Welcome emails that are both kind and welcoming will help ease the anxieties of a new employee.
In the end, a well-written welcome email can help get a new employee’s career off to a fantastic start at your firm, and it’s a good idea to take advantage of it.
Hence, we have created this post to help you; we have included two main elements:
- A 6-step guide to writing a great welcome letter
- 10 powerful welcome letter templates
Let’s get started.
Table of Contents
How to Write a Welcome Letter to New Employees in 6 Simple Steps
10 Powerful Welcome Letters to Greet Your New Employees
How to Write a Welcome Letter to New Employees in 6 Simple Steps
A new employee welcome letter is a document sent by an employer to a new employee to welcome them to their new workplace, team, and organization.
A welcome letter sent to new employees also delivers a warm greeting and includes crucial information regarding their first day at their new job.
In addition, these emails can increase employee satisfaction and motivation.
Once a candidate has formally accepted a job offer, each subsequent contact through email is considered part of greeting the employee. Each plays a role in effectively starting the employee journey.
Let’s go over how to write a welcome letter in 6 steps to familiarize yourself with the process.
Step #1: Start with the subject line
The most effective subject lines convey the promise of value.
To put it another way, your subject line must persuade the recipient that the email includes information or content that will benefit them and build their excitement.
You can use the following for your subject line:
- Welcome aboard, [new hire name]!
- We’re delighted to have you on board at [business name].
Furthermore, to maintain confidence with your audience, make sure your subject line is clear of spelling and grammatical errors.
Author’s Tip: The subject line should inform workers about the aim of the email while also being engaging. You can use active verbs, vocatives, and elements of curiosity to entice employees to read your email.
Let’s check out the next step.
Step #2: Show enthusiasm
The best thing an employer or human resource manager can do is to welcome new staff and demonstrate that they are as pleased about the new employees’ arrival as they are.
Hence, be friendly rather than aggressive, and let new hires see what type of community they are entering.
We recommend you use the term “excited” – or a synonym.
Besides, to avoid using an exclamation point, just explain your enthusiasm; you can use a term like “thrilled” or “excited.”
It just takes a word or two to convey enthusiasm.
Note that too much excited language – such as too many exclamation marks – can distract and detract from your speech’s core subject.
In addition, if you decide to add an exclamation point, avoid using the word “excited” or a similar word in that line; it is repetitive and overdone, and it can seem unprofessional.
Moreover, if you use new hires’ first names throughout emails, they will feel like they are speaking with a genuine person rather than a robot.
This will make new hires feel that they connect with you and trust you. They will come to you with any problems and be calmer once they arrive.
On a general note, instead of using a lot of ‘I’ and ‘We,’ try ‘You.’
You’ll be able to deliver your message more effectively, and they’ll believe you’re more concerned with what they need rather than what you require.
Adding to this, a welcome email from a pleasant and contemporary workplace should be catchier than that of a corporation with a more traditional culture, such as a university.
Regardless of the tone, the following will make the email more effective:
- Short and basic phrases should be used
- Avoid using bureaucratic terminology
- Avoid using redundant adverbs such as “extremely,” “very,” or “really”
- Caps marks should be avoided since they might make your email seem excessively aggressive or emotive
Step #3: Give an overview of the company
Giving an overview of your company will help new hires feel well informed and more connected to their new workplace.
Consider the company overview to be an introduction to your firm.
You should include fundamental business information.
- Your company name
This is the formal name of your firm.
- Business structure
Your new hire will want to know if your firm is a single proprietorship, an LLC, a partnership, or a corporation.
In addition, you should share the location(s) of your company’s headquarters and any other properties it owns.
- Ownership and management personnel
Dissect who owns your company and how each person is associated with it.
Who owns what percentage of the company?
Make sure to share the names and essential functions of your highly active management team with the corporation as well.
- Firm history
One of the aspects that distinguish your company is its history.
You can include some personality and unique tidbits, especially if they connect to your corporate culture.
Step #4: Address key values
Core values assist organizations in making critical choices and keeping everyone on the team engaged, especially during times of transition, struggle, or change.
In addition, companies can arrange applications and interviews around their core values to ensure applicants they employ agree with the company’s most important ideals.
Hence, sharing your key values in your welcome letter is essential.
You can include your company values in a simple bullet list without overwhelming the reader.
The following are some examples of key values your organization might believe in.
- Integrity
Everyone who represents the corporation and the company’s conduct as a whole must act with high ethics.
- Honesty
Transparency and trustworthiness are important business practices that gain the respect of coworkers, clients, and the general public.
- Accountability
Taking accountability for your acts is the most effective strategy to foster trust both internally and externally.
- Inclusion and diversity
Organizations prosper by bringing together people with diverse life cultures and perspectives in a shared environment where everyone has fair chances.
- Learning
Nobody knows everything; a culture of openness and continual learning is a tenet of successful businesses.
Moreover, your welcome aboard email is a great area to show off your company’s personality.
