Bringing on a new hire is more than checking boxes; it’s about setting the tone for everything that follows.
The onboarding letter is your first real communication after someone says “yes” to your offer. It can include everything they need to feel welcomed, informed, and ready to start strong.
With ActiveMerge, you can send customized onboarding letters in minutes, no manual editing required. Here’s how.
Why are the Onboarding Package Letters Important?
An onboarding letter isn’t just a welcome message; it’s the all-in-one guide for a new employee’s first days. It typically includes:
- A warm welcome
- Start date and work hours
- Reporting manager and contact info
- Office or remote setup instructions
- Payroll, HR, and benefits steps
- Required documents or training schedules
Instead of sending five separate emails or files, the onboarding letter puts it all together in one clean, professional document.
However, manually writing these letters for each hire is a slow process. ActiveMerge makes it fast and easy to personalize letters at scale, without losing the human touch.
Step 1: Draft a Master Onboarding Package Letter Template
Write one clear, friendly onboarding letter that can be used for everyone, then add merge tags wherever the details change.
Example:
Hi {first_name},
We’re excited to welcome you as our new {job_title} starting on {start_date}. You’ll be reporting to {manager_name} and working from {work_location}. Please arrive by {start_time} or log in remotely by that time.
Here’s what to expect on your first day…
You can use Microsoft Word to create this template.
Step 2: Prepare Your Spreadsheet with Employee Info
Make a simple spreadsheet that includes all the info you’ll need to fill in the blanks:
- Company Name
- Employee Name
- Job Role
- Department
- Manager
- Salary
- Start Date
- Shift
- Company Address
- Work Setup
- Sent Date
This sheet powers the automation. Each row becomes one personalized onboarding letter.
Step 3: Log in to ActiveMerge
Go to app.activemerge.com and log in. If you’re new, signing up only takes a minute. Once you’re in, head to your dashboard and click “Start New Job” to begin.
Step 4: Upload Your Spreadsheet
Select the spreadsheet you prepared earlier and upload it straight from your device.
ActiveMerge will match your spreadsheet data with your template tags.
If you’re using Google Spreadsheets, remember to download the file as a Microsoft Excel (.xlsx) format since Activemerge only supports this format.
Step 5: Upload Your Template
Upload your Onboarding Package Letter template. ActiveMerge will detect your merge tags automatically.
You’ll see a preview of the template, and the tags will be listed. Make sure they match your spreadsheet column names.
Step 6: Click “Preview First Document” and Let ActiveMerge Work
Tap the “Preview First Document” button, and ActiveMerge will handle the rest. It pulls data from each row of your spreadsheet and fills out a separate review form for each one—no manual edits or copy-pasting needed.
Sample Result:
Get the Free Onboarding Package Letter Template
Get a copy of the Free Onboarding Package Letter template. You can download the Google Docs template in Microsoft Word (.docx) format, as ActiveMerge only supports Word documents.
Final Thoughts
A good onboarding letter tells your new hire, “We’re ready for you.” And with a tool like ActiveMerge, you don’t have to choose between speed and personalization. You can give each new teammate a thoughtful, detailed start—without spending your whole afternoon on edits.
Frequently Asked Questions
What should go in an onboarding letter?
The letter should include start date, job title, manager name, location or remote setup, first-day schedule, and any steps to complete before starting. It’s a mix of practical info and a warm welcome.
Can I include more than one merge tag in my letter?
Yes! You can include as many as needed. Common ones include {first_name}, {job_title}, {manager_name}, {start_date}, and {work_location}.
Is ActiveMerge only for onboarding?
No, it’s also great for invoices, certificates, welcome kits, and more. But onboarding letters are one of its most popular and powerful use cases.
