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New Hire Welcome Kits: What To Include

A new hire welcome kit allows you to clearly communicate your company’s policies and procedures while extending a warm, congratulatory greeting to a new hire. The hiring process doesn’t end when a new employee signs their contract. In fact, this time signals a critical adjustment for both the employer and employee. Both parties need support to have an efficient onboarding experience. In this article, we’ll discuss how welcome packs are used in Canada and give you a checklist of what to include.

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What is a new hire welcome kit?

New hire welcome kits are typically presented to a new hire prior to, or on, their first day at work. The welcome package reflects the company culture and can be as formal or informal as human resources and/or management decides. Some employers might mail the welcome package in advance to give the new hire time to fill out the onboarding paperwork or get what they need for the role. A standard welcome pack in Canada, for example, is a set of documents that familiarizes new employees as much as possible,with the procedures and the culture of the company they will be joining, without being too overwhelming. The welcome package acts as a comprehensive reference guide for them, which helps mitigate the potential risks or challenges involved in onboarding. Since there is a celebratory element to a welcome kit, employers may have some fun with it, for example by including branded welcome gifts or company swag. In this article, we provide examples of what to include in the new hire welcome kit to ensure a smooth transition and allow your new team member to feel at home. Related article: 21 core company values to consider for your business

Employee Welcome Package Checklist

Often, the welcome pack Canadian employers provide is not just stuffy; it has fun stuff as well. The following welcome package checklist offers a mix of professional documents with personalized additions.

  1. Employee welcome letter: Printed on company letterhead, this can be written in the first person by the CEO or direct manager and is specifically addressed to the new employee. This personalized approach is an excellent way to build rapport and establish communication from the leadership level.
  2. Company fun facts: With the introductory greeting letter setting a familiar tone, feel free to include facts about the company that will both educate and entertain. These may range from the company’s history and, charitable donations to, annual events, and employee engagement activities—all to show the new hire that the company they’re joining has a human face.
  3. New hire information form: This should ask the employee to include the basics like their full legal name, preferred name, date of birth, social insurance number, all contact information, as well as space for an emergency contact and their preferred medical contact details.
  4. Employee handbook: This reference guide sets out all pertinent information regarding protocols, rules, and expectations. An FAQ section may be valuable. Ideally, you want this to be a quick source for answers to a new hire’s questions. Related article: Company policies to consider
  5. Company directory: A handy guide outlining departments and the associated roles. Contact details like names, titles, emails, phone numbers, and extensions should be included.
  6. Benefits package information: If the new hire is eligible to receive benefits, this should outline the insurance provider, the specific plan, and what and who is included in the individual’s coverage.
  7. Payroll & banking Information: Add any payroll forms that permit direct deposits to be made, as well as tax forms and salary or wage compensation details.
  8. Building map: Help your new hire navigate the office or work site with a clearly marked map, including reception, meeting rooms, department areas, washrooms, kitchen, and lunchroom. An additional welcome would be to include nearby food or coffee shop suggestions.
  9. Non-disclosure agreements: If relevant to your company operations, confidentiality and non-compete agreements need, to be reviewed and signed by the new hire.
  10. Required supplies: These could include parking permits, employee badges, office keys, or uniform necessities.
  11. Branded swag: These are not required supplies but can be included for fun and to cultivate a sense of belonging. You could give a water bottle or USB stick emblazoned with the company logo, a gift card for the local coffee shop, or personalized business cards. This is where you can go all out and show the new employee they’re truly part of the team.
  12. Personal surveys to understand the employee: Show your new hire they’re not just a number. It’s their turn to provide fun facts just as you did. You’ve already established they’re a good company fit; now learn what makes them tick, from favourite sports teams and, past times to, movies, and music. These can be sent out to the team and used as an icebreaker when introducing the new member.
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