The playbook we use at Jobox to bring new people into the team, with the welcome emails, checklists and templates that go with it. Take what's useful.
From the talk “How Not to Fire Someone Within 30 Days” by Bubu Buna, CEO of Jobox.
The Goal
Within 30 days, your new hire knows exactly where they stand and what they need to do.
Onboarding is their first look at your company from the inside, and you get one chance at it. It matters even more when you hire young people, because it's often their first job and nobody has shown them how work works.
Most onboarding goes wrong when a company skips the thinking and throws tools and tasks at the new hire. The aim is to make people feel welcome, not overwhelmed.
Create warmth, not just workflows.
Automate the admin wherever you can.
Clear steps for before Day 1, Week 1 and the first 90 days.
Think of onboarding as a journey, not a one-day event. Splitting it into stages keeps things calm and predictable for the new hire.
Make them feel excited and prepared.
After they accept
A personal welcome email: who they'll work with, the tools you use and their start date.
Two weeks before
An email that walks them through their first week, day by day.
One day before
An email with their Day 1 agenda: the kickoff, tools setup and a culture session.
Day 1
Every account and tool already works when they log in.
The three emails are written out below, ready to copy. Jump to the emails
Nobody should scramble on Day 1.
Access problems are the fastest way to kill enthusiasm. Check that everything works before their first meeting.
Connect them to the mission, the product and the people.
Week 1 is immersion: five days that give them the whole picture.
Day 1
Mission and Market
Why you exist and who you serve.
Day 2
Product
How it works and who uses it.
Day 3
Brand
Why it matters and how you build trust.
Day 4
How You Work
Team norms, how you communicate and the tools you use.
Day 5
The First 90 Days
Their goals, their KPIs and what they own.
Early wins build confidence. Train them on the essential tools and processes first, and leave the advanced topics for later.
Give them clear goals, regular check-ins and feedback.
01
Learning
What they need to understand about the business and their role.
02
Projects
The work they'll deliver in their first three months.
03
Ownership
The part of the business that becomes theirs.
1:1s Every Two Weeks
A regular check-in with their team lead. Retention is built through consistent support.
Stop, Start, Continue
Quick, specific feedback every two weeks, for four rounds.
The catch-up agenda and the Stop, Start, Continue form are in the templates below. Get the templates
Good onboarding starts before Day 1. These emails build excitement, ease first-day nerves and set clear expectations. Copy them as they are or adapt them.
Email 1 · After they accept
Subject: Welcome to [Company]!
Hi [Name],
We're thrilled to have you on board! Here's what's next:
Your official start date: [Date]
Talk soon,
[Your name]
Email 2 · Two weeks before they start
Subject: Getting Ready for Day 1
Hi [Name],
We can't wait to kick things off. Here's what to expect in your first week:
You'll also get our onboarding guide soon.
See you soon!
[Your name]
Email 3 · The day before they start
Subject: Your First Day at [Company]
Hi [Name],
Here's your Day 1 agenda:
See you tomorrow!
[Your name]
What you need to stay compliant, keep proper records and onboard people well, in one place.
Once the basics work, a few tools help you onboard more people without losing the human touch.
Sends the email drips.
Records the tool demos.
Holds the whole onboarding in one place.
Word templates you can brand and adapt. Tell us where to send them and they unlock straight away.
These templates are a starting point, not legal advice. Check anything contractual with your own adviser before you use it.
Jobox can find them, place them with your business and support them once they start.
Questions, or want help with your next hire? Email Lizel at lizel@joinjobox.com.