You most likely have a distinct culture, employee etiquette, and so on.
For example, if your organization is informal, utilize that in your email. You can even show them images of how your staff relax or take a break, some facilities you have, etc.
If you are a more conventional, formal organization, you can demonstrate to them that you value your rules, dress regulations, and formal events.
Let’s check our fifth step.
Step #5: Talk about the first days
Even if you compose your welcome email in a more informal way, a few essential elements must be included.
First, the date and hour of the employee’s first shift should always be included in the welcome email.
Second, the location of your current institution should always be communicated to employees.
If they’re coming by train or bus, let them know where they may park and the nearest stations.
Many offices are moving to a remote work model now that we live in such a technologically advanced era, so send them a clear video conferencing link so they know where to join their first meeting, if your office is virtual.
Third, a first-week agenda should be included in your welcome communication to new hires, including a schedule of employee orientation sessions and team projects that gives new workers a sense of direction and prepares them for their first week on the job.
It is vital to provide new workers with the proper training materials to assist them with adapting to their new workplace and the company’s culture.
Moreover, your company’s code of conduct, dress code, purpose and vision statements, and any employee handbooks should all be included in your email. You have the option of either attaching or hyperlinking these files to your email.
Step #6: Sign off politely
Now that you have included everything in your welcome letter, it’s time to conclude it in a respectful and professional manner.
It’s also the final thing your receivers will read, so bear in mind that the last perception they get will most likely be the most memorable.
- Sign-offs such as “Sincerely”, “Best regards”, and “Respectfully” are more suited for professional emails
- Whilst “All the best” and “Thank you” are appropriate for personal emails
Following that, you must include your entire name or only your first name if you wish to employ a friendly tone.
Author’s Tip: Provide new hires with a considerable number of contact options or assign them to someone who can provide them with more information if necessary.
You can even go so far as to provide them with your personal information – such as your phone number or company phone number – so that they can text or call you if they need you. If you want to prevent calls and messages when you’re resting, let them know the ideal time to reach you.
Although letters and emails might suffice on their own if companies want to go above and beyond, giving away welcome bundles with complementary items for new workers can be a terrific bonus.
Welcome packs can include branded tumblers, customized notebooks, cool office supplies, personalized candy, and many more ideas.
Let’s move on to our 10 new employee welcome letter templates.
10 Powerful Welcome Letters to Greet Your New Employees
The new employee welcome email is one of the most critical initial stages in the onboarding process.
The practice of welcoming a new employee to your organization should ideally begin after they’ve approved the job offer but before their first day.
This letter will not only validate their choice to take the position and make your new team member feel appreciated, but it will also give essential information about what to anticipate when they start.
Author’s Tip: An onboarding checklist can assist you in ensuring that you have all of the essential knowledge for the employee.
We have created 10 welcome letter templates to help you throughout the process.
Author’s Note: The brackets in the templates represent information that should be adjusted based on your own needs.
Let’s start with template number one.
Template #1: The “Let’s all welcome you” one
Dear [new employee name],
Welcome aboard!
Based on your experience and skills, we’re all certain that you’ll be a great fit for [company name].
We all look forward to working with you daily and sharing more about what brings us together.
Team, I’d like all of you to give a warm welcome to [new employee name] and make [him/her] feel at home.
Best wishes,
[Manager’s name]
For the above-mentioned template, note that all employees can be CC’d in order to welcome the new team member.
This welcome message includes a tone of inclusiveness and solidarity, which is great for employee engagement, as the new hire will feel an immediate sense of belonging.
Let’s take a look at our next sample letter.
Template #2: The “Classic manager’s welcome” one
Dear [new employee name],
Welcome to the company.
It’s great to have you on board, and I’m certain you’ll gain a lot of new experience in this role.
You may begin using your new company email address [email address] by visiting this link [URL link] and entering your password: [password]
Should you have any questions, don’t hesitate to contact me or a fellow employee for help!
All the best,
[Manager’s name]
The above sample is a classic, yet you can add your own personal touch to it.
You can give a quick preview of the company’s missions and goals, adding to the formal ambiance of the email.
Template #3: The “Welcome to the family” one
Hey [new employee name],
Welcome to the family!
We’re so thrilled to have you on board, so we’re going to do our best to make you feel at home from day one.
To help you get a feeling of our culture and strong relationship with each other, here are a few links you can check out:
- [Link to company photo album]
- [Link to our social media pages]
- [Link to about us page]
- [Link to team members’ biographies]
- [Link to company presentation]
We hope you’re as excited as we are to get started, and don’t hesitate to ask a fellow team member for help at any time.
Warmest wishes,
[Manager’s name]
This letter sample is great for showcasing the company’s cultural values.
It will make a new hire feel at home on the first day and more connected to their surroundings.
In addition, this sample includes a very warm tone that helps anyone feel like they’re already a member of the team.
Let’s see our next free template.
