How To Write a New Employee Welcome Email

A new employee welcome email is a type of email sent to new employees prior to when they start or the day they begin their new position. This email acts as a guide and includes relevant information that will be helpful to the employee in their first days and weeks at your company or on your team.

A new employee welcome email can be as simple as stating that you’re excited for the employee to join your team or as in-depth as including information such as their start date, pay rate, and where to find certain office facilities. Overall, the letter should help the employee feel comfortable and excited about starting their career at your organization.

Learn more: 10 Things You Should Never Do When Starting A New Job

New employee welcome emails can have key benefits for both the company and the employee. These benefits include:

• Ensuring the employee knows the correct start date and when to arrive so the manager or department director can be ready to assist them
• Confirmation of the new employee’s status within the company
• Informing the employee of what they can expect on their first day of work and who they will meet with when they arrive
• Making sure the employee is aware of any expectations you have of them on their first day, such as their dress code
• Letting the employee know about important documents they need to bring on their first day, such as two forms of ID
• Reassuring the employee that they are welcome at the new company and will be met with positive anticipation and excitement
• Setting a positive tone for the employee’s work experience with the company
• Helping the new employee feel comfortable and excited about their new workplace’s environment and company culture

You should include several key pieces of information in a new employee welcome email. The following are some of the most common:

• A personalized greeting that shows your excitement and support for the new employee beginning work at your organization
• The new employee’s start date at the company
• The employee’s expected work hours
• Any welcome events that will take place on the day or week the employee starts
• The expected dress code
• Important items to bring on the first day, such as two forms of ID and any necessary paperwork
• Instructions on where to find their desk or work area
• Who they will meet with upon arriving at the office
• The office’s address and directions, if necessary
• The employee’s anticipated schedule for their first day
• Information regarding the company’s break room, such as the types of foods, snacks, and beverages offered
• Information on where to park when arriving at the office
• Instructions for the employee upon arrival, such as where to check in
• Contact information for the new employee’s primary person of contact
• Information about the new employee’s training schedule or what they can expect from it
• Where to find the bathroom
• An invitation to ask questions before their first day

Always include important information such as the employee’s start date, hours, and dress code in a new employee welcome email. You can always choose to discuss the other topics on this list in person once the employee arrives at the office. Ensure the employee has contact information for someone who can answer their questions should they have any before starting their new position.

Learn more: Make a Good Impression With a Self-Introduction Email to Your Team

How to write a new employee welcome email

Take these steps when formulating a new employee welcome email:

1. Keep the email personal

It’s important to let the employee know they aren’t just another name on your payroll. Use the employee’s first name throughout the email, and offer your assistance to help the transition into the new position go smoothly.

2. Keep it light but professional

It might be tempting to write the new employee welcome email in a fun way that doesn’t stick to strict professional guidelines, but doing so will help set the overall tone for the new employee. While you don’t want to sound stringent and give the employee the impression they can’t reach out to you for personal matters or assistance, you should still keep the email professional in nature.

3. Send the email a few days before the employee begins

While you don’t want to send the email too far from the employee’s start date, you do want to send it a few days ahead of time so they have time to prepare.

Learn more: The Ultimate Guide to Writing an Amazing Email

The following is a template you can use as a guide when writing a new employee welcome email:

[Hello [First name]]!

[We are so excited to have you as part of the team and are looking forward to getting you started in your new position. We have you scheduled to begin work on [start date] at [start time]. Your typical business hours will be between [start time and finish time]. Please arrive at our office located at [address of the company office] and park in any available space.]

[On your first day of work, we will be completing some paperwork to make you officially part of our team. Please bring [necessary documentation] with you so we can take photocopies and get them uploaded into your file. Once that is complete, I will introduce you to your new department manager, [first and last name of manager], and he/she will get you set up in your new office and assist you in logging in and using the office communication systems.]

[[Name of manager] will also get you started on your initial training that will be completed during your first 30 days of work. You can ask [name of manager] any questions you may have about your role, your training, the company culture, or anything else you need to know.]

[The office employee dress code is [dress code for your company]. The office can be chilly in the morning, so consider bringing a jacket or sweater with you.]

[Please reach out to me with any questions, and I look forward to seeing you soon! We are so excited to have you as a new addition to our team.]

[Sincerely,]

[Your name]

Here is an example email using the same template as above that you can use to guide you when writing your own new employee welcome email:

Hello Katie!

We are so excited to have you as part of the team and are looking forward to getting you started in your new position. We have you scheduled to begin work on April 1, 2021, at 8 a.m. Your typical business hours will be between 8 a.m. to 4 p.m. Please arrive at our office located at 1122 Country Way Avenue and park in any available space.

On your first day of work, we will be completing some paperwork to make you officially part of our team! Please bring two forms of photo I.D. with you so we can take photocopies and get them uploaded into your file. Once that is complete, I will introduce you to your new department manager, Steven Smith, and he will get you set up in your new office and assist you in logging in and using the office communication systems.

Steven will also get you started on your initial training that will be completed during your first 30 days of work. You can ask Steven any questions you may have about your role, your training, the company culture, or anything else you need to know.

The office employee dress code is business casual. The office can be chilly in the morning, so consider bringing a jacket or sweater with you.

Please reach out to me with any questions, and I look forward to seeing you soon! We are so excited to have you as a new addition to our team.

Sincerely,

Tara Fresh

Use these tips and examples to create a new employee welcome email that provides your new hire with useful information and makes them excited to join your team.