE
Subject: Termination due to uninformed absence from work


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This to inform you that your employment with [company name] will cease after [date of
termination].
This termination comes as a consequence of your decision to take leave from work without
permission for a period of 15 days, and shall not be revoked.
You will receive your full and final settlement on your last working day.
You are requested to return your company laptop, ID card and mobile phone to the HR department
on your last day of employment.
If you have any questions about this, please feel free to get in touch with [employee name] at [email
address].
Best regards,
[Name]
[Designation]
[Company name]
Email to welcome a new employee
Any person joining a new organisation is usually filled with anxiety and apprehension about whether
or not they will be accepted well by their new co-workers. A welcome email from an HR professional
that’s addressed to the whole team can help to relax the fresh recruit and impart a sense of new
belonging. This becomes an important part of an effective orientation process.
Some key things to be included in your welcome emails are:
● Mention the correct name of the employee and the team/department that he/she will
be joining.
● Provide a brief about his/her past education and experience.
● State one or more of their major past accomplishments.
● Put down the date and time they will be starting at the organisation.
● Write something to indicate the organisation’s excitement on their joining.
● Finally, wish the individual luck and express hope for a great association.
SAMPLE
Subject: A very warm welcome to [employee’s full name]
Dear all,
Please join with me in welcoming [employee’s full name], who will be joining [company name] on
[date] in the role of [designation]. [He/she] will be reporting to [manager’s name].

18
[Employee’s first name] comes from [city or town] and has relocated to [city/town] for work.
[He/she] was awarded [educational qualification] by [institute name]. Since then, [he/she] has
amassed [number] years of experience in [field name].
In [his/her] spare time, [employee’s first name] loves to pursue activities like [list hobbies].
On behalf of the [company name] family, I again welcome [employee’s first name] and wish
[him/her] a long and successful career with us.
Warm regards,
[Name]
[Designation]
[Company name]
Email enquiring about an employee who is on a prolonged

period of leave
When an employee doesn’t resume work or does not contact his/her superior after an approved
period of leave concludes, the organisation should try to make contact. Usually, an email from the
HR department is sent, asking the concerned employee to get in touch with the Human Resources
team by a certain date.
Such an email should include the following elements:
● State the date from which the individual has been absent.
● Inform him/her that he/she doesn't have any leave days remaining.
● Give one or two sentences that show concern for the employee.
● Talk about the disciplinary action that will be taken if this is a case of misconduct.
SAMPLE
Subject: Warning owing to prolonged absence
I am writing to address your prolonged absence from work since [date]. I wish to clarify a few things
regarding your current leave status, [company name]’s expectations from you and your apparent
failure to adhere to company policy in this respect.
Please note that your leave was approved from [date] to [date], and you were expected to report
back to work on [date]. Neither have you reported back to work, nor have we received any further

19
communication from you. We would first and foremost want to check that you are well, but we have
not received any medical certificate or even a leave request from you on medical grounds.
As per company policy, under these circumstances we must first put you on unpaid leave,
commencing immediately after your available leave days are exhausted. If no communication is then
received, there remains no option but to terminate your employment. Your absence has already
exhausted all your available leaves and now you are in the stage of unpaid leaves.
We expect a reply to this email by [date], failing which we will be forced to terminate your
employment, effective [last date of working].
Best regards,
[Name]
[Designation]
[Company name]
Announcement of an all-department meeting
Organisations conduct regular meetings with their employees at different levels. HR professionals
are usually involved in writing the emails required to inform those concerned about meetings to be
held at the broader organisational level.
These emails should have some particular features:
● State the precise agenda for the meeting in the body of the email, and give the detailed
agenda in an attachment.
● Mention the date, start time, duration and people who will be attending the meeting.
Also, it is a good practice to mention if any special speakers will be attending.
● If the meeting is to be broadcasted over the Internet to enable remote employees to
participate, this too can be mentioned along with joining details.
● Emphasise the importance of the presence of everyone concerned.
● Mention exceptions if there are any.
● Finally, re-emphasise that everyone would be waiting and looking forward to meeting
them.
SAMPLE
Subject: All-department meeting update
We will be holding an all-department meeting on [date] from [start time] to [end time] at [venue].

