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The time between offer acceptance and a new employee’s first day are crucial to setting the tone for a successful long-term relationship. A thoughtful new employee welcome email can help your new hires feel welcomed, supported, and excited about their new role. But what exactly should go into this email, and how can you craft it to ensure a positive start?
In this guide, we’ll explore the importance of writing engaging new employee welcome emails, what to include, and share some samples to inspire your own messages.
Why an engaging new employee welcome email is essential
An employee’s experience with your company starts long before their first day. From the moment they receive an offer letter, they are forming opinions about the company culture, leadership, and team dynamics. A thoughtfully written welcome email reinforces that they made the right decision to join your company.
Here are some key benefits of sending a great welcome email:
1
Sets a positive tone
A thoughtful message helps new hires feel confident that they’re joining an inclusive and engaging team. By offering a friendly introduction and showing genuine enthusiasm for their arrival, you establish an encouraging atmosphere that sets the tone for a smooth and productive onboarding experience.
2
Provides clarity and direction
A well-structured welcome email outlines what to expect on the first day, minimizing anxiety and confusion. New employees are less likely to feel overwhelmed when they have a clear understanding of the logistics, making their first day less stressful and more focused.
3
Promotes excitement
This is your chance to build anticipation and enthusiasm about the job and the company culture. A welcome email is a great way to remind your new hire of the opportunities ahead and reiterate the exciting aspects of their role. By highlighting how their contributions will make an impact, you help reinforce their excitement about joining the team and build early employee engagement.
4
Fosters early connection
It’s an opportunity to make the new hire feel like they belong before they even step through the door, helping to build rapport with the team. Personal touches, such as introducing them to key team members or assigning a mentor, can help create a sense of camaraderie early on, making the new hire feel more comfortable and engaged.
5
Reduces ghosting
Sending a thoughtful and informative welcome email can significantly reduce the chances of new hires ghosting on their first day. When a new hire feels valued, informed, and connected, they’re less likely to experience cold feet or second thoughts. Laying out clear expectations and offering support reaffirms their decision to join your company and create a sense of commitment before they even walk through the door.
What to include in a new employee welcome email
Writing an effective new employee welcome email involves balancing friendliness with professionalism. You want to convey warmth and enthusiasm while also sharing important logistical details to ensure your new hire feels both welcomed and prepared for their first day. A thoughtful, detailed email not only helps the new hire feel comfortable but also reinforces their decision to join your company.
Here are some components you might include in your new employee welcome email:
1
Warm welcome and congratulations
Start your email by congratulating the new hire on their role and warmly welcoming them to your team. This sets a positive, friendly tone and reassures the employee that they made the right choice in joining your company. A personal touch, such as referencing something from their interview or onboarding process, can go a long way in making the message feel more genuine.
For example, you could say:
Hi [Employee’s First Name],
Congratulations and welcome to the [Company Name] team! We’re thrilled to have you on board as our new [Job Title], and we can’t wait to see the amazing things you’ll accomplish here. We were really impressed by your background in [specific skill or experience], and we’re excited to see you bring your unique perspective to the role.
This type of greeting does more than just offer a polite hello—it makes the new hire feel personally valued and seen.
2
First day logistics
Ensure that your new hire knows the date and time they should start work on their first day, and who they’ll report to.
Office-based employees should be given a physical address, along with any additional details they should know. For example, what to wear, where to park or which public transportation stops are nearby, how to get into the building, and where to go once they arrive.
Remote employees may instead “meet” their managers or HR representative on a video call to start the day. Provide any logins they’ll need to ensure their first day runs smoothly and communicate about how they’ll receive any necessary equipment.
These logistical details are key to ensuring your new hire feels prepared and confident as they approach their first day.
For instance:
Your first day will be on [Date], and we ask that you arrive at our office at [Address] by [Time]. When you arrive, please check in at the front desk, and [Manager’s Name] will greet you to get you settled in.
This reduces any first-day confusion, helping to ensure that your new employee’s first day runs smoothly.
3
Onboarding agenda
Outline a basic schedule for your new hire’s first day or week. Include key events like orientation, lunch, setting up their workspace, team introductions, or training sessions. While you don’t need to go into extreme detail, giving them a general idea of how their first days will unfold helps them feel more prepared.
For example:
Here’s what your first day will look like:
- 9:00 AM – Meet with [Manager’s Name] for a quick introduction and tour of the office
- 10:00 AM – Onboarding orientation with [HR Contact]
- 12:00 PM – Lunch with your team
- 1:30 PM – Setting up your workspace and getting acquainted with our systems
- 3:00 PM – Meet with [Colleague or Buddy] to walk you through your first project
An outline like this provides the new hire with a clear picture of their day, reducing any uncertainties they may have. It also sets expectations for what they should be ready for, allowing them to focus on enjoying the experience instead of worrying about what’s next.
4
Company culture and values
Reaffirm your company’s mission, culture, and values. This helps the new hire understand not just the job they’re starting, but the bigger picture of what your company stands for and how they fit into it. By reinforcing your core values, you emphasize the cultural aspects that make your workplace unique.
For example:
At [Company Name], we’re all about [Core Value or Mission Statement], and we strive to make a positive impact in everything we do. We believe in fostering a culture of collaboration, innovation, and respect, where every voice is heard. As part of our team, you’ll play an important role in helping us achieve our goals and continue building a workplace that we’re all proud to be a part of.
