Welcome emails that are both kind and welcoming will help ease the anxieties of a new employee on their first day.
In addition, a well-written welcome email can help get a new employee’s career off to a fantastic start at your firm and boost retention rates.
That’s why it’s a good idea to take advantage of it. Hence, this post explores:
- 10 powerful welcome letter templates
- How to write a welcome letter to your new employee
- FAQs to answer any questions you may have
Let’s get started.
Table of Contents
The “Let’s All Welcome You” Email
The “Classic Manager’s Welcome” Email
The “Welcome to the Family” Email
The “We’re Thrilled to Have You” Email
The “Let’s Move Fast and Break Things” Email
The “We’re Here for You” Email
The “Impressive Accomplishments” Email
How to Write a Welcome Letter to New Employees
Make Employees Feel Part of the Team—Right from the Start
Frequently Asked Questions (FAQs)
Template #1: The “Let’s All Welcome You” Email
Download the PDF or copy-paste from here:
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 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/them] feel at home.
Best wishes,
[Manager’s name]
In this type of email, all employees can be CC’d to warmly welcome the new team member.
This welcome message has a tone of inclusiveness and solidarity, which is great for employee engagement.
The new hire will feel an immediate sense of belonging, which can make the job more enjoyable and create a better work environment for everyone.
Template #2: The “Classic Manager’s Welcome” Email
Download the PDF or copy-paste from here:
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, values, and goals, adding to the formal tone of the email.
Furthermore, you can add a link to the company’s policies or digital employee handbook, and create a first-week itinerary to set expectations right from the start.
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Template #3: The “Welcome to the Family” Email
Download the PDF or copy-paste from here:
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 dynamics, 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.
[Manager’s name]
This letter sample is great for showcasing the company’s culture values.
It’ll make a new hire feel at home on the first day and more connected to their workplace and coworkers.
In addition, since the welcome email is heavily people-focused, it has a warm tone that helps anyone feel like they’re already a member of the team—or rather, the company family.
Template #4: The “Remote Employee” Email
Download the PDF or copy-paste from here:
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 workers is quite different from welcoming office people.
Staying casual and friendly is essential—remote employees don’t have the same resources as on-site employees, which is why a welcome kit can make a huge difference!
In addition, giving them assurance and providing them with assistance will definitely make their first days easier.
Template #5: The “We’re Thrilled to Have You” Email
Download the PDF or copy-paste from here:
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.
It’s also great for showcasing your company’s values and rules, while also reassuring the new employee that they’re valued for their talents.
Moreover, if a hiring manager wants to keep things brief regarding the company’s history, directing the new hire to a website or link is quite useful.
Template #6: The “Let’s Move Fast and Break Things” Email
Download the PDF or copy-paste from here:
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 contribution 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 welcome letter is perfect for fast-paced companies that want to showcase their environment and motto right away.
Such a template is often used by start-ups or entrepreneurial companies that value innovation and growth in a dynamic work environment that has a high risk-and-reward ratio.
By being concise and to the point, you set expectations for the new hire right from the start.
Template #7: The “Branded Goodies” Email
Download the PDF or copy-paste from here:
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 employee feel more welcome than some good swag items, such as:
Free branded merchandise keeps new employees motivated and enhances the experience for new workers by giving them a sense of your business culture.
New hires who receive welcome kits will feel more welcome and valued.
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Template #8: The “We’re Here for You” Email
Download the PDF or copy-paste from here:
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 getting the employee onboarding experience off on the right foot and alleviating anxiety.
Sending an email like this to new members will make them feel like part of the team and more comfortable in their new position.
For example, this template can be used for returning employees who need to adjust to the office environment, or for remote workers who transitioned to the office.
Template #9: The “Formal” Email
Download the PDF or copy-paste from here:
Dear [new employee name],
Welcome to [company name].
We hope that you have a great time working with us!
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.
Be careful not to appear too stiff. A formal email should sound professional without losing the welcoming feeling.
Template #10: The “Impressive Accomplishments” Email
Download the PDF or copy-paste from here:
Dear [new employee name],
We’re absolutely thrilled that you’ll be joining [company name]! Your [insert past accomplishments] are proof of your talent and commitment to success.
We can’t wait to see what you’ll accomplish as part of our team.
We look forward to welcoming you on your first day, on [date]. [HR/team contact name] will greet you at [time] at [office address].
Feel free to bring anything you want or need to add a personal touch to your office.
If you have any questions, please don’t hesitate to mail me at [email address].
Cheers,
[Manager’s name]
This new employee welcome letter template is great for companies that want to foster a culture of recognition.
It helps new hires feel valued and seen for their past accomplishments and gives the impression that their future contributions to the success of the company will be recognized and rewarded.
As a result, it will motivate them to continue to do great work.
***
We hope that these templates will help you create wonderful welcome emails that will make new hires feel like they’ve made the right decision when choosing to work with your company.
How to Write a Welcome Letter to New Employees: 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.
It serves to deliver a warm greeting to new employees and lessen their first-day anxieties, and includes crucial information regarding their new job.
Let’s go over how to write a welcome letter in six steps to familiarize yourself with the process.
Step #1: Start with the subject line
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 convey the topic and theme of the email.
Here are some subject line examples:
- Welcome aboard, [new hire name]!