20
This meeting is to discuss the general performance of the organisation during the past quarter and
the expected performance for the current quarter, so that everyone in [company name] can stay
updated about company progress.
Our CEO, [name], will open the meeting with a keynote address, and this will be followed by a short
speech from each of our three department heads.
We also plan to come up with a course of action for the next quarter, and want everyone to be a
part of this process of deliberation and decision making. Although we have not made attendance
mandatory, we expect you all to be present on this occasion and contribute towards the growth of
[company name].
We look forward to seeing you at the meeting.
Warm regards,
[Name]
[Designation]
[Company name]
Email to reject a candidate’s internship application
Often, organisations have internship openings for candidates who are currently in college and want
to gain work experience. Since they mostly do not yet have any experience under their belts, it is
only their academic qualifications that can be the basis for assessing their capabilities. However, an
organisation might still fail to find candidates suitable for fulfilling the responsibilities they require
and therefore want to send an email to inform those who applied of their rejection.
Here are some things to include when writing an email on this subject:
● Thank the candidate for showing interest in your organisation.

● State that you found their profile interesting and saw merit in it.
● Mention in a line or two why you are rejecting his/her candidature, despite it being
interesting.
● If his/her candidacy is very good, you may want to mention that you will retain their
details for future reference, and undertake to get in touch if any suitable internship
position becomes available in future.
SAMPLE
Subject: Decision on your internship application

21
Thank you for your application for the position of [designation] with [company name].
We reviewed your CV and were impressed with your background and the projects you have
completed during your second year of higher studies. However, after careful review of your full
application, we have decided to extend the current internship to another candidate who has
completed two previous projects in the same industry.
We would like to retain your details in our database. In case of any requirements in the future where
we find a match between the opening and your profile, we shall definitely consider your
candidature. In the meantime, we appreciate your interest in our organisation and wish you luck for
all your future endeavours.
Warm regards,
[Name]
[Designation]
[Company name]
Email denying long leave request due to non-availability of

staff
Employees sometimes ask to take leave for longer durations than average. However, it might not be
possible for the HR department to approve all such requests. This denial should be conveyed in the
right tone and manner.
You should keep the following things in mind as you compose this email:
● State that the request can’t be approved.

● Mention the reason why the requested leave is not possible.
● Include a sentence of apology for any inconvenience caused.
● Ask the employee to apply for leave during another period.
SAMPLE
Subject: Your leave request
Thank you for your email.
We understand that you are looking for a vacation leave of 12 days to visit your hometown.

22
Unfortunately, we regret to inform you that your leave request from [start date] to [end date]
cannot be approved. Please note that this decision has been taken keeping in view the ratio
between the staff count and workload during the period in question.
As per the company’s leave policy, we grant leave on a first come first served basis. Since it will be a
festival time, some other employees had already applied for an extended leave during the same
period, before your application came in. Moreover, as you are aware, the footfall in our stores
increases at that time owing to the offers we run during festivals, which requires us to maintain a
minimum headcount.
Please allow me to offer my sincere apologies for any inconvenience caused. I very much hope you
understand the situation.
Please feel free to apply for leave during different dates.
Warm regards,
[Name]
[Designation]
[Company name]
Email announcing employee of the month
Employee branding is a useful tool in the hands of the HR department, which it can use to motivate
and engage its employees. One way of achieving this is by announcing an ‘Employee of the Month’.
Companies do regular performance reviews, and based on certain criteria they can choose an
employee who stands out from his/her colleagues. This recognition is awarded to the employee by
way of an organisation-wide email.
When writing such an email:
● State who has been chosen as the employee of the month and why.
● Congratulate the employee on being chosen for the coveted title.
● Mention the process that resulted in this choice.
● Mention if they will receive any kind of special reward.
● Talk about how difficult it is to be chosen for this reward. You may also mention who
else were close competitors.
● Congratulate again and close.
SAMPLE
Subject: Employee of the month
Dear all,

