You’ve done the hard work and landed the perfect candidate. All that’s left is to make sure the onboarding phase is as smooth as possible.
But as a non-native HR professional, there is an added challenge: communication. Your communication directly impacts how candidates perceive your company. Whether sending an email with a welcome pack to a candidate, providing first-day assistance or announcing new hires, your communication needs to be polished and professional. With this in mind, we have created the first online guide for non-native English HR professionals. This is part 4 and the final instalment, and it focuses on onboarding vocabulary, phrases, and word lists. Download it PDF format here!
Please check out the first three parts of the guide, for many useful tips and PDF downloads to help you:
Today we are going to cover how to send a welcome pack (email templates), announcing new hires, first-day support, and explanation of roles and responsibilities.
The inspiration for this guide comes from our Business English learners active in HR. Here are just a few challenges that our students face; maybe some sound familiar:
Dowload this PDF with onboarding email templates
When writing emails, it is always good to use templates. They avoid any embarrassing typos. But just because you use templates doesn’t mean you can’t add personalization. Use these templates to send welcome packs and also to announce new hires to the company.
Sending the perfect email:
The candidate has signed the contract and the starting day is approaching. It’s time to send out a welcome pack/email with all the resources they need to hit the ground running.
Subject line:
Add some friendly reminders:
How to add personalization?
You more than likely have detailed notes on every candidate including their hobbies and interests. If your company has a social club or active members of a similar community, let the new hire know! It’s an excellent way to add a personal touch and it will put them at ease.
Examples:
End with reassurance:
Starting a new job is scary for anyone, so make sure you end the email with some reassurance:
Let’s put some of the phrases together to make a welcome email template. Remember to download it in PDF and adapt it to your own needs:
Subject Line: Welcome to Numbers Ltc! |
Dear [Jane], We are delighted to welcome you to the Numbers Ltc family. The [marketing team] is really excited to meet you. Your starting date will be October 1st and Andrew, our head of marketing, will be your primary contact. Dress code We don’t have a strict dress code so just be yourself! Things to remember Please bring your ID, signed contract and banking details so we can set you up with payroll. Office We know you’re a dog owner so you’ll be happy to know the office is dog-friendly. Social Every Friday, the marketing team grabs some beers after work, and they’d love you to join them! Everything else you need will be sent in a follow-up email in the coming days. All the best from everyone at Numbers Ltc. |
You’ve sent your welcome email to the new hire, and the start date is approaching. Now, it’s time to announce the new hire to the company. Whether this is actually done via email, intranet, Slack or another channel, the messaging remains the same.
Phrases to announce the role:
General email tips:
Subject Line: Welcome Jane Doe |
Dear all, Our newest addition to the Numbers Inc family is Jane Doe. She will be heading up our marketing department starting 1 July. She has over 15 years’ experience at leading tech companies and most recently was head of marketing at [Salesforce]. More about Jane: [Link to LinkedIn or any provided bios/social media]. She is really excited to meet you all and I’m sure you will all make her (and her adorable dog Scruff) feel part of the Number Ltc family. All the best, |
We focus on providing real-life examples for every new piece of vocabulary. It is no good learning words and phrases in isolation. Use our examples, or even better, make your own!
First day at work vocabulary
It’s the new employee’s very first day. Chance are you will have to show them around the office and introduce them to their team. Use these phrases to do this with confidence:
Training vocabulary:
As part of the onboarding process, your hire will have to complete training. Use these phrases to explain the training process:
Social events vocabulary:
Let your new hire know all about the social side of life in your workplace:
Asking for feedback vocabulary:
Accommodation and getting settled in a new city:
Help your new hire get settled in with these phrases:
Role and responsibilities vocabulary:
General advice and reassuring phrases:
Starting a new job can be scary for anyone. Use these phrases to offer reassurance and inspire confidence:
We really hope you found this four-part HR language guide useful. And don’t worry if you forget any of the vocab, just go back to the previous posts and save the PDF word lists. You can even create your own custom word lists to help you learn.
Check out our HR Expert Series for a perfect E2E Hiring Process:
| PART 1 - Job Descriptions | PART 2 - Interviews |
| PART 3 - Negotiations | PART 4 - Onboarding |
Talaera is an online platform that provides one-on-one English language training, anytime, anywhere, with 100% personalized lessons, HD video quality, and qualified teachers that will help you achieve your learning goals.
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