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Welcome Email to New Employee: What It Is and Why It Matters
Starting a new job is exciting—but it can also feel overwhelming. A well-timed welcome email helps new hires feel confident and prepared, setting the stage for a seamless onboarding process.
Welcome emails to new employees provide practical information about your company’s onboarding process; including the start date, office location, work hours, parking instructions, main points of contact, IT setups, and a breakdown of the schedule of meetings or training sessions.
How to Write the Perfect Welcome Email for New Employees
Writing a welcoming email for a new employee begins with a friendly subject line.
Within the email, express genuine enthusiasm about the person joining the team and provide essential details for their first day, like what to bring and where to go. Remember to share resources, including technical support for their office computer.
Lastly, whether it’s your first employee or your hundredth, the goal is to make your new hires feel valued and well-informed about their upcoming journey with your company.
Here’s an example:
- Subject Line: Keep it friendly: “Welcome to [Company Name], [Employee Name]!”
- Body: Express excitement, provide essential first-day details, and share company values.
- Closing: Encourage questions and provide contact information for support.
Common Types of Welcome Emails for New Employees Based on Role
Welcome emails often vary based on the new employee’s role and work arrangement. Below are examples of welcome messages tailored to specific roles or departments. These templates ensure employees feel valued, informed, and prepared for their new role.
Full-Time In-Office Position
Detail what your new full-time employee should expect on their first day, including workspace setup, orientation schedules, and introductions to team members. Include an outline of their initial tasks or projects and how they align with the company’s larger goals.
Remote Team Member
Focus on integrating remote employees into the team virtually. Provide an overview of the company’s digital tools, virtual meetings, and support resources like tech help desks. Highlight communication channels such as Slack or Teams to help remote employees stay connected and engaged with the team.
Newly Relocated Employee
Acknowledge the effort of relocating and offer resources to help the employee settle into their new city. Mention any relocation support the company provides and share local tips or recommendations.
Wize Tip: Ask the team for their preferred local businesses, compile a list of favorites, and distribute it to newly relocated employees.
Interns and Contract Workers
Welcome interns and contract workers by outlining what they can expect during their time with the company.
For interns, focus on learning objectives and mentorship opportunities. For contract workers, emphasize project plans and how their contributions support company goals.
From the HR Department
An email from HR should focus on important details like benefits enrollment, compliance training, and onboarding timelines. Include links to any required paperwork or documents and explain who they can contact for HR-related questions.
From the Manager
A welcome email from the employee’s direct manager should provide an overview of the team’s goals and how the new hire’s role fits into those objectives. Managers should offer insight into the company culture, provide an overview of the first week’s expectations, and schedule an initial one-on-one meeting.
On the First Day
The first day’s email should serve as a reminder of the employee’s schedule, where to report, and any meetings or orientations scheduled. Include a brief introduction to key contacts, such as HR, IT, and team members, to ensure they feel supported right from the start.
From the IT Department
For technical roles or remote employees, an email from IT should outline login credentials, software access, and instructions on setting up work devices. IT should also offer clear information about how to reach tech support and handle any troubleshooting needs.
Why Welcome Emails Are Essential for Employee Onboarding Success
Welcome emails for new hires are invaluable for jumpstarting onboarding, offering an official welcome, sharing essential pre-start information, and creating a sense of belonging and excitement. Welcome emails also allow employers to:
- Introduce the company culture and values, aligning new hires with organizational goals and expectations.
- Establish expectations regarding workplace norms, such as core working hours, flex hours, and other policies.
- Boost employee retention from day by making a positive first impression, leading to higher employee satisfaction.
- Streamline logistics around any necessary onboarding paperwork like payroll.
4 Ready-to-Use Welcome Email Templates for New Employees
According to Gallup, only 12% of U.S. employees say their company does a fair job of onboarding. These four ready-to-use email templates will help create better onboarding experiences. Wizehire Coaches thoughtfully designed these letters to address different types of new hires, including remote employees and interns.
