One of the most important elements of hiring new employees is making them feel welcome. A personally addressed welcome email from their new boss or supervisor can help a new hire form a good impression of their new job and co-workers. If you are involved in the hiring process at your workplace, you definitely need to know how to write an impactful welcome email. In this article, we discuss why new employee welcome emails are important, how to write the email and look at examples of what a successful new employee welcome email looks like.
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Why is a new employee welcome email important?
New employee welcome emails help new hires feel confident and excited about their new job. These emails are often the first official communication after they agree to fill a position, so the emails often set the tone for the employee’s work experience. A good welcome email makes the new hire feel valued and appreciated. It also provides important information about what they can expect on their first day.
Welcome emails affect the new hire’s opinion about the company’s culture and atmosphere, so it is important for your emails to accurately depict the individual style of the workplace. The tone of the email, the effectiveness of the communication and the type of information provided all contribute to the hire’s impression of their new employer. If a new employee email is positive, informative and welcoming, the new hire is likely to feel at home in their new workplace.
What to include in a new employee welcome email
Several important elements make up a successful employee welcome email. The email should not be overly long or complex but there are some crucial points you will want to be sure to include. The most important elements are:
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A personalized greeting
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Expected start date
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A brief schedule of their first day
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Dress code expectations (tie, skirt, comfortable shoes, etc.)
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What they should bring (official documents, lunch, tools, protective gear, etc.)
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Arrival instructions (directions to the office, who to ask for, where to park, etc.)
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Contact information for their new supervisor
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Information about any first-day events (onboarding, training, office tour, welcome lunch, etc.)
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Breakroom briefing (location of coffee, snacks or water and info on etiquette)
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An open invitation to ask any questions they might have
A personalized greeting
A personalized greeting
Expected start date
Expected start date
A brief schedule of their first day
A brief schedule of their first day
Dress code expectations (tie, skirt, comfortable shoes, etc.)
Dress code expectations (tie, skirt, comfortable shoes, etc.)
What they should bring (official documents, lunch, tools, protective gear, etc.)
What they should bring (official documents, lunch, tools, protective gear, etc.)
Arrival instructions (directions to the office, who to ask for, where to park, etc.)
Arrival instructions (directions to the office, who to ask for, where to park, etc.)
Contact information for their new supervisor
Contact information for their new supervisor
Information about any first-day events (onboarding, training, office tour, welcome lunch, etc.)
Information about any first-day events (onboarding, training, office tour, welcome lunch, etc.)
Breakroom briefing (location of coffee, snacks or water and info on etiquette)
Breakroom briefing (location of coffee, snacks or water and info on etiquette)
An open invitation to ask any questions they might have
An open invitation to ask any questions they might have
You might choose to save in-depth discussions regarding things like behavioral standards, PTO requests or performance reviews for when the employee begins training in the office. However, it can be helpful for them to already have a written copy of this information to consult during their onboarding sessions. Make sure the new employee has a direct line of communication with someone they can trust who can answer any additional questions.
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How to create a new employee welcome email
There are a few keys steps to remember when you are writing a new employee welcome email. Here are the highlights:
Make it personal.
Use the new hire’s first name throughout the email to help them see you as a real person. Let them know that you empathize with them, since they may be feeling apprehensive or nervous about their first day. If they are moving to a new town to take the job, make sure they know to ask you for advice or recommendations concerning local schools or neighborhoods. Above all, do what you can to adapt the email to suit the specific new hire and their needs.
Watch your tone.
Maintain a positive tone throughout the email, since the new employee may be taking their attitudes cue from you. Begin your email by telling the new hire how genuinely excited you are to have them as a new member of the team. Express why you think they will be an asset to the company and let them know the team is looking forward to meeting them. Strike a healthy balance between being professional and friendly and be sure to consider what tone will be most authentic coming from your organization.
Communicate efficiently.
A five-page essay is typically not the best format option when it comes to welcoming a new employee. Ideally, you want your contact with the new hire to be friendly, concise and informative. To accomplish this, keep your email relatively brief but packed with information. To ensure your email is easily readable, you may want to use bullet points or numbered lists when outlining important steps. Be personable, but stay on task. There will be plenty of time to get to know the employee when they arrive in the office.