Template #4: The “Remote employee” one
Dear [new employee name],
It’s great to have you on board.
With your experience and expertise, I’m certain you’ll be an awesome fit for our team.
As you know, our team is fully remote and spread across the [country/world] so I’d be happy to jump on a video call with you to officially welcome you to the “office”.
Of course, we all use specific tools to communicate and work with each other like:
- [Tool 1]
- [Tool 2]
- [Tool 3]
Here’s a file [link URL] where you can access your usernames and passcodes.
Plus, we’ll make sure to send you a work-at-home kit to make you more productive than ever.
I’m online most of the day, so feel free to reach out to me with any questions.
Once again, welcome to the team!
All the best,
[Manager’s name]
This sample welcome letter is vital for remote employees, as welcoming remote employees is quite different from welcoming on-site employees.
Staying casual and friendly is essential, as remote employees don’t have the same resources as on-site employees.
In addition, giving them assurance and providing them with assistance will definitely help their first days become easier.
Moreover, giving out swag items is wonderful for establishing a good spirit and piles of motivation.
Template #5: The “We’re thrilled to have you” one
Hey [new employee name],
We’re thrilled to have you.
We believe that with someone like you, our team will only get better.
In order to make your first day as smooth as possible, here are some things you should know:
- [Company value 1]
- [Company value 2]
- [Company rule 1]
- [Company rule 2]
In the meantime, we encourage you to check out our company page [website URL] to get an idea of what we’re all about.
Once again, we’re all delighted to have you here.
Best wishes,
[Manager’s name]
This template gives a very friendly impression, making any new hire’s first day feel less stressful.
Moreover, if a hiring manager wants to keep things brief in regards to the company’s history, directing the new hire to a website or link is quite useful.
Let’s read email template number six.
Template #6: The “Let’s move fast and break things” one
Hey [new employee name],
I speak for the entire company when I say we’re excited to have you here.
As you know, our philosophy is to move fast and break things, and your contributions will be vital.
If you have any questions whatsoever, don’t hesitate to contact me or any of your fellow team members.
Cheers to the start of a new adventure!
All the best,
[Manager’s name]
This new hire letter is perfect for fast-paced companies that want to showcase their environment and motto right away.
Template #7: The “Branded goodies” one
Hey [new employee name],
I’m delighted to have you on board.
Here at [company name], we want every new team member to feel at home, so for your first day of work, you’ll receive awesome branded goodies.
You’ll find things like:
- [Branded item 1]
- [Branded item 2]
- [Branded item 3]
These are just a simple way to say welcome and thank you for choosing us.
Should you have any questions, I’m here to help!
Best wishes,
[Manager’s name]
This template has a casual feeling to it.
Nothing makes a new hire feel more welcome than some good swag items.
Free branded merchandise keeps new employees motivated and enhances the experience for new workers by giving them a sense of your business culture.
Let’s see the upcoming new hire welcome letter.
Template #8: The “We’re here for you” one
Dear [new employee name],
Welcome to [company name]. We’re excited to have you join our awesome team.
We look forward to welcoming you in-person on your first day at the office, so here are a few things to keep in mind:
- Work starts at [time]
- Our address is [office address]
- Our office phone number is [phone number]
Of course, if you have any questions we’re all here for you!
Once again, welcome to the team.
Best wishes,
[Manager’s name]
This email template is great for setting the employee onboarding experience on the right foot.
Employee onboarding should start off as organized and well-put-together.
Template #9: The “Formal” one
Dear [new employee name],
Welcome to [company name].
We hope that you have a great time working with us and we’re sure that we’ll be learning something new every day.
Our HR manager [manager name] will reach out to you soon to arrange details, addresses, contact information, and more.
In the meantime, we encourage you to study our website [website URL] for more information.
Regards,
[Manager’s name]
This template showcases the formal environment of the company, and new hires will get the impression that the business is traditional.
Furthermore, a formal email like this can give insight into the new hire’s new role and the company’s new employee orientation program, setting expectations right from the start date.
Template #10: The “Time is money” one
Dear [new employee name],
We’re happy to have you here at [company name].
In order to make your first day as smooth as possible, here are some key things to know:
- Work begins at [time]
- We’ll offer you [item 1/item 2/item 3] to help you get started
- You can contact your manager here [email address]
As you know, time is money so we’ll get started ASAP on [date] at [time].
Best regards,
[Manager’s name]
This letter gives the first impression of the high formality of the corporation and what new hires should expect in their new jobs.
Our post has come to an end.
Now Over to You
When your new hires read their well-structured welcome letters, they will feel welcomed and respected.
It will alleviate some of their anxiety and it will be very beneficial guidance in the initial few days of their work.
Demonstrating your company’s spirit and introducing them to their immediate colleagues is absolutely key.
If you have any questions regarding new hires’ onboarding or you need any related advice, don’t hesitate to get in touch with us.
Thank you for reading!
Featured image by Brett Jordan on Unsplash.
