Top Onboarding Email Template Examples

First impressions matter—and in the digital world, onboarding emails are often the first real interaction a new customer has with your brand. Whether you’re welcoming new subscribers, guiding users through your product, or helping customers activate their accounts, a strong onboarding email can dramatically increase engagement, reduce churn, and set the tone for a lasting relationship.

In this blog post, we’ll explore top onboarding email template examples from successful brands, break down what makes them effective, and provide inspiration for your own email marketing strategy.

Why Are Onboarding Emails Important?

Welcome New Users Warmly

Onboarding emails are often the first direct communication from your brand. A well-crafted message welcomes users and confirms they made the right choice by signing up.

Provide Guidance

Most digital products or services have a learning curve. Onboarding emails help reduce confusion by giving new users quick wins and showing them how to use your features effectively.

Improve Retention

According to studies, users who receive onboarding support are far more likely to become long-term customers. A thoughtful onboarding sequence keeps them engaged during the critical first days.

Key Elements of a Successful Onboarding Email

• A personalized greeting
• A clear value proposition
• Actionable next steps (CTA)
• Helpful resources (videos, guides, tutorials)
• A friendly and concise tone

Duolingo – "Welcome to Duolingo!"

Subject Line: Welcome to Duolingo!

What Makes It Great:

• Fun and motivating tone
• A clear CTA to “Start Practicing”
• Reinforces the value of daily learning

Template Inspiration:

Canva – “Let’s Make Something Beautiful”

Subject Line: Let’s Make Something Beautiful

What Makes It Great:

• Beautiful visuals and intuitive design
• Highlights top features like templates and collaboration
• Easy CTA to start designing

Slack – “Your Workspace is Ready”

Subject Line: Your Slack workspace is ready

What Makes It Great:

• Clean layout with clear CTA
• Offers helpful setup guidance
• Emphasizes collaboration

Notion – “Welcome to Your Second Brain”

Subject Line: Welcome to Notion ?

What Makes It Great:

• Strong branding and clean design
• Links to beginner guides and videos
• Encourages exploration

Trello – “Here’s How to Use Trello Like a Pro”

Subject Line: Here’s How to Use Trello Like a Pro

What Makes It Great:

• Educational and segmented
• Promotes engagement with real boards
• Keeps the tone casual and helpful

Grammarly – “Your Writing Assistant is Here”

Subject Line: Welcome to Grammarly

What Makes It Great:

• Clear benefit statement
• Step-by-step installation guide
• Encourages daily usage

Asana – “Let’s Get You Started”

Subject Line: Let’s Get You Started with Asana

What Makes It Great:

• Lists top 3 actions to take
• Links to resources and videos
• Clean visual hierarchy

Tips for Creating Your Own Onboarding Email Templates

• Personalize wherever possible – Use the user’s name and tailor messages based on their activity or goals.
• Don’t overload – Stick to one or two calls-to-action per email.
• Make it mobile-friendly – Most users will check emails on their phone.
• Test and optimize – A/B test subject lines, layout, and CTAs to find what performs best.
• Use automation – Create an onboarding sequence that sends a series of helpful emails over the first week.

Final Thoughts

Great onboarding emails don’t just inform—they inspire action, build trust, and set the stage for long-term loyalty. Whether you’re a SaaS startup or a growing eCommerce brand, crafting a thoughtful onboarding experience through email can make all the difference.

Use the templates and examples above as a starting point. Tailor them to your voice, brand, and audience—and always keep the user’s success as your main focus.