Employee Introduction Email

EMPLOYEE ONBOARDING CHECKLIST

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Designation:

[Designation]

Department:

[Department]

Date of Joining:

[Date of Joining]

Reporting Manager:

[Reporting Manager]

HR Coordinator:

[HR Name]

Phase 1: Pre-Joining (Offer Acceptance to Day Before Joining) – Owner: HR

• Signed offer letter received and filed
• Background and reference checks initiated
• Pre-joining document list emailed to the candidate
• Joining date, time, reporting address and dress code confirmed
• IT, admin and reporting manager informed of the joining date
• Workstation, laptop and email ID requested
• Welcome email sent with day-one agenda

Phase 2: Joining Day – Owner: HR and Admin

• Original documents verified and copies taken (education, experience, relieving letter)
• PAN, bank account details and cancelled cheque collected
• Aadhaar (last 4 digits / masked copy) collected for KYC
• UAN obtained or new UAN generated; EPF nomination (Form 2) completed
• ESI registration done where applicable
• Appointment letter issued and signed copy received
• ID card, access card and welcome kit handed over
• Employee added to HRMS, attendance and payroll

Phase 3: First Week – Owner: HR, IT and Reporting Manager

EMPLOYEE INDUCTION PROGRAM

Company:

[Company Name]

Programme Owner:

[HR Name]

Batch / Joiners:

[Batch Name / Employee Names]

Start Date:

[Date]

Venue:

[Work Location]

1. Objectives

1. Help new employees understand the company’s purpose, values and structure
2. Explain key policies, benefits and statutory entitlements
3. Build awareness of compliance duties: POSH, safety and data security
4. Connect joiners with their team, buddy and key contacts
5. Prepare them to start role-specific training

2. Programme Structure

3. Methods

NEW EMPLOYEE INDUCTION SCHEDULE

Employee Name:

[Employee Name]

Designation:

[Designation]

Department:

[Department]

Week Starting:

[Date of Joining]

Induction Coordinator:

[HR Name] – [Phone Number]

Day 1 – Welcome

Day 2 – Company and Compliance

Days 3–4 – Department Induction

EMPLOYEE ORIENTATION PRESENTATION – SLIDE OUTLINE

Company:

[Company Name]

Presenter:

[HR Name]

Duration:

[Minutes] minutes

Version:

[Version] – [Date]

Slide 1: Welcome to [Company Name]

• Company logo and welcome message
• Names of today’s joiners
• Speaker note: introduce yourself and the agenda

Slide 2: Agenda

• Our story
• How we work
• Pay and benefits
• Conduct and safety
• Your first week

Slide 3: Our Story

WELCOME TO [COMPANY NAME] – COMPANY INTRODUCTION

1. Company at a Glance

2. Our Story

[Company Name] was started in [Year] by [Founder Names] with the aim of [Founding Purpose]. Over the years we have grown from [Starting Point] to [Current Position]. Key milestones include [Milestone 1], [Milestone 2] and [Milestone 3].

3. What We Do

We provide [Products / Services] to [Customer Segments] across [Markets]. Our main business lines are:

[COMPANY NAME] EMPLOYEE HANDBOOK

Version:

[Version]

Effective Date:

[Date]

Owner:

Human Resources

Applies To:

All employees of [Company Name]

1. Welcome and Purpose

This handbook explains how we work at [Company Name] and what we expect from one another. It summarises key policies; detailed policies are available on [Policy Portal]. Where the handbook differs from your appointment letter or applicable law, the appointment letter and law prevail.

2. About the Company

Brief history, vision, mission, values and organisation structure of [Company Name].

3. Employment Basics

EMPLOYEE HANDBOOK ACKNOWLEDGEMENT

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Designation:

[Designation]

Department:

[Department]

Handbook Version:

[Version]

Date Received:

[Date]

Declaration

I, [Employee Name], acknowledge that I have received a copy of (or online access to) the [Company Name] Employee Handbook, version [Version], dated [Date].

1. I have read the handbook and understood its contents.
2. I had the opportunity to ask HR about anything that was unclear.
3. I agree to follow the policies and procedures described in it.
4. I understand that the handbook summarises company policies and that my appointment letter and applicable law prevail where they differ.
5. I understand that the company may revise the handbook, and I will follow revised versions once they are communicated to me.

I also understand that detailed policies referred to in the handbook are available at [Policy Portal / HR Office], and that I should consult them or HR when in doubt.

EMAIL USAGE ACKNOWLEDGEMENT

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Designation:

[Designation]

Department:

[Department]

Official Email ID:

[Email ID]

Date Issued:

[Date]

I acknowledge that the official email account [Email ID] has been issued to me for company business, and that the account and all messages in it belong to [Company Name].

I Agree To

• Use official email for business communication, in a professional and courteous tone.
• Use the standard company email signature.
• Check recipients carefully, especially before sending attachments to external addresses.
• Use BCC for large external distribution lists to protect addresses.
• Share large or confidential files through [Approved File-Sharing Tool] rather than as attachments.
• Report suspicious emails to [IT Helpdesk Email] without clicking links.

I Will Not

• Forward or auto-forward company email to a personal email account.
• Use official email to register for personal websites or services.
• Send chain mails, offensive content or unsolicited bulk mail.
• Make commitments to clients or vendors beyond my authority by email.
• Delete emails in breach of the retention policy.