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Writing the Perfect Welcome Email to New Employees

Writing the Perfect Welcome Email to New Employees

The transition from one job (or unemployment) to another is always a bit challenging. After the initial excitement of getting the position, your new hire will be looking forward to their first day and may be a little nervous at the same time. You want to make them feel as welcome and prepared as possible in order to set them up for success.

A well-written welcome email to new employees confirms that they have accepted the job and are now part of the team. It also starts the on-boarding process, which ideally should begin before their first official day at work. Here we will take a look at how to write a welcome new employees via email so you can get things started on the right track with your new hire.

What to Include in Your Email When Welcoming New Employees

The next communication you make with your new hire after they have formally accepted the position (and cleared any applicable background checks) should be the employee welcome email. It is best that the new employee’s direct manager send this message, although there may be additional information sent directly from the human resources (HR) department.

The more paperwork or other onboarding administrative tasks that can be done before they officially start, the better. There are many online services for completing work authorisation, tax documents, health care benefit selection, etc. that can help streamline new hire orientation and onboarding. Even if they will not be doing any heavy lifting on the first day, their time is better spent meeting their new co-workers rather than filling out forms.

Here are some items you may want to include when you write a welcome email to new employees:

  • Reminder of the start date and time
  • Work schedule
  • Office address and any special instructions for checking in
  • Parking and commuter information
  • First day schedule, including welcome events (i.e. lunch)
  • Items to bring
  • Contact Information

Do not forget to also email others in the organisation, particularly your new employee’s co-workers. A message reminding current employees about the new hire and when they start, plus a short bio, will go a long way toward making them feel welcome in your workplace.

Sample Welcome Email to New Employees

While you do not want to make this too formal, you do want to strike a professional tone. The employee welcome email should reflect the personality and culture of your company, while keeping it basic and clear. The following sample will give you some ideas:

Hi / Good morning [name of new hire],

We are excited to welcome you to the team! We think you will be a great asset to [company name] and want to make sure you get settled in as smoothly as possible.

As discussed, your first day will be [date]. Please arrive by [time] and wear whatever is comfortable, as we are business casual [or whatever your dress code is].

When you arrive, please check in with [name of receptionist or first contact] to get your security badge. I will meet you at [the lobby, etc.] and show you to your workstation. I will show you where everything is and introduce you to your new colleagues.

We will take it easy on the first day, get you all set up, and then take a team lunch. Please let me know if you have any dietary restrictions. After that, you will get a chance to meet with [managers, HR manager, etc.].

Please take some time to start the process before your first day by logging into [website(s) for administrative tasks]. [Name of HR manager] will help you finish this process when you arrive.

Feel free to contact me at [number, email address, etc.] if you have any questions before you start. We are thrilled to have you join us!


[Name and signature]

Your Welcome Email to New Employees is Just the Beginning

If you are drafting a welcome email to a new employee, then congratulations on finding the right candidate! You also want to ensure a successful on-boarding experience and prep them for success, while maintaining a consistent talent pipeline for the future. Recruiting and hiring employees is an important—and ongoing—process, and Monster can help you post your job openings for free today.