1. Welcome Email to Full-Time In-Office Employees
Welcome Email to Full-Time In-Office Employees
Subject: Welcome to [Company Name], [Employee Name]!
Dear [Employee Name],
We welcome you to the [Company Name] team as our new [Job Title]. Your first day is set for [Start Date], and we have a full agenda planned to get you settled into your new role.
Upon your arrival at [Time] at our office located at [Office Address], you’ll be greeted by [Receptionist/HR Representative Name], who will guide you to your workspace. It will be fully equipped with [specific items, e.g., computer, phone, supplies], all set up for you to dive into your new role.
Your morning will include an on-site orientation session, during which you’ll learn about our company culture, policies, and the exciting journey ahead. This session is a great opportunity to ask questions and understand how your role contributes to our mission and objectives.
Post-orientation, we’ll introduce you to your team members and the rest of the [Department/Unit Name]. Lunch will be arranged with your immediate team, allowing you to get to know everyone in a more relaxed setting.
In the afternoon, you’ll start with an overview of the initial projects and tasks you’ll handle. [Direct Supervisor’s Name] will outline how these responsibilities align with our company’s larger goals and how your role is pivotal to our success.
Your skills and experiences make you a perfect fit for our team, and we’re eager to see your contributions. If you have any questions before your start date, please get in touch with me or [HR Contact Name].
Welcome aboard, [Employee Name]! We can’t wait for you to start and look forward to your first day with us.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
[Contact Information]
2. Welcome Email for Remote Employees
Welcome Email for Remote Employees
Subject: Welcome to the [Company Name] crew, [Employee Name]!
Dear [Employee Name],
A warm welcome to you as the newest member of our [Company Name] team! We’re delighted to have you on board as our [Job Title], starting on [Start Date]. Though you’ll be joining us remotely, we’re committed to making you feel as connected and supported as if we’re all in the same office.
Your first day will begin with a virtual welcome meeting at [Time], hosted via [Video Conferencing Platform]. You’ll meet your manager, [Manager’s Name], and the rest of your team. You’ll receive a calendar invite shortly with all the necessary details to join the session.
We use digital tools to collaborate and stay connected, including [list of tools like Slack, Microsoft Teams, Zoom, etc.]. Our IT department will send you your login credentials for these platforms by [Date], along with guides on how to use them effectively.
Our regular virtual team meetings are scheduled for [Day and Time], which will be a great opportunity for you to share updates, ask questions, and align with the team’s goals and projects.
For technical assistance, our IT support team is just an email or call away at [Tech Support Contact Information]. They are here to help you with any setup issues or troubleshooting you might need to make your home office functional.
We believe in open communication and encourage you to reach out on [Preferred Communication Channel] if you have any questions or need support. Staying connected is key to our team’s cohesion and success, and we’re here to support you every step of the way!
We’re excited about the journey ahead.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
[Contact Information]
3. Welcome Email to Newly Relocated Employees
Welcome Email to Newly Relocated Employees
Subject: Welcome to [City/Region Name] and [Company Name], [Employee Name]!
Dear [Employee Name],
Congratulations and welcome! We’re thrilled to have you join us as [Job Title] at [Company Name]. We know that relocating for a new job is a big life event, and we deeply appreciate your commitment to making this move. To support your transition, we want to ensure you feel at home in our company and in [City/Region Name].
First, please remember our relocation benefits, which include [list of benefits like moving expense reimbursement, temporary housing assistance, etc.]. If you need further assistance or have any questions about these benefits, please contact [HR Contact Name] at [HR Contact Email/Phone].
To help you get acquainted with your new surroundings, we’ve compiled a list of local favorites recommended by our team. From cozy cafés and local eateries to parks and essential services, this guide [attach guide or provide a link] is filled with suggestions to explore and enjoy in [City/Region Name]. We hope it helps you discover the charm of our community.
