Tired of creating the same employee emails over and over and still not getting good engagement? Here are 10 high-impact employee email templates that save time, reduce guesswork, and actually get read.
When you’re managing employee communication at scale, every email matters. From a new hire’s first impression to how you recognize anniversaries, birthdays, and even departures, your messages reflect the culture of your organization.
According to the Global State of Internal Communications Report 2025, 51% of communicators spend most of their time creating content. This is precisely why the right employee email template can change your IC game. Having ready-to-go email formats helps your communications shine while saving time and reducing guesswork.
Follow along as we explore the benefits of using employee email templates and the 10 must-have templates for every HR and internal communications pro.
Unlock Internal Email Superpowers
Discover why 10,000+ rely on us. See the platform in action.
Book demo
Why You Should Use Employee Email Templates
High-performing HR and internal comms teams rely on standardized employee email templates. This is not only to save resources, but to ensure that every message is clear, consistent, and aligned with the broader organization.
Here’s why you should use employee email templates for all types of internal emails:
- Save time and eliminate repetitive work: Rewriting similar emails wastes valuable time. Templates let you plug in key details and hit send faster.
- Consistent tone & messaging: From a new employee onboarding email template to an employee termination email template, consistent language reinforces your organization’s voice.
- Reduce errors: Templates ensure no critical details are missed, especially in sensitive messages like email templates for terminated employees.
- Scale internal comms: When used within an employee email template builder like ContactMonkey, you can create and send emails to thousands while tracking performance, all from your inbox.
BONUS: Learn more about the benefits of an internal email template builder that will help you hit your IC goals!
The 10 Most Popular Employee Email Templates
Here’s your go-to toolkit of professional, high-impact internal email templates, with each tailored to a common internal communication scenario:
1. New employee onboarding email template
An employee onboarding email template gives new hires a complete overview of their digital employee onboarding journey (plus the one in person if your team works in the office), ensuring they’re prepared and supported every step of the way.
Benefits of this employee onboarding email template:
- Streamlines the onboarding process
- Helps new hires hit the ground running
- Reduces HR and manager follow-ups
Recommended content to include:
- Onboarding checklist
- Key contacts (HR, IT, manager)
- Access to tools and login credentials
- Key policies or employee handbook link
Tips to execute:
- Writing: Break the email into sections (Week 1, Key Tasks, Meet Your Team). Use clear CTAs like “Complete Forms” or “Schedule IT Setup.”
- Design: Create a timeline or checklist graphic. Use icons for each onboarding step and a branded header. Highlight deadlines or key dates with color blocks.
Example:
2. Welcome email template for new employees
This welcome email template for new employees is sent before their start date to help them feel confident, informed, and excited to join your company.
Benefits of this welcome email template for new employees:
- Sets the tone for a positive onboarding experience
- Reduces first-day confusion
- Reinforces culture and professionalism
Recommended content to include:
- Personalized greeting with the employee’s name
- Start time, office location, and any first login details
- Agenda for Day 1
- Contact person and links to onboarding materials
Tips to execute:
- Writing: Keep the tone warm, but clear and informative. Include key details early and use bullet points to improve scanability.
- Design: Use branded headers, company colors, and icons for agenda or links. Add a friendly image or graphic (e.g., team photo or welcome banner).
Example:
Subject: Welcome to [Company Name], [First Name]!
Hi [Name],
We’re excited to have you join us! Here’s what you need to know for your first day on [Date]:
🕘 Start Time: [Time]
📍 Location: [Office/Link to Remote Login]
🧭 Meet Your Team: [Team Directory Link]
Your onboarding schedule is here: [Link]
Reach out to [Contact Name] if you have any questions.
Welcome aboard!
– [Your Company’s People Team]
Welcome new hires with onboarding emails
Help new employees thrive in their roles from day one.
3. Event invite email template
This upcoming event email template promotes internal events like town halls, training sessions, or celebrations, and helps boost attendance.
Benefits of this employee email template:
- Increases participation in company culture initiatives
- Keeps employees informed about what’s happening
- Provides clarity on logistics and goals
Recommended content to include:
- Event name, date, time, and location or link
- Agenda or highlights
- RSVP or registration instructions
- CTA buttons for “Add to Calendar” or “Join Live”
Tips to execute:
- Writing: Be energetic and concise. Highlight why this event matters to employees.
- Design: Use bold date and time headers, speaker headshots (if applicable), and a central CTA.
Example:
4. Employee engagement email template
This employee engagement email template invites employees to share quick feedback on engagement, well-being, or recent changes.
Benefits of this employee engagement email template:
- Captures real-time sentiment
- Encourages open feedback loops
- Supports data-driven internal communication
Recommended content to include:
- Survey purpose and estimated completion time
- Anonymous or identified participation details
- Survey link
- Deadline to respond
Tips to execute:
- Writing: Keep it brief—clarify why their input matters and how results will be used.
- Design: Use emoji reactions, slider graphics, and a short intro section. Feature a CTA button like “Share Feedback.”
Example:
5. Employee appreciation email template
This employee appreciation email template is used to recognize individuals or teams for going above and beyond.
Benefits of this employee appreciation email template:
- Boosts morale and motivation
- Reinforces company values in action
- Promotes a culture of recognition
Recommended content to include:
- Specific contributions that are being recognized
- Impact on the team or business
- Quote from leadership or peers
- Optional reward or shoutout CTA
Tips to execute:
- Writing: Focus on the “why” behind the recognition and use these employee recognition ideas. Be specific and use emotional language to show genuine appreciation.
- Design: Use bright, celebratory graphics like confetti or stars. Highlight the employee’s name and achievement with a large font or feature box.
