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Onboarding Email 2: Welcome and Recap

Staff
Applicant & Hiring
Warm

Email 2 of 5 in the 90-Day Onboarding System. Send it within a couple of hours after Meeting 1, the paperwork meeting, once the new hire has accepted. It recaps what you discussed and the expectations for your paperwork process. It is essentially all the things the employee likely needs to remember but won't.

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BEFORE YOU SEND

  • If your paperwork process uses a digital platform with an auto-welcome email, time this message to land 5 to 10 minutes after that one so it sits above it in their inbox. If you're paper-based or use emailed PDFs, send this immediately after the paperwork meeting.
  • The clearance list follows California's requirements (Live Scan, the LIC 9163 form, CACI). Swap in your state's forms and names, and attach the forms and map you mention.
  • Make the paperwork deadline match what you agreed in the meeting, and write the actual date next to the number of business days.
  • After you send: update the New Hire Onboarding Cover Page (Pre-Arrival Checklist and Expected Paperwork Completion). Make sure every date is on your calendar, with a reminder 48 hours before the expected completion date. That reminder is your cue to send Email 3. Track each clearance as it comes in, and check in with the employee if paperwork stalls past the time you allotted.
EMAIL TEMPLATE — EDITABLE
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Subject:
Next Steps from Our Meeting Today at [Center Name]
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Warm · Organized
Click anywhere in the email to edit · Replace all [bracketed fields] with your specifics
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Example, filled in

Here's the email with the blanks filled in, for the sample center Beachside Preschool.

Dear Brooke,

Welcome to Beachside Preschool. We're so glad you've accepted, and thank you for meeting today. This email is a recap of what we walked through together and a reminder of the steps that come next. Keep it handy as you work through everything.

Onboarding Paperwork

As discussed, the paperwork process for Beachside Preschool works through Paylocity, our payroll and onboarding platform. You'll receive a separate welcome email from Paylocity shortly with login instructions for the onboarding portal, and any forms that need a signature will come to you through DocuSign. Your paperwork includes:

  • Federal forms (I-9, W-4)
  • State tax forms
  • Employee handbook acknowledgment
  • Internal policies (cell phone, code of conduct, photo release)
  • Direct deposit setup

Each item is required. Please complete everything within 5 business days (by Friday, July 24, 2026). If you need more time to complete any of the items, let me know.

State-Required Clearances

In addition to the onboarding paperwork, you'll need to complete the state-required clearances we discussed today:

  • Live Scan fingerprinting: A live scan must be completed before you can work at the facility. You'll find a Request for Live Scan Service (LIC 9163) attached, along with a map to a nearby authorized Live Scan location. No appointment is necessary, and the facility is open 9:00 AM to 5:00 PM, Monday through Friday. (This also completes your Child Abuse Central Index / CACI clearance.)
  • Health screening / TB test: a TB test or risk assessment cleared by your physician. Schedule this as soon as possible as it may take some time to be seen.
  • Immunization documentation: proof of MMR, Tdap, and a current (or formally declined) influenza vaccination. Email photos or PDFs to tara@beachsidepreschool.com.

As a reminder, your offer is contingent on successful completion of these clearances.

What Happens Next

  1. Complete the paperwork (through Paylocity and DocuSign) within 5 business days
  2. Complete your background check / fingerprinting by 5 business days
  3. Schedule your health screening
  4. Once paperwork is in, I'll send a quick check-in and schedule our next in-person meeting, where we'll wrap up the physical pieces and confirm Day 1 details.
  5. Once everything is complete, I'll send your start date confirmation, and we'll be set for Day 1.

If anything is unclear as you work through this, please reach out. We're here to help.

Warmly,

Tara Close
Beachside Preschool
(999) 999-9999 • tara@beachsidepreschool.com

Adapt It

What Not To Say

Why this email works

  1. It's sent right after Meeting 1, while the conversation is fresh, so the recap lands before anything is forgotten.
  2. It recaps what was discussed, lists the paperwork they'll be working on, and lays out what happens next, all in one place they can keep.
  3. It's the first email that gives them the full picture, without overwhelming them: short labeled sections, one deadline, and a numbered list of what comes next.
  4. "As a reminder, your offer is contingent on successful completion of these clearances" keeps the conditional framing from Email 1 intact.

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