Email template · Onboarding
New hire paperwork reminder email
In short
A new hire paperwork reminder asks an incoming employee to finish onboarding forms they have not completed, such as Form I-9, Form W-4, direct deposit and policy acknowledgments. It lists exactly what is outstanding, links to each form and gives a deadline. Below are templates for a friendly first reminder, an I-9 reminder, a final pre-start notice and a short hourly version.
When to send it: Send the first reminder two to three days after the paperwork request if forms are still incomplete, and a final reminder two business days before the start date. Send I-9 reminders around the first day and third business day.
New hire paperwork reminder email: 4 versions
Friendly first reminder
SubjectA few onboarding forms left before [Start Date]
Hi [First Name], We're looking forward to having you start on [Start Date]. To get you set up for payroll and system access, there are still a few forms to finish: - [Outstanding Form 1, e.g. Form W-4 (federal tax withholding)] - [Outstanding Form 2, e.g. Direct deposit authorization] - [Outstanding Form 3, e.g. Emergency contact form] You can complete them here in about [Minutes] minutes, on a phone or computer: [Onboarding Portal Link] Please finish by [Paperwork Deadline]. If you get stuck or have a question about any form, reply to this email or call [Phone Number]. Thanks, [Your Name] [Title], [Company]
Form I-9 reminder
SubjectForm I-9: what you need for your first day
Hi [First Name], A quick reminder about Form I-9, which every new employee in the US completes to verify identity and employment authorization. - Section 1: please complete it by your first day, [Start Date]. [Link to Section 1] - Documents: within three business days of starting, you'll need to show original, unexpired documents from the Lists of Acceptable Documents. You choose which documents to present: either one from List A, or one from List B plus one from List C. The full list is here: [I-9 Acceptable Documents Link]. [Document review will take place with [Name] at [Location / via Remote Process].] If you have any questions about the form, I'm happy to help. Thanks, [Your Name] [Title], [Company]
Final reminder before start
SubjectAction needed: onboarding forms due [Paperwork Deadline]
Hi [First Name], Your start date of [Start Date] is coming up, and these forms are still open: - [Outstanding Form 1] - [Outstanding Form 2] We need them by [Paperwork Deadline] to [set up your pay / issue your badge and system logins] in time for day one. Without them, [consequence in plain terms, e.g. your first paycheck may arrive as a paper check / you may spend part of your first morning on paperwork]. Complete them here: [Onboarding Portal Link] If something is stopping you, such as a missing document or a question about benefits, just tell me and we'll sort it out. Thanks, [Your Name] [Title], [Company]
Short hourly / high-volume version
Subject[First Name], finish your paperwork before [Class Start Date]
Hi [First Name], You have [Number] forms left to finish before training starts on [Class Start Date]. It takes about [Minutes] minutes on your phone: [Onboarding Portal Link] On day one, bring original documents for your Form I-9 (see the list in the portal). Questions? Reply here or text [Text Number]. [Company] Onboarding Team
Subject line ideas
- A few onboarding forms left before [Start Date]
- Action needed: onboarding forms due [Paperwork Deadline]
- Form I-9: what you need for your first day
- [First Name], finish your new hire paperwork
- Quick reminder: your onboarding checklist
- [Number] forms left before your first day
- Set up your pay: complete your direct deposit form
SMS and WhatsApp version
Hi [First Name], it's [Company] onboarding. You have [Number] forms left before your start on [Start Date]. Takes about [Minutes] min on your phone: [Onboarding Portal Link]. Please finish by [Paperwork Deadline]. Questions? Reply here. Reply STOP to opt out.
Placeholders to replace: [First Name], [Company], [Start Date], [Class Start Date], [Paperwork Deadline], [Onboarding Portal Link], [Outstanding Form 1], [Outstanding Form 2], [Number], [Minutes], [I-9 Acceptable Documents Link], [Text Number], [Your Name], [Title], [Phone Number]
Why paperwork stalls
New hires rarely ignore paperwork on purpose. More often the original request was a long email with eight attachments, a portal that doesn't work well on a phone, or a form asking for something they don't have handy (a voided check, a dependent's Social Security number). The reminder works best when it removes the friction: list only what is still open, link straight to it, and say how long it takes.
If the first request went out as a general document submission request email, the reminder should be narrower and personal: "you have two forms left," not "please complete your onboarding."
What's usually on the list
A typical US onboarding packet includes:
- Form I-9, Section 1 by the first day of work, with documents reviewed within three business days of starting.
- Form W-4 for federal withholding, plus a state withholding form where the state has its own.
- Direct deposit authorization.
- Emergency contact form.
- Handbook and policy acknowledgments, such as code of conduct, anti-harassment and IT acceptable use.
- Benefits enrollment, which usually has its own window of about 30 days from the start or eligibility date rather than a pre-start deadline.
- Role-specific items: license copies, confidentiality agreements, voluntary self-identification forms for federal contractors.
Separate the must-have-before-day-one items from the ones that can wait. Asking for everything before the start date makes the list look longer than it needs to be.
Form I-9: what a reminder may and may not say
The I-9 reminder carries legal risk that the others don't. Under the Immigration and Nationality Act's anti-discrimination provisions, employers may not tell employees which specific documents to present, ask for more documents than the form requires, or reject documents that reasonably appear genuine. So the reminder should explain the timing and point to the Lists of Acceptable Documents, letting the employee choose. "Bring your passport" is a common, well-meant mistake.
Also avoid sending I-9 reminders, or any request for work authorization documents, before an offer has been accepted. If you use E-Verify, the case is created after the I-9 is complete, generally no later than the third business day after the employee starts work for pay. Remote document review options exist for some employers; check current USCIS guidance before relying on one.
Reminder schedule that works
For a start date two weeks out:
- Day 0: paperwork request with portal link, sent right after the onboarding email before start date.
- Day 3: first reminder if anything is incomplete, by email and text.
- Two business days before start: final reminder naming the specific forms.
- Day one: in-person help for anything still open.
For high-volume classes, automate it. Digital forms that track completion per new hire let you send reminders only to people with open items, instead of nagging the whole class. Policy acknowledgments signed through e-signatures also give you a timestamped record without chasing paper. A 40-person class with 70% completion three days before start is normal; 95% by day one is a realistic target.
Mistakes to avoid
- Sending sensitive forms as email attachments to be filled in and emailed back. Social Security numbers and bank details belong in a secure portal.
- Generic reminders that don't say what is missing.
- Specifying I-9 documents.
- Threatening tone ("failure to complete will result in…") for a new hire who hasn't started yet.
- Forgetting state forms when a hire works in a different state from headquarters.
Frequently asked questions
How do I remind a new hire to complete onboarding paperwork?
Send a short email and text listing only the forms still open, with a direct link, an estimate of how long it takes and a deadline. Offer help by phone for anything confusing.
What should an I-9 reminder email say?
Explain that Section 1 is due by the first day of work and that original documents must be presented within three business days of starting. Link to the Lists of Acceptable Documents and let the employee choose which to present.
Can I tell a new hire which I-9 documents to bring?
No. Employers should not specify documents. Share the official list and explain the List A, or List B plus List C, options.
What forms does a new hire need to complete?
In the US, typically Form I-9, Form W-4, any state withholding form, direct deposit, emergency contacts, policy acknowledgments and benefits enrollment. Requirements vary by state and role.
How many paperwork reminders should I send?
Usually two before the start date: one a few days after the request and a final one two business days before day one, plus help on the first day.
Is it safe to collect onboarding forms by email?
Not for forms with Social Security numbers, bank details or identity documents. Use a secure onboarding portal instead.