Email template · Onboarding
Start date confirmation email
In short
A start date confirmation email tells a new hire, in writing, exactly when and where their first day is and what to do before it. It confirms the date, arrival time, location or login, who to ask for and any outstanding steps. Below are templates for a standard start, a training class start, a changed start date and a start pending clearance.
When to send it: Send as soon as all pre-start conditions are cleared, usually one to two weeks before the first day. Send a short reminder two business days before the start date.
Start date confirmation email: 4 versions
Standard confirmation
SubjectConfirmed: your first day is [Start Date]
Hi [First Name], Good news: everything is cleared, and I'm confirming your start date as [Day of Week], [Start Date]. Here's what you need for day one: - Arrive at: [Arrival Time] - Where: [Address, building, floor / Remote: Video Link] - Ask for: [Contact Name], [Contact Title] - Bring: [Original I-9 documents / photo ID / bank details] - Parking or transit: [Parking Details] Your first day runs until about [End Time]. [Manager Name] has planned [brief description, e.g. team introductions and a systems walkthrough] and will take you to lunch. If anything changes or you have questions before then, call me at [Phone Number]. See you soon, [Your Name] [Title], [Company]
Training class start (high-volume)
SubjectYou're confirmed for the [Class Start Date] training class
Hi [First Name], You're all set. Your seat in the [Job Title] training class is confirmed. Start date: [Class Start Date] Time: [Start Time] to [End Time], [Training Days] Location: [Training Room / Address] Trainer: [Trainer Name] Bring: [ID / I-9 documents / headset if required] Training runs for [Number] weeks, and attendance every day is required to pass. Your regular schedule starts [Production Start Date]. Please reply YES to confirm you'll be there, or call [Phone Number] if anything comes up. [Your Name] [Company] Recruiting Team
Start date has changed
SubjectYour new start date: [New Start Date]
Hi [First Name], As we discussed, your start date has moved from [Original Start Date] to [New Start Date]. [One-line reason, e.g. This gives you time to finish your notice period / the training class schedule has changed.] Everything else stays the same: [Arrival Time] at [Location], and you'll be meeting [Contact Name] when you arrive. Your pay and benefits start from your new start date. Thanks for your flexibility. Let me know if the new date causes any problems. Best, [Your Name] [Title], [Company]
Start pending final clearance
SubjectYour target start date: [Start Date]
Hi [First Name], We're getting close. Your target start date is [Start Date], pending [Outstanding Step, e.g. completion of your background check / receipt of your signed paperwork]. What you can do now: [Action, e.g. complete the forms here: Link]. As soon as everything is cleared, I'll send final first-day details. Please don't give notice to your current employer [or: make travel arrangements] until I confirm in writing that everything is cleared. I'll keep you updated either way by [Update Date]. Thanks, [Your Name] [Title], [Company]
Subject line ideas
- Confirmed: your first day is [Start Date]
- Your start date and first-day details
- See you on [Start Date], [First Name]
- You're confirmed for the [Class Start Date] class
- Your new start date: [New Start Date]
- Joining date confirmation: [Job Title]
- Everything you need for day one
SMS and WhatsApp version
Hi [First Name], it's [Your Name] at [Company]. You're confirmed to start [Start Date] at [Arrival Time], [Location]. Ask for [Contact Name] and bring your ID and I-9 documents. Reply YES to confirm or call [Phone Number]. Reply STOP to opt out.
Placeholders to replace: [First Name], [Job Title], [Company], [Start Date], [New Start Date], [Original Start Date], [Class Start Date], [Arrival Time], [End Time], [Location], [Contact Name], [Manager Name], [Trainer Name], [Parking Details], [Your Name], [Title], [Phone Number]
Confirm only when the start date is real
A start date confirmation is a promise. Send it once every contingency is cleared: background check, drug screen where required, right-to-work documentation plan, licenses, and any client approval for staffing placements. If something is still outstanding, use the "pending clearance" version and tell the candidate plainly not to resign yet. A candidate who quits a job on the strength of a confirmation that later falls through has a real grievance, and in some states a legal one.
The offer acceptance confirmation email usually names a target date. This email is the one that locks it in.
What the confirmation should include
New hires remember the anxiety of not knowing where to park or who to ask for. Answer those questions before they have to ask:
- Date and day of the week. Writing "Monday, March 2" catches mismatches that "3/2" does not, especially for international hires used to day-month order.
- Arrival time, which may be earlier than the normal shift start.
- Exact location: building, entrance, floor, and where to park or which transit stop. For remote hires, the video link and when equipment will arrive.
- A named person to ask for, with a phone number that works before 9 a.m.
- What to bring. For US hires, Form I-9 requires the employee to complete Section 1 by the first day of work and present acceptable documents within three business days of starting. Telling them which documents to bring prevents a scramble on day three.
- What the day looks like, in one sentence.
Save the full onboarding details for the onboarding email before the start date. This message should be short enough to find again on a phone on the morning of day one.
High-volume starts: reduce day-one no-shows
In contact centers, warehouses and seasonal retail, a fixed class start date is the backbone of the hiring plan. A 30-seat class with five no-shows on day one means the class runs short for the full training period, and you can't backfill until the next cohort. Typical day-one no-show rates for hourly roles range from about 10% to 25%, and the confirmation sequence is one of the few levers you control.
What works: confirm by email and text, ask for a reply ("Reply YES"), send a reminder two days out and again the evening before, and have a recruiter call anyone who hasn't replied. Tracking who has confirmed in your onboarding workflow lets you overbook the class by the right margin instead of guessing. Some teams overbook by 10% to 15% based on their own past no-show data.
Changing a confirmed start date
Start dates move for good reasons: a delayed background check, a training class rescheduled, a candidate's notice period running long. Call first, then send the change in writing with the new date and confirmation that pay and benefits begin from the new date. If you are pushing the date back, consider whether the new hire loses income in the gap and whether you can do anything about it. Delays of more than two weeks are when candidates start answering other recruiters' calls.
Mistakes to avoid
- Confirming before checks clear.
- Sending a confirmation from a no-reply address, so the new hire can't ask a question.
- Wrong time zone on remote start times.
- Forgetting the I-9 documents list, then losing a day of productivity.
- Silence between confirmation and day one. A short message from the manager, such as a welcome email from the manager, keeps the new hire engaged.
Frequently asked questions
What should a start date confirmation email include?
The date and day of the week, arrival time, exact location or video link, the name and phone number of the person to ask for, what to bring (including I-9 documents in the US) and a one-line outline of the first day.
When should I send a joining date confirmation email?
As soon as every pre-start condition is cleared, typically one to two weeks before the first day, followed by a short reminder two business days before.
How do I confirm a start date with a new hire?
Call or tell them in person, then send a written confirmation with the date and logistics. For hourly hires, also text them and ask them to reply to confirm.
What if the new hire's start date needs to change?
Call them first, then email the new date, the reason in one line, and confirmation that pay and benefits start from the new date. Ask them to confirm the change works.
Should a new hire resign before their start date is confirmed?
Advise them to wait until all contingencies are cleared and you have confirmed the start date in writing.