What to send a new hire before the first day so they arrive on time, in the right place and with the right expectations.
Most first-day problems are practical: the new hire does not know where to park, what to wear, who to ask for or how to record their hours. A clear welcome email solves those before they happen.
For shift workers, the email should also explain how the schedule is shared and how to clock in, so the first hours are recorded correctly from day one.
11 items. Fill it in on screen or print a copy.
A cleaning company sends a new team member an email on Wednesday for a Monday start: meet the supervisor at 7 am at the client’s loading dock, wear closed shoes, bring an ID, download the time clock app and log in with the code provided, and expect a paired shift for the first three days.
A clear first-day message cuts early no-shows and lets payroll and time records start from the first hour, since required orientation for non-exempt staff is generally paid working time under the FLSA. It also gives the new hire one place to find the entrance, contact and schedule details instead of a string of separate calls.
| New hire | Elena, certified nursing assistant, Maple Street Senior Living, Madison |
|---|---|
| Start | Tue Jan 6, arrive 6:45 am for the 7 am shift |
| Entrance | Staff door on the west side, buzz for Desk 2 |
| Who meets her | Rachel, charge nurse, (608) 555-0164 |
| Wear | Navy scrubs and closed shoes; badge at reception |
| First week | Paired with Tom on Hall B for three shifts |
| First payday | Jan 16, for hours worked Jan 6 to Jan 10 |
Rachel’s direct number is in the email because the front desk is not staffed before 8 am, when Elena will arrive. The 15-minute early arrival covers badge pickup so it does not eat into her first shift handover.
Three to five days before the start.
The manager, with HR in copy, feels more personal.
Send a short update and call if it is the day before.
Yes, as a link, with the key points in the email.
Yes, especially for hourly staff who may be between jobs. Give the pay period, the first payday and a note that the first check may cover only part of a period. It heads off a worried call to the manager in week two.
A short text with the start time and address works well for hourly staff who rarely check email, but keep the full details in an email they can search later. Do not send forms with personal information, such as tax or bank forms, by text message.
More for the same job
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