23
It is with great pleasure that I announce that [employee’s full name] has been chosen as our
Employee of the Month for [month].
Congratulations on your achievement, [employee’s first name]!
[Employee’s first name] has achieved a CSAT score of [score%], based on customers’ feedback. As it
happens every month, all departments submitted one name based on CSAT scores. Then a voting
process was conducted through a secret ballot. As per the company’s rewards policy, the winner
receives a $500 Amazon gift voucher.
It is not an easy feat to achieve the status of Employee of the Month, as it requires dedicated effort
throughout the month. [Employee’s first name] has admirably demonstrated [his/her] commitment
to the cause.
Congratulations once again, [employee’s first name]! Dare we say that we hope that you will even
surpass this performance in future.
All the best for your future months!
Warm regards,
[Name]
[Designation]
[Company name]
Email asking employees to participate in employee survey
Employee surveys are not perceived positively by most employees, as they frequently hold the belief
that the results will be ignored and that there will be consequences if it's felt that one has made
complaints or criticisms. Therefore, employees do not always take the questions posed seriously.
However, if the responses are assimilated prudently and an impartial analysis is done, such surveys
can still be of great use.
Here are a few points to remember while writing a persuasive email to encourage participation in an
employee survey:
● State the significance of the survey, with points on how it will benefit the organisation as
well as individual employees.
● Emphasise that answers will be kept confidential and will not be used in any way that may
affect individuals’ employment.
● Provide another final persuasive and reassuring statement to motivate employees to
participate.
● Mention when the collated results of the survey will be available.
● Thank the employees in advance for filling out the survey.

24
SAMPLE
Subject: Invitation to our employee survey
We have all had a variety of experiences during our tenures at [company name]. Here’s your chance
to tell us everything that’s in your mind regarding the organisation!
Through this email, I would like to invite you to fill out the attached employee survey. Rest assured
that your responses will be kept confidential. You may even choose to leave your name blank if you
wish.
We want to incorporate certain changes throughout [company name], so that every aspect of your
employment here meets and exceeds your expectations in all possible ways. Although we have
changed many things here already in recent times, we feel that there is always some room for
improvement. And hence, this survey!
We want to hear your opinions on our benefits, work rules, management style, products and
marketing efforts. Individual forms and responses will not be made available to those at managerial
level, only aggregate results will.
Please fill out the form, at the end of which you’ll find a separate identification ticket. Please record
the number and you will receive a reward when you submit it on the ‘lottery page’ of the company’s
Intranet.
Do let me know if you have any questions.
In the meantime, I would like to take the opportunity to thank you for your participation.
Warm regards,
[Name]
[Designation]
[Company name]
Email to introduce an employee referral bonus programme
Existing employees are a great source of future recruitment. Companies value their employees’
opinions about who among their friends or relatives could be an asset to the company. While this
can lead to savings in recruitment costs, it also becomes a tool for retaining employees. For this
reason, most organisations have referral bonus programmes.
While informing employees about such a programme through email, try to include the following:
● Explain the programme in detail.

25
● State any exceptions, if relevant.
● Mention why the programme has been introduced and its benefits to the company and
employees.
● State what benefits will be due if a referral results in a hire.
● Thank them.
SAMPLE
Subject: Introducing our employee referral programme
Dear all,
We are pleased to introduce a new employee referral programme at the company!
At [company name], we have always valued our dedicated workforce. We also know the challenges
an organisation like ours can face while seeking new staff who can fit into our culture well. In the
past, we have seen especially positive contributions made by employees who were referred by one
of you.
Therefore, we have decided to reintroduce our employee referral programme from next year and
provide opportunities to your family and friends through you. Referring employees will be rewarded
as well. Here’s how it will work.
Any eligible employee (by which we mean full-time and part-time regular employees, not interns,
sorry!) will earn a reward of $2,000 if they refer an applicant and that person is hired by the
company. The applicant must list your name as his or her referer at the time they first apply for a
job. The referred employee must then remain employed with the company for a minimum period of
six months.
To avoid any bias, employees from the recruitment team will not be able to participate in this
programme. Although they can refer anyone, they sadly won’t be eligible for a referral bonus.
To know further details about the policy, please obtain the policy manual from the Human
Resources Office.
We look forward to your wholehearted participation in this programme!
Warm regards,
[Name]
[Designation]
[Company name]

26
Email introducing a new policy on accepting gifts within the
company
An organisation’s policies cannot remain stagnant, and need to evolve as its structure or processes
themselves change and evolve. Along with revisions in existing policies, there could also be the
introduction of a completely new policy. Employees need to be informed of such changes, as they
are the ones who will be required to follow the rules diligently.
Here are a few things to include:
● State the policy name.

