How to Write a Welcome Email to New Employees: Examples and Tips

Jul 1, 2020 | Company Culture, HR Resources | 0 comments

Welcoming new employees is crucial to fostering a positive relationship and starting them off on the right foot. The first thing you can do is write a fantastic welcome email to new employee.

What Is A Welcome Email to New employee?

A welcome email to new employee is an email the HR manager or hiring manager sends to a new employee. It welcomes them to your company after they have accepted the job offer. The purpose is to make the employee feel comfortable when they show up on their first day and help kickstart the onboarding process.

What Should A Welcome Email to New employee Include?

There are a few crucial things that your welcome email to new employee should include. It needs to contain information on their start date and first day on the job. Then, when they arrive for their very first day of work, they know where to go and know what time to be there.

Feel free to include any additional information that they should know about as well, such as the dress code or information on the company culture. This helps the employee to feel prepared for their first day.

You should include:

What They Need to Bring

Perhaps there will be some paperwork they need to bring in or their social security number so you can put them on the payroll. If there is anything they should have with them on the first day, let them know.

First Day Information

Information you should include about the recruit’s first day includes the start date and time. Don’t forget to outline where they should go – they likely only know the way to where their interview was held.

Also, let them know who will be there to meet them. It may be you as their hiring manager or human resources representative, or someone else.

They will also need to know where they can park and whether they have to pay for this. Basically, include any information that will make their first day easier for them

Company Benefits and Policies

To ensure that they make the most of the benefits the company offers, it’s a good idea to include information about these. This may include insurance, health benefits, and more. Additionally, include any policies that the new employee should be aware of.

Email Writing Tips

Be personal

Write to the person as though you were talking to them. Being overly formal can make them more anxious about their first day. Remember, every piece of communication you send is part of building a great working relationship with this person.

Be positive

Show that you are excited for them to start their new job. Using positive language will convey that you think they will be a fantastic part of the team. This will also help them to feel less intimidated by starting at your company.

Ask if they have any questions

Perhaps they have no idea what to wear but are too afraid to ask about the dress code! Whatever it is, you can allay their concerns by offering an opportunity for them to ask you questions. We recommend giving them your work number and they will have your email address as well. This way you can be sure they should arrive on their first day feeling prepared.


Welcome Email to New Employee Examples

Example 1

Subject line: Welcome

Dear Abigail

Welcome to IT Solutions!

We are happy that will shortly be joining our team. We feel that you will be an asset to our company, and we are excited to have you on board.

Your first day will be Monday 27 July. Please arrive at 9 am and let us know that you’re here at reception. I will come down to meet you there and show you where your office is. We’ll go grab a coffee and I’ll let you know then what the outline for your first day and week are.

You will have an onboarding meeting with HR at 2 pm on the same day. They will take you through our relevant policies and ensure that all your paperwork is filled out. I have attached details of our benefits and dress code to this email.

You don’t need to bring anything with you on your first day. We are looking forward to you becoming a part of our busy company and can’t wait to get to know you.

If you have any questions, please feel free to email these through to me.

Kind Regards

Alex Hunter

Service Manager

Example 2

Dear Abigail

We were pleased to receive your acceptance of our job offer and are looking forward to welcoming you on your first day with us next Monday. Please come in at 9 am and I’ll be down in the lobby to greet you and set you up with an access card.

Our dress code is business casual, and please remember to fill out the paperwork we sent and bring it with you.

At IT Solutions, it is crucial that we set you up to hit the ground running. That’s why we have already set up your computer, software, and workstation. On the first day, I’ll introduce you to Ruben who is in the same role as you. He will help you make sure your computer and everything else is working.

I have set up an agenda for your first few days with us so that you know what to expect. You can find that attached to this email. As you can see, you will meet with HR on Tuesday to go over your paperwork, company policies, and benefits.

Everyone is excited to get to know you so we have planned a team lunch for your first day where you can meet everyone.

We can’t wait to get you started here. If you have any questions, please feel free to give me a call on 090 8775 2946

Kind Regards

Alex Hunter

Service Manager


By welcoming someone to your company in this way, you are setting them up for success in their new role. Get them excited about starting at your company and hopefully, they will be a fantastic new employee for you!

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