Employee Engagement

How To Write The Perfect Welcome Email To New Employees (Template & Examples)

September 7, 2023
8
min read

Has writing a welcome email to new employees ever seemed like an impossible task? Wondering where to even begin?

Worry not - we’re here to help! Though it might seem like a daunting task, a new employee welcome email is easier than it sounds with the right steps and templates in place. It’s an introduction to the work environment your new employee will soon be joining. It must, of course, include useful information, but with a personal touch. 

If you’re facing writer’s block while trying to decide how to write the perfect welcome email to new employees, follow this guide on how to nail your welcome emails. We’ve also included a ready-to-use template and creative examples to adapt and use to craft your winning welcome email. 

What Is A New Employee Welcome Email?

A new employee welcome email is an email that confirms the new employee’s appointment, relays important information, and puts them at ease. You may even add a little welcome gift to go along with it. 

The email can be as formal or informal as you like, but it should mirror the atmosphere of their new working environment. This will prevent any confusion or misunderstandings about your company culture further down the line.

A welcome email is not an onboarding platform, although you may link to such documents in the email. 

Why Are Welcome Emails Important?

Do you remember feeling nervous before starting a new job? You may have had questions about your post that you didn’t feel confident to ask. Perhaps you weren’t even sure who to ask!

A welcome email is the perfect way to prevent all that. It makes new employees feel welcome and allows them to have their questions answered right from the start.

It also serves as a first impression of your company. Taking the time to write and send a welcome email shows you value your new employees and want to make sure they feel comfortable and have everything they need for their first day. And for employee retention, engagement, and productivity, making employees feel valued should be a top priority for any organization.

How To Write The Best Welcome Email (What To Include)

Your new employee welcome email must fit in with your company culture. But there are a few elements that every welcome email needs so here are some things to keep in mind and include in your email:

Address New Employee By Name

By addressing the new employee by name, you recognize their individuality. Starting by saying “Dear new employee” can create the impression that you don’t know or care who they are. It could also show that you haven’t put in the effort to personalize the welcome email template you use for all your new employees. 

Also, avoid saying “Mr/Mrs/Ms”. Rather use their first name or preferred name as given in their job application.

Introduce Yourself

Introduce yourself by name, too. In an informal work environment, your first name alone should be fine. In a formal work environment, use your full name. 

The aim is to establish a connection with your new employee while maintaining professional boundaries. 

Give A Gentle Reminder Of The Start Date And Time

Include their starting date and time, in case they are unaware, in a way that flows naturally in the text. It is a gentle reminder to ensure they arrive on the right day and on time.

Outline Their First Day Schedule

Give the new hire an idea of what their first day’s schedule will be. 

You don’t have to include every detail of their first day’s work, but rather a brief outline so they know what to expect. For example, their first day may start with a meet and greet session or an onboarding meeting.

Link To Important Information And Resources

This information will differ from one company to the next. Usually, there will be onboarding materials or tutorials to link to. If not, it may be the company guidelines for dress codes and behavior. 

Include whatever you feel is most relevant to your company and the employee you’re addressing. 

Include Contact Details

Your employee might have questions, despite linking to important guidelines and policies. Invite the new employee to contact you for further information by email or phone, preferably both. Use your work mobile number and email address here, not your personal ones.

What Not To Include In Your Welcome Email

When writing your welcome email, there are also things you need to be careful to avoid. It’s important to keep things professional, polite, and inclusive. Here’s what not to include: 

  • Gender-specific terminology

  • References to political or religious affiliations

  • Any language that may be construed as racist or sexist

  • Personal comments about existing/prior employees or management

  • Jokes, memes, etc. (there’ll be time for that later in more appropriate settings)

Your Perfect New Employee Welcome Email Template

The below template is suitable for most work environments and job descriptions. Add your own name and company name, and include links where relevant, and you’re set!

No template will be 100% suitable for every company or situation. It’s best to adapt it to the general tone of your unique workplace and add your personality to it. 

Generic Template

SUBJECT LINE: Welcome to (name of your company)!

Dear (new employee’s name)

My name is (your name), and on behalf of the entire team, I’d like to welcome you to (company’s name)! We’re all looking forward to working with you when you start on (day and date employee starting job) at (starting time).

When you’re ready, have a look through our onboarding notes (embed link here). If you have any further questions, don’t hesitate to contact me at (contact person’s email) or call me at (contact person’s mobile number).

If you’d like to familiarize yourself with our company’s policies and employee guidelines, you’ll find these in the attachments below. You’ll also find a brief outline of the schedule for your first day.

Once again, welcome to the team. 

Yours sincerely, 

(your name)

(your job title)

Examples

If you need inspiration for how to adapt the generic template to specific situations, here are four examples. Remember to personalize them to reflect your company’s style.

