Save

Onboarding Email 3: Paperwork Check-In

Staff
Applicant & Hiring
Warm

Email 3 of 5 in the 90-Day Onboarding System. Send it 2 days before the expected paperwork completion date. This is the email you send when it is time to check in on paperwork and schedule Meeting 2, the paperwork collection meeting.

← Back to Email Templates

BEFORE YOU SEND

  • Offer three real meeting windows in the next few days. Open availability is warm but hard to keep.
  • After you send: update the New Hire Onboarding Cover Page (Pre-Arrival Checklist and Expected Paperwork Completion). Once the employee replies, schedule Meeting 2 and add it to your calendar.
  • If the employee goes quiet: document the date the check-in email was sent on the Cover Page. If there is no response within 48 hours, follow up by phone or text. If there is still no response within 3 to 5 business days, evaluate next steps with your HR consultant or attorney. Document every communication attempt (date, method, content) in the personnel record.
  • Do not communicate withdrawal of the conditional offer through this email.
EMAIL TEMPLATE — EDITABLE
CUSTOMIZE FREELY
Subject:
Paperwork Check-In and Scheduling Our Next Meeting at [Center Name]
Tone
Friendly · Brief · Practical
Click anywhere in the email to edit · Replace all [bracketed fields] with your specifics
Reset to Director Zen OriginalCopy Email

Example, filled in

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

Dear Brooke,

Just checking in on your paperwork. With your start date coming up, I want to make sure we're on track.

If any of the paperwork is unclear or you've hit a snag, let me know. Happy to jump on a call.

Meeting 2: Paperwork Collection and Employee Essentials

Once the paperwork is in, I'd like to schedule about 30 to 45 minutes in person to wrap up the pre-arrival steps. We'll:

  • Collect any physical documents (originals, signed forms, background check results)
  • Provide staff shirts
  • Take your photo for our staff board and employee ID badge
  • Walk through what to expect Day 1
  • Introduce your training partner

What works for you in the next few days? I have Tuesday, July 28 at 10:00 AM, Wednesday, July 29 at 2:00 PM, or Thursday, July 30 at 9:00 AM.

Warmly,

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

Adapt It

What Not To Say

Why this email works

  1. It's the most-skipped email in most centers, and it's sent about halfway between Meeting 1 and Meeting 2, exactly when paperwork tends to stall.
  2. It checks on paperwork progress, which catches problems early, while there's still time to fix them before the start date.
  3. It schedules Meeting 2 in the same message, with three concrete times, so the next step is already moving.
  4. "If any of the paperwork is unclear or you've hit a snag, let me know" makes it safe to ask for help instead of going quiet.

Related Articles

TODO: In Webflow Designer, replace this paragraph with a Collection List bound to this template's Related Articles field. Inside the list item, add a heading and link bound to the Platform post name and URL.