We also invite you to join our upcoming [Event or Social Gathering Name], a great opportunity to meet your coworkers in a relaxed setting. Details will follow soon, and we hope to see you there!
Again, welcome to [Company Name]. We’re excited about the expertise and energy you bring to our team and look forward to supporting you in this new chapter of your career and life in [City/Region Name].
Warm regards,
[Your Name]
[Your Job Title]
[Company Name]
[Contact Information]
4. Welcome Email for New Interns
Welcome Email for New Interns
Subject: Welcome to [Company Name], [Intern/Temp Employee Name]!
Dear [Intern/Temp Employee Name],
We are excited to welcome you to the [Company Name] team as our new [Job Title]! Your [internship/temporary] period, starting on [Start Date], promises to be full of learning, growth, and valuable experiences.
During your time with us, you’ll be involved in [brief description of projects/responsibilities], which play a crucial role in our broader mission to [company’s larger goals]. These projects are designed to contribute to our company’s success and enrich your skills and understanding of our industry.
You will be paired with [Mentor’s Name], who will serve as your mentor and go-to person for guidance and support. [He/She/They] will help you navigate your projects, set learning objectives, and get the most from your time at [Company Name].
Here’s what you can look forward to:
-
- Hands-on experience with [specific tasks/projects]
-
- Weekly check-ins with your mentor to address any questions
-
- Opportunities to participate in team meetings and company events
We encourage you to ask questions, seek feedback, and fully engage in the process. Your fresh perspective and enthusiasm are valuable to us, and we’re excited to see the contributions you’ll make.
Welcome aboard, [Intern/Temp Employee Name]!
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
[Contact Information]
Wize Words
Your welcome email sets the tone for your new hire’s journey with your company. A warm and informative message can transform first-day nerves into excitement. Make it count—because first impressions matter.
Frequently Asked Questions
A new hire welcome email is typically sent after the candidate has accepted the job offer and before their first day of work. Ideally, the welcome email should be sent within one week of the job acceptance to maintain the momentum of the hiring process and to demonstrate the organization’s enthusiasm and readiness for their arrival. It sets a positive and welcoming tone for their onboarding experience, helping them integrate seamlessly into the team.
Introduce your new employee to the company by sending an announcement message that tells current team members the new hire’s name, role, start date, and skillset. Here’s a tried and true template: “Hi [Company Name] Team, I’m thrilled to welcome [New Employee Name] to our team. [He/She/They] will be joining us as [Job Title], starting on [Start Date]. [He/She/They] have an impressive background in [brief overview of new employee’s background]. Please join me in welcoming [Name] and make [him/her/them] feel comfortable in [his/her/their] new role.”
How do you welcome a new employee via email?
To welcome a new employee via email, you should ensure the message is warm, informative, and sets a positive tone for their first day. Start by expressing your excitement about their joining the team, then provide important details like their start date, team introductions, and expectations for the first day. Include any relevant documents or links (such as an employee handbook) to help them get started. Don’t forget to encourage them to reach out with any questions.
How to write a welcome message to a new employee?
A welcome message should make the new employee feel valued and excited about starting their role. Begin with a warm greeting, followed by a statement that highlights how happy the team is to have them onboard. Provide some context about their role or how their skills will contribute to the company’s goals. Lastly, share essential details like the start time, first-day schedule, and contact information for HR or their direct supervisor.
How do you say welcome to a new employee?
To welcome a new employee, keep it simple but enthusiastic. Say something like: “Welcome to [Company Name]! We’re thrilled to have you on board and can’t wait to see the great things you’ll accomplish with our team.” This statement expresses both excitement and anticipation, making the new hire feel appreciated.
How do you welcome someone in an email professionally?
A professional welcome email should be courteous and clear. Start by greeting the employee and expressing excitement about their new role. Be sure to include important logistical details, such as the time they should arrive, who they’ll be meeting, and what they should bring. Close with a polite invitation for them to reach out if they have any questions.
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