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New employee email template
When writing a new employee welcome email, you will want to tailor the email’s contents to suit the recipient. However, it can still be helpful to follow a recommended template. Our suggestion looks like this:
Hello and welcome to [company name]!
We are so excited to have you join our team. I hope you are also looking forward to starting this new position and meeting your new coworkers. We have you scheduled to start on [insert start date]. We will expect you at [insert appropriate time] at [insert appropriate address]. You are welcome to park in any open spaces on your first day. We will assign you your own space as soon as possible.
We have decided on a schedule for your first day to help you settle in quickly. First, we’ll make a stop at the coffee bar for a drink or snack, and to introduce you to the kitchen facilities. Then we’ll move on to the general manager’s office so you can turn in some paperwork. Please bring:
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Your ID
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A copy of your employment contract (signed)
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Your Social Security card
Your ID
Your ID
A copy of your employment contract (signed)
A copy of your employment contract (signed)
Your Social Security card
Your Social Security card
After that is completed, we will show you to your new office and log you into our computer and office communication systems.
Once that is finished, there will be a brief meeting with your direct supervisor [supervisor’s name], who will familiarize you with our policies, culture, and vision. Then you will have a chance to meet your office manager who will be responsible for training you in your new role at the company.
Our employee dress code is [insert appropriate style]. Consider dressing in layers since the office can be cool in the afternoons.
If you have any questions at all, please don’t hesitate to ask. Any questions about company policy can be directed to me at [insert your email address] or by phone at [insert your phone number]. Any inquiries related to your job responsibilities can be answered by your manager at [manager email] or [manager phone number].
Congratulations again on your new position! We are truly excited to you have you on the team and we hope you enjoy your time at [company name].
Looking forward to meeting you,
[your name]
New employee welcome email example
Here is our example of an email based on the above template:
Dear Jackson Sneed,
Welcome to Griffith Music Group — we are thrilled to have you on our team and we are excited to see you on your start date, Monday, Nov. 8. As I mentioned during your phone interview, our business hours are from 8:30 a.m. to 5:30 p.m. Monday through Thursday. However, we’d like for you to arrive by 8 a.m. Nov. 8 so we can give you a tour of the office and introduce you to the team before your orientation.
Every parking spot in the lot is available to you, except for the ones marked “Facilities.” When you first walk into the building, please introduce yourself to Emily at the front desk. She’ll give you a temporary name tag and directions to the office in Suite 225. When you arrive in our office, I will be there to greet you, along with your supervisor, Lisa Casey.
Here is what we are thinking for your first-day schedule:
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8–8:30: Office tour and team introduction
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8:30–10:30: Onboarding session with HR director James Stone/Orientation with supervisor Lisa Casey
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10:45–12: Team brunch (location: Olive Breakfast Room on 53rd)
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12:30–1:30: Tech orientation with IT manager Eddie Jones
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1:30– 5:30: Practical training with manager Kieth Lane
8–8:30: Office tour and team introduction
8–8:30: Office tour and team introduction
8:30–10:30: Onboarding session with HR director James Stone/Orientation with supervisor Lisa Casey
8:30–10:30: Onboarding session with HR director James Stone/Orientation with supervisor Lisa Casey
10:45–12: Team brunch (location: Olive Breakfast Room on 53rd)
10:45–12: Team brunch (location: Olive Breakfast Room on 53rd)
12:30–1:30: Tech orientation with IT manager Eddie Jones
12:30–1:30: Tech orientation with IT manager Eddie Jones
1:30– 5:30: Practical training with manager Kieth Lane
1:30– 5:30: Practical training with manager Kieth Lane
Some important information:
The building kitchen and break room is located to the right of the elevators on the first floor. We keep it stocked with healthy snacks and a variety of drinks. The coffee machine is available at any time and you are welcome to store your own mug in the coffee cabinet.
Please bring a form of photo ID and your Social Security card on your first day for our records.
The office dress code is business casual.
If you have any questions before next Monday, please email me or call me at 826-499-0000.
Welcome again! We look forward to seeing you November 8th, and we’re so happy to have you on the team.
Sincerely,
James Stone