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Buddy Assignment Letter

A buddy assignment letter appoints an existing employee as the onboarding buddy for a new joiner and explains what the role involves, how long it lasts and how much time to give. It makes the buddy role clear and recognised rather than an informal favour.

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[Company Logo][Company Name]

BUDDY ASSIGNMENT LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Buddy Name]
[Designation], [Department]
[Company Name]

Subject: Appointment as Onboarding Buddy for [Employee Name]

Dear [Buddy Name],

We are pleased to appoint you as the onboarding buddy for [Employee Name], who joins us as [Designation] in the [Department] team on [Date of Joining]. Your manager, [Reporting Manager], has agreed to this assignment.

Your Role as Buddy

Meet [Employee Name] on day one and give an office tour
Help with tools, systems and everyday processes
Introduce [Employee Name] to colleagues across teams
Share team norms and the unwritten "how we work here"
Be available for informal questions and flag concerns to HR if needed

What the Buddy Role Does Not Include

You are not responsible for assigning work, assessing performance or making HR decisions. These remain with [Reporting Manager] and HR.

Time Commitment and Check-ins

Period	Suggested Check-in	Approx. Time
Week 1	Daily short catch-up	15 min / day
Weeks 2–4	Twice a week	30 min / week
Weeks 5–8	Weekly	30 min / week

The buddy period runs from [Date of Joining] to [Date]. At the end, HR will ask you and [Employee Name] for brief feedback. Thank you for helping us make every new colleague feel welcome.

Warm regards,

[HR Name]
HR Department
[Company Name]

Accepted
[Buddy Name]
Date: [Date]

Copy to: [Reporting Manager]

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What this template includes

Name of the new joiner and joining date
Buddy duration, such as the first 4 to 8 weeks
What the buddy does (orientation, tools, culture, informal questions)
What the buddy does not do (performance reviews, HR decisions)
Suggested check-in schedule
Recognition and feedback

When to use it

A few days before a new joiner's first day
When launching a formal buddy programme
When reassigning a buddy who is on leave or has moved teams
For batch joiners where each needs a named buddy

How to customise this template

1Set a duration that suits your onboarding programme
2Add a small budget for a welcome coffee or lunch if you have one
3Attach a buddy checklist
4Copy the buddy's manager so time is protected

HR tips

Choose buddies from the same team but not the joiner's manager
Pick employees who know the culture and are approachable
Limit each buddy to one joiner at a time
Thank buddies publicly when the period ends

For HR & hiring managers

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Frequently asked questions

What does an onboarding buddy do?+

A buddy helps the new joiner settle in by answering everyday questions, explaining tools and unwritten norms, and introducing them to colleagues.

How long does a buddy assignment last?+

Commonly four to eight weeks, sometimes until the end of probation.

Is a buddy the same as a mentor?+

No. A buddy helps with practical settling-in, while a mentor guides longer-term career and skill development.

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