Writing a New Employee Welcome Email (With a Template and Examples)

By Indeed Editorial Team

Updated November 6, 2022

Published July 26, 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Onboarding integrates a new employee into an organization and helps them succeed. A new employee welcome email can set the stage for future communication and leave a good impression on the organization. If you contribute to the hiring process at your workplace, knowing how to craft an engaging welcome email is essential. In this article, we explain the importance of a new employee welcome email, discuss the steps for writing one, and provide a template and examples to guide you in writing your own.

Why is writing a new employee welcome email important?

A new employee welcome email is important because it boosts the new hire's confidence and excitement about the job. Typically, it's the first official communication from a company, and writing a personalized email can help the employee feel valued, respected, and appreciated. It also helps prepare the new hire for what to expect on the first day. Welcome emails influence a new employee's impression of an organization's culture and work environment. By conveying the right tone and communicating your message clearly and positively, you can help the new hire settle into their new role.

What to include in a new employee welcome email

Several elements make a detailed and engaging welcome email. The most important elements are:

  • A personalized greeting

  • The expected start date

  • A schedule for the first day

  • The acceptable dress code

  • What to bring, such as tools, office documents, and protective equipment

  • Arrival instructions

  • Supervisor and manager contact details

  • Information about any event on the first day

  • An invitation to ask questions if there are any

Welcome emails should be concise. Consider saving in-depth information relating to the organization's policies or performance review for when the new hire begins on-the-job training sessions. Ensure you prepare a copy of the detailed information for use as a reference.

How to write a welcome email to a new employee

Follow these steps to craft a detailed welcome email:

1. Select the right tone

Use a positive tone when writing new employee welcome emails. Start by explaining how excited you are that they joined your team. Explain why you feel they would add value to the organization. While a balance between being professional and friendly is key, make sure your tone represents the organization accurately. It should express the acceptable attitude the new hire should portray at work.

Related: 15 Examples of Tone You Can Use in Your Writing (Plus Tips)

2. Gather information about the new hire's job

Find the essential elements for the welcome email. Knowing where to discover information is important. Research any aspect you don't have immediate information about. For example, review the company's handbook to confirm office directions and the required documents to bring for onboarding.

Related: Employee Handbook: Definition and Importance

3. Define expectations of the new hire's role

After welcoming the new employee in the email, describe what they can expect on their first day. For example, you may list out the schedule of activities and who they'd meet on arriving at the office. Consider using at least one paragraph in a welcome email to address this section.

Related: How To Write a Professional Email

4. Use professional email etiquette

Like other professional emails you send, using an acceptable code of conduct helps to enhance a positive impression on the new hire. Email etiquette is a standard set of principles that guide your behaviour and habits when writing and sending emails. A few ways to show professional email etiquette include:

  • Include a concise subject line

  • Use standard fonts and formatting

  • Avoid using emojis

  • Use sentence case in your email

  • Send emails from a professional address

  • Perfect your email signature

  • Double-check attachments

  • Copy other professionals appropriately

Related: 20 Best Practices for Professional Email Etiquette

5. Proofread your work

Finally, make sure you review your work for grammar and spelling errors. Consider reading the email aloud or from the bottom up to catch mistakes. You may also give upper management or a colleague to help you edit the welcome email for a new employee.

Related: How to Be More Detail-Oriented (With Definition and Resume Tips)

Tips for writing a welcome email to a new employee

Use these tips when sending a welcome email to a new employee:

Communicate effectively

Make the new employee welcome email detailed but easy to read. Use bulleted or numbered lists to outline important steps, and keep each paragraph about a particular subject. For example, the paragraph following the introduction can discuss the new hire's schedule for the first day, and the next one can explain dress code expectations.

Related: Communication Skills: Definitions and Examples

Make the email sincere and personalized

Refer to the new employee by their first name throughout the email. Doing this helps them see you as a genuine person. You also want to show empathy and adjust the email structure to suit the specific employee and their needs. For example, consider including recommendations about neighbourhoods if the new hire is moving from a different city. Also, stay on track and remember the purpose of writing the welcome email.

Related: How to End an Email

New employee welcome email template

Here's a template to guide you as you write a welcome email to a new employee:

Hello [name of employee],

Welcome to [name of company]! We are excited you accepted our offer to work at the [name of department] and scheduled you to start [start date].

Our work hours are [start time to end time]. We expect to see you bright and early at [insert address], so we can fully welcome you into the organization. You only need to come with the documents highlighted in the employee starter form attached to this email.

Here is how we see your first day at [name of company]:

9:00 am–10:00 am: Office tour with [department manager] and I.

10:00 am–11:00 am: Official orientation by [department manager]

11:00 am–12:00 pm: Team meeting to discuss weekly goals

12:00 pm–1:00 pm: Lunch-break

1:00 pm–5:00 pm: Hands-on training with [department manager]

Kindly note:

  • You will receive your newly printed ID Card at the reception desk by the start of the day.

  • Please wear business attire clothing, as this is the official dress code.

  • Snacks are available in the kitchen during lunch hours. Feel free to have anything you want.

  • For more information or questions, please call me at [phone number].

Congratulations on your new job! We're happy to have you on the team.

Looking forward to meeting you,
[Your name]

New employee welcome email examples

Review these examples of new employee welcome emails:

Example 1

Hi John,

Congratulations on becoming the newest addition to XYZ Solutions! We hope to see you start on Wednesday, June 16. As earlier discussed in your virtual interview, our business hours are from 9:00 am to 5:00 pm. We'd like you to arrive by 8:30 to give you enough time to settle.

We have saved a parking space for you. When you arrive, kindly meet Dan Foster at the reception. He will help you get settled at your workstation. But first, he'll give you a tour of our facilities and introduce you to our policies.

Here's what you can expect on your first day:

  • The first meeting holds at 9:00 am.

  • By 10:00 am, we have another meeting with the CEO, Cynthia Brown.

  • Curry Craig, the marketing manager, will talk to you about your job duties between 11:00 am and 12:00 pm.

  • 12:00 pm– 1:00 pm is our lunch break. There's a taco bar just outside the company, but you can have freshly baked snacks in the tea area.

  • By 1:00 pm– 5:00 pm, Curry will introduce you to some teammates working on a case study.

Please pick up your newly printed ID Card with Dan from reception by the close of the day.

If you would like to know more about working here before your start date, do reach out to me by email or call 416-555-5555.

Sincerely,
Maya.

Related: How To Write a Professional Congratulations Letter

Example 2

Dear Yvonne,

Welcome to XYZ Inc. We are thrilled to have you join the IT department at XYZ Inc. on Wednesday, August 18.

We have prepared your workstation with the monitors and other tools you need. We encourage you to take time to settle in and personalize your workspace.

Here is a summary of your work schedule for your first day:

9:00 am–10:00 am: Official welcome and tour.

10:00 am-11:00 am: General team debriefing with Hannah.

11:00 am- 12:00 pm: Orientation with Son.

12:00 pm- 1:00 pm: Lunch break

1:00 pm– 5:00 pm: Job-related activities

Please note:

  • The dress code is business casual.

  • Snacks are available in the staff kitchen. Help yourself to anything you like.

  • Kindly refer to the attached document for more information about your schedule for the first day.

Feel free to reach me by email or call 416-555-5555 if you need more information about your role or working here.

See you soon!

Sincerely,
Paul.

If you follow our template for writing a new employee welcome email, anyone who joins your organization will feel welcome and will be off to a good start to succeed at their new position.

The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards. Please note that none of the companies mentioned in this article are affiliated with Indeed.

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