- We’re delighted to have you on board at [business name].
- Welcome to the company, [new employee name]!
Additionally, make sure your subject line is clear of spelling and grammatical errors.
Step #2: Convey the right tone
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 the employees are.
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 such as “thrilled.”
Note that too much excited language—too many exclamation marks—can distract and detract from your email’s core subject.
Moreover, if you use your new hire’s first name throughout the email, they will feel like they are hearing from a genuine person rather than a robot.
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.
Regardless of the tone, the following will make your welcome email more effective:
- Use short and basic phrases.
- Avoid using bureaucratic terminology.
- Avoid using redundant adverbs such as “extremely,” “very,” or “really.”
- Caps lock text should be avoided since it 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.
Here is some essential information about your business that you can include:
- Company name
- Business structure
- Location of company’s headquarters and other significant properties it might own
- Ownership and management personnel
- Firm history
- You can include some personality and unique tidbits, especially if they connect to your corporate culture
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Step #4: Address key values and company culture
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 organization’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
- Honesty
- Accountability
- Inclusion and diversity
- Learning
Moreover, your welcome-aboard email is a great area to show off your company’s personality.
For example, if your organization is informal, reflect 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.
Step #5: Talk about the first days
Even if you compose your welcome email more informally, a few essential elements must be included:
- The date and hour of the employee’s first shift should always be included in the welcome email.
- The location of your current institution should always be communicated to employees.
- If they’re coming by car or public transport, let them know where they may park and the nearest stations.
- If your office is virtual, send them a clear video conferencing link so they know where to join their first meeting.
- A first-week agenda should be added to 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.
- 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 respectfully and professionally.
It’s also the final thing your new hires 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 most suited for professional emails.
- “All the best” and “Thank you” are more appropriate for personal emails.
Following that, you must include your entire name or only your first name if you’re going for a more friendly tone.
Bonus 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.
Make Employees Feel Part of the Team—Right from the Start
Now that you know the steps to writing excellent welcome letters, it’s time to take them to a new level.
In this section, you’ll discover creative ways to welcome new employees, such as:
- LinkedIn introductions
- Welcome letters in journals
- Taking them to your swag pop-up shops
Let’s take a look!
Share a warm welcome on LinkedIn
Posting new employee content on LinkedIn not only helps you introduce your new hire to followers and team members but it also drives social media engagement.
Moreover, such posts act as a formal announcement and also invite compliments and congratulations from peers.
Here’s a nice example of a warm LinkedIn welcome:
In this example, you can tell how excited the poster is about the new hires, from her warm tone and word choice.
But you can also take a different approach, as seen in the next example. This is a more formal welcome letter, one that focuses on the person’s achievements and how their experience can benefit the company.
No matter which approach you take, such visual posts drive more engagement and make your company more relatable.
Pop a welcome letter in a custom journal
We may call it a welcome letter, but it doesn’t need to be an actual letter.
When it comes to welcoming a new hire, it can be a thoughtful message written by the company’s CEO added to the first page of a customized journal, a notebook, or an employee handbook.
In fact, high-quality journals are highly recommended branded items that should be included in pretty much every new employee kit.
Why?
Because they’re very handy for taking notes and suit any audience.
A thoughtful note in a beautiful custom journal can be a great way to show off your culture and direct new hires to important HR and other resources for easy access.
Looking for such a journal?
Here’s where you can get a journal customized for your new employees, with any number of tip-in pages available.
Create your own swag pop-up shop
Wanna show your new hires that you think outside the box?
Make the employees’ experience memorable by including a link to a swag pop-up shop in the welcome email.
A pop-up shop is a designated online swag store that includes a range of pre-approved branded items.
More specifically, it allows companies to offer their new employees access to purchasing internal swag, thus easily covering the companies’ promotional needs.
Since all products are branded, it drives brand awareness while also offering a special and emotional shopping experience. It makes people come closer to your brand and familiarize themselves with your branding and messaging.
And that’s it!
You’ve heard the secret to offering welcome letters in a creative way, you’re now ready to take your onboarding process to the next level.
Now Over to You
Demonstrating your company’s spirit and introducing new hires to their immediate colleagues is key in today’s world.
When newcomers read their well-structured welcome letters, they will feel welcomed and respected.
It will also alleviate some of their anxiety and it will be beneficial guidance in the first few days of their work.
Welcome new employees the right way by building your own new hire swag pack.
Click here to start!
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Frequently Asked Questions (FAQs)
Take a look at these frequently asked questions on how to welcome new employees.
How do you professionally welcome a new employee?
You can give new hires a warm welcome by writing a thoughtful welcome letter and sending it alongside a customized welcome kit.
New hires who receive a welcome kit on their first day feel more valued and have a good feeling about the company they’ve chosen.
What do you say in a welcome letter?
A welcome letter should include some crucial information about their job, such as:
- A welcome statement
- Your name and position
- A reminder of the start date and time
- Basic need-to-know information
While they are not essential, you can also include:
- Orientation schedule
- Colleagues’ names and position
- Link to employee handbook
- Link to tools and resources
What are some creative ways to welcome new employees?
A creative way to welcome new employees to your company is through swag welcome packages.
The welcome package usually contains a collection of items that the new employee will need on the job.
If you are interested in building a new hire swag pack, click here.
