Email template · Staffing agency (client and candidate)
Temp assignment confirmation email
In short
A temp assignment confirmation email gives a temporary worker every detail they need to show up on day one: client site, address, reporting contact, shift times, pay rate, dress code and safety gear, how to clock in and how to call off. It also serves as a written record of the terms. Below are four templates, subject lines, an SMS and state notice notes.
When to send it: Send it as soon as the worker accepts the assignment, and no later than the day before the first shift. Follow with a text reminder the evening before or two hours before an early start.
Temp assignment confirmation email: 4 versions
Multi-week assignment
SubjectConfirmed: [Job Title] at [Client Name], starting [Start Date]
Hi [First Name], You're confirmed for the assignment below. Please read it all the way through and reply YES to confirm. Client: [Client Name] Address: [Site Address] ([Entrance or Parking Instructions]) Report to: [Site Contact Name], [Site Contact Title], at [Report Time] on [Start Date] Job: [Job Title], [brief duties, e.g. picking and packing orders with an RF scanner] Schedule: [Days], [Shift Start] to [Shift End], [Break Details] Expected length: [Assignment Length] Pay: [Pay Rate] per hour, overtime at [Overtime Rate] after 40 hours in a workweek Paid: [Pay Frequency], by [Payment Method] Wear: [Dress Code, e.g. steel-toe boots, long pants, no loose jewelry] Provided on site: [PPE Provided, e.g. safety vest, gloves, safety glasses] Time tracking: [Clock-in Method] If you're sick or running late, call [Agency Name] at [Office Phone] at least [Number] hours before your shift. Please don't only tell the site; we need to know so we can cover. Good luck on day one. [Recruiter Name] [Agency Name], [Branch Name] [Office Phone]
Single shift or short booking
SubjectShift booked: [Shift Date], [Shift Start] at [Client Name]
Hi [First Name], Your shift is booked. When: [Shift Date], [Shift Start] to [Shift End] Where: [Site Address] Ask for: [Site Contact Name] Role: [Job Title] Pay: [Pay Rate] per hour Bring: [Items to Bring] Can't make it? Call [Office Phone] right away so we can offer the shift to someone else. [Recruiter Name], [Agency Name]
Day-before reminder
SubjectTomorrow: [Shift Start] at [Client Name]
Hi [First Name], Quick reminder that you start at [Client Name] tomorrow, [Start Date]. - Arrive by [Report Time] at [Entrance or Parking Instructions] - Ask for [Site Contact Name] - Wear [Dress Code] - Bring [Items to Bring] Please reply YES so we know you're set. If something has come up, call us at [Office Phone] tonight. [Recruiter Name] [Agency Name]
Change to an assignment
SubjectUpdate to your assignment at [Client Name]
Hi [First Name], There's a change to your assignment at [Client Name], effective [Effective Date]: Was: [Previous Detail, e.g. 6:00 a.m. to 2:30 p.m., Monday to Friday] Now: [New Detail] Everything else stays the same, including your pay rate of [Pay Rate]. Please reply to confirm you can work the new schedule, or call [Office Phone] if it doesn't work for you. We'll look for another assignment that fits. [Recruiter Name] [Agency Name]
Subject line ideas
- Confirmed: [Job Title] at [Client Name], starting [Start Date]
- Shift booked: [Shift Date], [Shift Start] at [Client Name]
- Tomorrow: [Shift Start] at [Client Name]
- Your assignment details for [Start Date]
- Update to your assignment at [Client Name]
- Where to go on your first day at [Client Name]
- Please confirm: [Job Title] assignment
SMS and WhatsApp version
Hi [First Name], you're confirmed at [Client Name], [Site Address], [Start Date] at [Report Time]. Ask for [Site Contact Name]. Wear [Dress Code]. Pay [Pay Rate]/hr. Reply YES to confirm. Can't make it? Call [Office Phone]. - [Agency Name]
Placeholders to replace: [First Name], [Client Name], [Site Address], [Entrance or Parking Instructions], [Site Contact Name], [Site Contact Title], [Report Time], [Start Date], [Job Title], [Days], [Shift Start], [Shift End], [Shift Date], [Break Details], [Assignment Length], [Pay Rate], [Overtime Rate], [Pay Frequency], [Payment Method], [Dress Code], [PPE Provided], [Items to Bring], [Clock-in Method], [Recruiter Name], [Agency Name], [Branch Name], [Office Phone]
Why the confirmation decides your day-one show rate
In temp and light industrial staffing, the biggest losses happen between “yes” on the phone and the first clock-in. A worker who isn't sure which entrance to use, who to ask for or whether they need steel-toe boots is far more likely to turn around in the parking lot or not come at all. Day-one no-show rates of 10% to 20% are common on high-volume orders, which is why many branches overbook a new start by a couple of workers.