Professional (In-Person Employee)

For a more professional touch: 

  • Avoid the use of exclamation marks in the welcome message in the subject line.

  • Keep your tone welcoming, but professional and formal throughout.

  • Use the new employee’s full name.

  • Use your full name.

Here is an example:

SUBJECT LINE: Welcome to (name of your company).

Dear (new employee’s full name)

My name is (your full name), and on behalf of (your company’s name), I’d like to welcome you as our newest employee. We’re all looking forward to working with you when you start on (day and date employee starting job) at (starting time).

Please familiarize yourself with (your company’s name)’s policies and employee guidelines in the attachments below. 

When you’re ready, take a look at your first day’s work schedule (link to schedule) and your onboarding materials (embed link here). If you have any further questions, contact me at (your email) or (your mobile number).

Yours sincerely, 

(your full name)

(your job title)

(your digital signature)

Casual (In-Person Employee)

For a more casual approach:

  • Use an exclamation mark to convey excitement in the welcome message in the subject line.

  • Keep your tone welcoming, relaxed, and informal, but not overly casual.

  • Use your employee’s first name or preferred name.

  • Use your first name.

Here is an example:

SUBJECT LINE: Welcome to (name of your company)!

Hi (new employee’s first or preferred name)!

My name is (your first name), and on behalf of the entire team, I’d like to welcome you to (company’s name)! We’re all looking forward to working with you when you start on (day and date employee starting job) at (starting time). 

Your first day will be a little different, starting with a short meeting so you can meet all your coworkers. From then, your supervisor will walk you through your work schedule. We also have a little welcome gift waiting for you - something to brighten up your desk!

When you’re ready, look through our onboarding notes (embed link here). Don’t hesitate to reach out if you have any questions. Just contact me at (your email address) or call me at (your mobile number).

You may also want to look through our employee guidelines. Find these in the attachments below.

We can’t wait to meet you! 

Kind regards,

(your first name)

(your job title)

Relocated Employee

For a relocated employee new to your branch but not new to the company:

  • Insert a welcome message to your branch/division of the company in the subject line. If it is an informal environment, you may use an exclamation point to convey excitement.

  • Keep your tone welcoming and matching your company’s style.

  • Use your employee’s first name only if you have spoken to them before on work channels. If not, use their full name. 

  • As above, your decision to use your first name or your full name will depend on whether or not you have dealt with this employee before during company communications. 

Here is an example:

SUBJECT LINE: Welcome to the team at (branch or division name) of (name of company).

Hello (new employee’s name)

On behalf of everyone at (branch or division), welcome to our team. We’re all looking forward to working more closely with you when you start on (day and date employee starting job) at (starting time).

If you have any questions about how we do things here at (branch or division name), email me at ( your email) or call me at: (your mobile number). But you should learn all you need to know about us in the meet and greet when you arrive on your first day. You’ll find an outline of the first day’s schedule attached to this email. 

As you may be unfamiliar with the area, I’ve included a map of our location below [if applicable].

Once again, welcome to the (branch name or division name) team. 

Kind regards,

(your name)

(your job title) 

(your branch name)

Remote Employee

If you’re welcoming a remote worker that you will not be meeting in person:

  • Start by showing your excitement in the subject line. It’s always more difficult to establish a connection with a remote employee than an in-person one. 

  • Keep your tone friendly and welcoming.

  • Base your decision on whether or not to use their full name, or first name only, on the style of your company (casual or formal).

  • Once again, let the company type and style help you decide if you should use your first name only, or your full name.

Here is an example:

SUBJECT LINE: Welcome to (name of your company)!

Dear (new employee’s name)

My name is (your name), and on behalf of the entire team, welcome to (company’s name)! We’re all looking forward to virtually meeting you when you start on (day and date employee starting job) at (starting time). 

You’ll need these onboarding notes (embed link here). 

We use (communication platform name) to stay in touch with all our remote staff. Here is the link (embed communication platform link) to get you started. If you have any further questions, contact me on (the communication platform listed above) and I’ll do my best to answer them.

Let’s organize a (communication platform) call for (employee start day) to kickstart things. Does (time) suit you?

Thanks for joining our dynamic team. A little token of our appreciation is on its way to you!

Chat soon

(your name)

(your job title)

Final Thoughts

An employee welcome email meets various objectives all at once. It makes the new employee feel valued and appreciated, establishes communication and trust, and imparts important information. Writing a good welcome email sets the tone for your new employee and makes sure they’re ready for their first day. 

To take this a step further, send them a welcome kit with some nifty items and company swag to help them settle in. 

PerkUp makes it easy to send amazing welcome packages to your employees in over 130 countries. Browse from our catalog of over 1000 gifts, and you’re bound to find the perfect welcome gift for every new employee.

Book a demo to get started today!

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