Example:
6. Employee wellness email template
This employee email template for wellness shares programs, resources, or tips to support physical, mental, and emotional health.
Benefits of this employee email template:
- Promotes a culture of care and well-being
- Increases usage of available wellness benefits
- Builds trust in leadership’s commitment to health
Recommended content to include:
- New or ongoing wellness programs
- Tips or articles for mental health, fitness, etc.
- Contact for employee assistance program (EAP)
- Sign-up or RSVP links
Tips to execute:
- Writing: Keep tone empathetic and friendly, and use positive, inclusive language. You can even consider adding an employee wellness survey to help inform the content of your next email.
- Design: Use soft, calming colors (blues, greens), wellness icons, and content blocks for different topics (e.g., mental health, fitness).
Example:
7. Birthday email template
This birthday email template for employees celebrates a team member’s special day with a cheerful and personal message.
Benefits of this birthday email template for employees:
- Personalizes internal communications
- Boosts employee satisfaction
- Encourages team interaction
Recommended content to include:
- Employee name and birth date
- Birthday wishes from the team or manager
- Optional e-card or gift link
- Fun GIF or image
Tips to execute:
- Writing: Keep it warm and fun. Add a small personal touch if known (e.g., “enjoy your favorite chocolate cake!”).
- Design: Use festive visuals like balloons or cake. Include large text for “Happy Birthday!” and use a playful color palette.
Example:
Subject: 🎂 Happy Birthday, [Name]!
Wishing you an amazing birthday and a year full of success and joy.
Your [Team/Department] is lucky to have you—enjoy your day!
🥳 Send [Name] some birthday love here: [Link]
Employee newsletters made easy with one click
Create gorgeous emails in minutes using our drag-and-drop template builder–no design expertise needed.
Explore email design
6. DEI employee email template
This DEI employee email template supports your diversity, equity, and inclusion efforts, whether you’re announcing initiatives, celebrating observances, or sharing resources.
Benefits of this DEI email template:
- Demonstrates organizational commitment to inclusion
- Builds awareness and education
- Encourages employee involvement in DEI programs
Recommended content to include:
- Details of upcoming DEI events or initiatives
- Cultural observance or educational spotlight
- Resources for learning and discussion
- Testimonials or quotes from employees
Tips to execute:
- Writing: Be intentional, respectful, and inclusive. Avoid tokenism—focus on real impact.
- Design: Use inclusive imagery, diverse representation, and color schemes tied to observance themes.
Example:
9. Email template for employee performance review
This email template for employee performance review communicates upcoming review dates, prep instructions, and final results to employees.
Benefits of this email template for employee performance reviews:
- Creates transparency around the review process
- Helps employees prepare effectively
- Encourages accountability and reflection
Recommended content to include:
- Date/time of review
- Format (in-person, virtual, form submission, etc.)
- Links to goal-setting or review forms
- Contact person for questions
Tips to execute:
- Writing: Use clear and neutral language. Outline what employees need to do and when, and avoid vague language.
- Design: Use checklist icons for prep steps, calendar icons for review dates, and a bold callout for deadlines.
Example:
Subject: Get Ready for Your Upcoming Performance Review
Hi [First Name],
Your annual performance review is scheduled for [Date] at [Time].
Prep checklist:
- Review your goals from [Link]
- Complete your self-assessment: [Form Link]
- Prepare examples of your achievements
Your manager will follow up to confirm meeting details.
Questions? Contact [HR Rep Name].
10. Employee benefits email template
The employee benefits email template outlines benefit packages, open enrollment periods, or changes to policies.
Benefits of this employee benefits email template:
- Increases benefit participation and understanding
- Reduces HR inquiries and confusion
- Improves employee well-being awareness
Recommended content to include:
- Summary of benefits
- What’s new or changing
- Enrollment deadlines
- Contact info for benefit providers
Tips to execute:
- Writing: Use bullet points for benefit types (medical, dental, etc.), and bold important dates. Write in plain language.
- Design: Use icons for each benefit (tooth for dental, heart for health, etc.). Include a CTA button like “Enroll Now” or “Compare Plans.”
Example:
Subject: Open Enrollment Is Here – Choose Your 2025 Benefits
It’s time to review your benefits for the year ahead!
🏥 Health
😁 Dental
👓 Vision
💸 401(k) Matching
✅ New this year: [Highlight]
Enroll by [Deadline Date]: [Enrollment Portal Link]
Questions? Email [HR Contact]
Building Employee Email Templates with ContactMonkey
You can consider ContactMonkey your go-to email template builder, but also your overall command center for internal communication. Here’s why HR and IC teams rely on it to craft their employee email templates:
- Drag-and-drop simplicity: Design stunning, mobile-responsive Outlook email templates and Gmail email templates—no HTML needed. With the Email Builder feature, Just pick a layout, plug in your content, and hit send.
- Real-time email analytics: Through the Email Analytics feature, see who opens your new employee introduction email template for example, or who clicks the “Submit Review” button in your performance review email, and which teams are most engaged.
- Personalized, yet scalable: With the Dynamic Content feature and list management, your employee appreciation email template can feel one-on-one, even when it’s sent to thousands.
- Built for Outlook and Gmail: No toggling between platforms—just create Outlook email templates directly in your inbox. Plus, sync seamlessly with Gmail thanks to integration capabilities.
- Save & reuse templates: Store your favorite formats—like the employee appreciation template or the birthday email template for employees—for fast access when you need them.
Turn your employee email templates into trackable, clickable, and designed assets. Book a demo today to see our most popular templates in action!