A complete written confirmation, plus a reply-to-confirm request and a reminder the night before, is the cheapest fix there is. Workers who reply YES show up at noticeably higher rates than those who don't, and the ones who don't reply tell you who to call first.
What to include
Answer every question a worker would otherwise phone the branch about:
- Where: client name, full address, the right entrance, parking and transit tips.
- Who: the on-site contact by name and title.
- When: report time (often 10 to 15 minutes before shift start for badging), shift hours, breaks and expected length.
- What: the actual job in plain words, not just a title.
- Pay: hourly rate, overtime rule, pay day and method.
- Safety: what to wear, what PPE the client provides and what the worker must bring.
- Time tracking: how to clock in, and how missed punches are handled.
- Call-off procedure: who to call and how far ahead.
For workers who prefer paper or for sites that require a signed record, our temp assignment confirmation form captures the same details for signature.
State notice requirements
Several states require staffing firms to give temporary workers written assignment details, so this email can double as your compliance notice if it covers the required items:
- Illinois: the Day and Temporary Labor Services Act requires an employment notice at the time of dispatch, covering items such as the client company, nature of the work, wage rate, and any meal or equipment charges. Later amendments added further obligations for agencies and clients.
- Massachusetts: the Temporary Workers Right to Know law requires a written notice with details such as the agency and client names, work location, job description, pay, schedule, safety equipment and any transportation costs.
- New Jersey: the Temporary Workers' Bill of Rights, effective 2023, requires a written notice of assignment terms in English and in the worker's primary language where the state has published a translation, among other protections.
Other states have their own rules, and requirements change, so check the current law for each state you dispatch in. Separately, under the Fair Labor Standards Act, non-exempt temps are owed overtime at one and a half times their regular rate for hours over 40 in a workweek, so don't promise overtime only after 8 hours a day unless state law (California, for example) or the client agreement requires it.
Email, text or both
Use both. Email is the record; text is what actually gets read before a 5 a.m. start. A good pattern is: full confirmation by email at booking, a short SMS with address, time and contact the evening before, and a check-in text an hour after shift start (“Made it in OK?”). Get the worker's consent to receive texts during registration and honor STOP replies.
For sites running dozens of temps, digital clock-in through attendance tracking shows who arrived within minutes, so the branch can send a replacement before the line falls behind instead of hearing about the gap at lunchtime.
Follow-up through the assignment
The confirmation is the first of several messages. Weekly, a timesheet reminder email keeps hours approved and pay on time. When the client ends the order, the assignment end email thanks the worker, confirms the final pay date and offers the next booking. Workers who get clear, consistent messages are the ones who pick up your calls for the next order.
Mistakes to avoid
- Leaving out the entrance. Large distribution centers can have six doors and a guard gate.
- Quoting a pay rate that differs from the payroll setup. Disputes over the first check are a top reason temps quit.
- Telling workers to call the site to call off. The site rarely passes it on.
- Sending the confirmation at 9 p.m. for a 6 a.m. start.
- Skipping the change email when a shift time moves.
Frequently asked questions
What should a temp assignment confirmation email include?
Client name and address, entrance and parking, on-site contact, report time, shift hours, job duties, pay rate and overtime, pay day, dress code and PPE, clock-in method and the call-off procedure.
When should I send a temporary assignment details email?
As soon as the worker accepts, and no later than the day before the first shift. Follow with a text reminder the evening before.
Do staffing agencies have to give temps written assignment details?
Some states require it, including Illinois, Massachusetts and New Jersey, each with its own list of required items. Check the current rules in every state where you place workers.
What is a shift booking confirmation?
A short message confirming a single shift or short booking: date, times, site address, contact, role, pay rate and what to bring, plus how to cancel if the worker can't make it.
How do I reduce temp no-shows on the first day?
Send a complete confirmation, ask the worker to reply YES, text a reminder the night before with the address and contact, and call anyone who hasn't confirmed. Many branches also book one or two extra workers on large starts.