The guide
Everything you need to know about the onboarding checklist reminder email
The first round decides who reaches this point. Pre-employment skills tests show who can do the job before anyone spends an hour interviewing.
What Is an Onboarding Checklist Reminder Email?
An onboarding checklist reminder email is a follow-up communication sent to new hires who have outstanding items on their onboarding task list. It identifies the specific pending tasks, provides the deadline for completion, and links to the onboarding portal where tasks can be completed. New hires during their first weeks are absorbing enormous amounts of information: learning their role, meeting colleagues, understanding systems, and adapting to company culture. Administrative onboarding tasks, while important, can easily fall through the cracks during this busy period. A well-timed reminder email helps new hires stay on track without nagging. Structured reminders increase completion rates to over 90% and ensure the organization's compliance and documentation requirements are met.
Why HR Teams Need an Onboarding Checklist Reminder Email Template
Tracking onboarding task completion across multiple new hires is an operational challenge for HR teams. A reminder template provides a consistent, professional way to nudge new hires without the communication feeling ad hoc or punitive. Without a template, reminders may vary in tone and specificity. Some may be too blunt ("you have not completed your tasks"), while others may be too vague ("please complete your onboarding"). A template strikes the right balance: helpful, specific, and supportive. The template also reduces HR workload. Instead of manually composing reminders for each new hire, the team can customize a pre-built message with the specific pending items and deadline. For organizations onboarding multiple employees per month, this efficiency is substantial. Additionally, a standardised reminder demonstrates that onboarding completion is taken seriously by the organization. When new hires see professional, structured follow-ups, they understand that these tasks are not optional.
Key Sections Covered in This Email Template
The template opens with a friendly check-in that acknowledges the new hire's busy first days. This empathetic framing prevents the reminder from feeling like a reprimand. The pending items section clearly lists what still needs to be completed. Specificity is key: new hires should know exactly which tasks are outstanding rather than receiving a generic "some items are pending" message. A clear deadline is stated prominently, creating appropriate urgency. The onboarding portal link is included so the new hire can immediately navigate to their task list without searching. Context about why completing these tasks matters (access to benefits, compliance, record accuracy) helps new hires understand the importance and prioritise accordingly. IT support and HR contact information is provided for new hires who encounter issues with the portal or have questions about specific requirements.
How to Use This Free Onboarding Checklist Reminder Email Template
Send this reminder at the midpoint between the new hire's start date and the onboarding completion deadline. For a two-week deadline, send the reminder at the end of week one. This timing gives new hires enough advance warning to complete tasks without waiting until the last moment. Customize the pending items field with the specific tasks that remain incomplete. Generic reminders are far less effective than specific ones. If your onboarding portal can generate a list of incomplete tasks per employee, use that data directly. A startup might use the friendly tone with encouragement and emojis, while a law firm might prefer the formal tone. The message should feel like a helpful nudge, not a disciplinary notice. If tasks remain incomplete after the first reminder, send a second, more direct reminder closer to the deadline. If a third reminder is needed, consider a personal check-in call to identify and resolve any blockers.