● State the purpose of the policy.
● Mention if any exceptions may be made.
● Mention the date from which the changes will come into effect.
● Mention the disciplinary action that might be taken if the policy is violated.
● Since it’s an email about a sudden change, ask employees to refer to the company’s full
policy manual for comprehensive details.
● Also state to whom employees can reach out if they have any queries.
SAMPLE
Subject: New gift policy
Dear all,
We are introducing a new gift policy for all permanent employees of [company’s name]. Effective
from today, [date], no [company name] employee is permitted to offer or accept gifts of any value
to/from any employee, vendor, customer or any other external stakeholder.
This policy has been framed with the purpose of avoiding any breach of confidentiality or
unnecessary exchange to the benefit of vested interests. It will also provide clarity to employees on
where to draw the line when accepting or offering gifts.
For the avoidance of doubt, ‘gift’ here can mean anything such as pens, stands, shirts, watches, bags,
chains or similar that have some commercial value.
Please note that this also applies to all vendors and clients of [company name]. When you are
offered a gift by someone, you are expected to politely refuse. In case there is a repeated request to
accept the gift, please bring it to the notice of the HR department immediately. We expect our
employees to demonstrate the highest standards of ethics in all matters when interacting with any
internal or external vendors and suppliers.

27
The only exception to this policy is when someone receives a gift at an event or conference as a
token of gratitude or appreciation. Cards and thank you notes are also exempted from the list of
gifts.
If you receive a gift through courier or post, you may return it via the same means with a note
stating that our policy does not allow this. Edible items given as a gift that can’t be returned must be
shared with everyone.
The full policy has been added to the company’s policy manual. Please refer to it for any required
clarification.
For any outstanding concerns, please contact your HR business partners.
Warm regards,
[Name]
[Designation]
[Company name]

28

HR Email Templates to Communicate with Employees

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25 HR EMAIL

A RESOURCE FOR HR PROFESSIONALS

Become a Certified Human Resource Management Professional. Visit www.chrmp.com

Become a Certified Human Resource Management Professional. Visit www.chrmp.com

● Congratulate him/her on the increment.

Dear [employee name],

Here’s wishing you the best of luck!

Become a Certified Human Resource Management Professional. Visit www.chrmp.com

A few points to highlight in the rejection email are:

Subject: Update on your application

Dear [candidate name],

Become a Certified Human Resource Management Professional. Visit www.chrmp.com

● State the unacceptable act/behaviour that the employee has displayed.

Subject: Official warning

Dear [employee name],

I hope you are well.

Become a Certified Human Resource Management Professional. Visit www.chrmp.com

An offer email must include the following:

Subject: Your selection

Dear [candidate name],

Become a Certified Human Resource Management Professional. Visit www.chrmp.com

Subject: Release email

Dear [employee name],

I hope you are doing well!

Become a Certified Human Resource Management Professional. Visit www.chrmp.com

We wish you best of luck for all your future endeavours.

The email should include the following:

● Thank the employee for his/her sincere dedication and contribution.

Dear [employee name],

I hope you are doing well!

Become a Certified Human Resource Management Professional. Visit www.chrmp.com

A few essential elements of such an email are:

Subject: Letter of recommendation

To whomsoever it may concern,

Become a Certified Human Resource Management Professional. Visit www.chrmp.com

Further, on another occasion, [he/she] [second incident].

Internship offer email

The content should include:

● Congratulations on being selected as an intern.

Subject: Internship offer

Dear [candidate name],

Become a Certified Human Resource Management Professional. Visit www.chrmp.com

Probation extension email

● State the period of probation completed.

Subject: Extension of probation

Become a Certified Human Resource Management Professional. Visit www.chrmp.com

Good things to include in this type of email are:

● A summary of the good work the employee has done.

Subject: Expressing our appreciation

Dear [employee name],

I hope you are well!

I am writing this email to acknowledge your unique contribution to our organisation.

Become a Certified Human Resource Management Professional. Visit www.chrmp.com

Again, thank you for all your support.

Below are possible points to mention in such an email:

● Inform the employee about the transfer.

Subject: Transfer confirmation

Dear [name of employee],

Become a Certified Human Resource Management Professional. Visit www.chrmp.com

Congratulatory email on first year completion

If an employee successfully completes a year in the organisation, it should be acknowledged by the

While drafting such an email, you may include the following:

● Congratulate the individual on completing a year with the company.