List of Onboarding Emails

Welcome circular to employee

1. Welcome Onboard mail
 Welcome message
 Informing about joining date and reporting time
 Papers to carry along with them like ID proof etc.
 Sharing site videos with front line operative staff

Meeting invitation
2. 1:1 meeting invitation with manager
 Agenda behind the meeting
 Time and date of the meeting
 Zoom link if the meeting is going to be virtual
 Asking the employee for his convenient time

List of Training & development emails

Implementing training program
1. Ezitracker and Site videos training mail
 Sharing the Ezitracker app installation video with employee
 Sharing site videos with employees
 Asking them to connect on call or via Anydesk app, if the employee is facing any
problem in installation process
 Providing the contact number and name of the person

2. Cleaning Chemical handling training mail

 Importance of carefully handling the chemical
 Sharing guide or video of how to handle hazardous chemical on site
 Providing contact person’s name and number for any help

List of Performance Management Emails

Feedback based on performance
1. Mail for 360 degree feedback
 Announcing the 360 degree feedback program
 Requesting all to participate in it
 Date to fill the form
 Name of the employee for whom feedback has to be provided
 Link for the feedback form
Appreciation/ Warning feedback

2. Warning mails related to attendance issue or misconduct

 Informing the employee that his absenteeism is negatively affecting the company
 Explaining the attendance policy
 Sharing the number of days on which he was absent in detail
 Giving him the last warning and ask him to request time off in advance with valid reason

3. Work Anniversary Mail

 Congratulating employee for completing N years in the company
 Appreciating him for his hard work and dedication
 CEO’s signature

4. Birthday Mail
 Wishing the employee on behalf of the company
 Appreciating him by mentioning 2-3 good points about him

List of Compensation & Benefits email

Informing employee about policies and benefits
1. Policy & Benefits Mail
 Sharing company policy with the employee in detail
 Informing him about all the benefits he is entitled to
 Contact person’s info if employee wants to know more about policies

2. Medical insurance policy mail

 Mentioning who are entitled for this policy
 Explaining the policy in detail and clauses attached with it.
 Mentioning the amount
 Who all family members are covered in the policy

Appraisal

3. Promotion mail
 Congratulating employee for getting promoted
 Mention the name of his new post along with reporting managers name
 Attach his new contract along with compensation package and benefits
 Ask them to sign the contract and mail it back by following date
List of Off-boarding Emails
Acknowledgment of Resignation
1. Resignation Acknowledgement mail to employee
 Acknowledge the employee about receiving resignation mail from him
 Asking him for valid reason of leaving
 Informing him about the notice period and other clauses

Employee Departure Announcement

2. Employee departure mail to payroll manager

 Informing the payroll team about employee leaving the company so that they can start
working on the settlement amount and take the handover of company assets from the
employee before his last working day
 Mention his last working day and notice period time

3. Employee departure mail to Recruitment Team

 Informing them about the employee leaving the company along with his last working
day
 Provide detail about the employee position so that they can start the recruitment
process for the particular job role

4. Employee departure mail to IT Team

 Mail to IT team for closing zoom account or withdrawing essential credentials in case of
corporate staff

Approval from Manager

5. Resignation approval mail
 Informing the candidate that his resignation has been accepted by the company
 Providing him with the notice period time
 Inform him about the project deadlines
 Include the clauses that if the employee takes any leave between notice period then his
last working day will change accordingly
 Ask employee to fill the exit survey

Releasing employee
6. Payment release mail to employee along with relieving letter
 Informing the employee that his payment has been processed by the payroll team and
he will receive the amount in N days
 Attach the relieving letter
 Wish the employee best of luck for his future career journey