This kind of messaging serves to connect the new hire to the broader company mission and shows that their role is integral to the team’s success.
5
Key contacts and resources
Offer your new hire guidance on who to reach out to if they have any questions before or during their first few weeks. List their direct manager, HR contact, and possibly a peer mentor or onboarding buddy. You may also want to include links to key resources like the company’s employee handbook, benefits guide, or FAQs.
Example:
For any questions leading up to your first day, don’t hesitate to contact [Manager’s Name] at [Manager’s Email], or [HR Representative’s Name] at [HR Email]. Additionally, we’ve paired you with [Onboarding Buddy’s Name], who will be available to answer any questions about the day-to-day and help you get settled in.
Providing these details reassures the new hire that they have support and resources available as they navigate their new role. It also encourages them to proactively ask questions, which can help smooth the onboarding process.
6
Express enthusiasm
Close your email by reiterating your excitement about the new hire joining the team. Encourage them to reach out if they have any questions or concerns before their first day. This reinforces that your team is approachable and eager to support them from the start.
You could write something like:
We’re all looking forward to having you join the team and can’t wait to see the contributions you’ll make. If you have any questions before your start date, please feel free to reach out—we’re here to help in any way we can. We’re excited to see you on [Start Date]!
Ending the email on an upbeat, positive note strengthens the new hire’s enthusiasm and anticipation, while also showing that your team is supportive and approachable.
Sample new employee welcome emails
To help you get started, here are a few sample new employee welcome emails that you can tailor to fit your company’s tone and culture.
1
Welcome email from hiring manager
Subject: Welcome to [Company Name] team!
Hi [Employee’s First Name],
Welcome to the [Company Name]’s [Job Function] team! I’m really excited that you’ve decided to join us as a [Job Title]. Your first day will be [Start Date], and I know you’re going to do amazing things here.
On your first day, please arrive at our office at [Office Address] at [Time] and head to [Location Within Office]. You’ll be meeting with me first for a quick introduction, office tour, and to get settled in. After that, our HR team will walk you through our orientation and get you started on setting up your workspace.
We’re a fun, passionate group that loves working together and making an impact in [Industry/Field]. I hope you’ll feel right at home.
If you ever need anything, don’t hesitate to reach out—I’m happy to help however I can.
Looking forward to seeing you soon!
Best regards,
[Your Name]
[Your Title]
[Company Name]
2
Welcome email from recruiter or HR
Subject: Welcome to [Company Name]!
Hi [Employee’s First Name],
Welcome to the [Company Name] team! We’re thrilled that you’ve decided to join us as a [Job Title]. Your first day will be [Start Date], and we can’t wait to see what you’ll achieve with us.
On your first day, please arrive at our office at [Office Address] at [Time] and head to [Location Within Office]. You’ll be meeting with [Manager’s Name] for a quick introduction and to get settled in. After that, we’ll walk you through our orientation and get you started on setting up your workspace.
At [Company Name], we believe in fostering a collaborative and innovative environment, and we’re excited to see how you’ll contribute to our mission of [Company Mission]. You’re now part of a team that values [Company Values], and we know you’ll fit right in.
If you have any questions before your start date, feel free to reach out to me or your manager. We’re here to support you every step of the way.
Looking forward to seeing you soon!
Best regards,
[Your Name]
[Your Title]
[Company Name]
3
New hire welcome email from the CEO
Subject: Welcome to [Company Name], [Employee’s First Name]!
Hi [Employee’s First Name],
I wanted to personally welcome you to [Company Name]! We’re excited to have you as our new [Job Title] and can’t wait to see the fresh perspectives and ideas you’ll bring. Our HR team will be reaching out to discuss next steps soon, if they haven’t already.
Here at [Company Name], we’re passionate about [Company Mission], and I’m confident that you’ll play a big part in driving us forward. Our team is known for being supportive, innovative, and collaborative—we hope you’ll find that to be the case.
If there’s anything you need before you start or once you’re here, don’t hesitate to reach out. We’re excited to have you with us, and I’m looking forward to seeing the great things you’ll do.
Best regards,
[CEO’s Name]
CEO, [Company Name]
4
New hire welcome email for an office-based employee
Subject: Welcome to [Company Name]!
Dear [Employee’s First Name],
On behalf of the entire team, I’d like to extend a warm welcome to [Company Name]. We’re so happy that you have accepted the [Job Title] position and look forward to your first day on [Start Date].
Please arrive at our office at [Address] by [Time]. There’s car and bike parking available in the garage under the building, and we’re near the [Public Transportation Stop]. The building security team can bring you up to the second floor when you arrive and we’ll get you a key card before you leave on your first day.
You’ll start the day meeting with [Manager’s Name] to help you get settled in. Your first week will include introductions to the team, orientation, and a brief overview of our systems and tools.
At [Company Name], we’re committed to [Company Mission]. As part of our team, you’ll play an essential role in helping us achieve our goals. We trust that your experience and skills will make a positive contribution to our continued success.
Should you have any questions before your start date, please feel free to reach out to me. We look forward to welcoming you in person soon.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
5
New hire welcome email for a remote employee
Subject: Welcome aboard, [Employee’s First Name]!
Hey [Employee’s First Name],
Big congratulations on becoming part of the [Company Name] team! We’re really excited to have you join us as our new [Job Title]. I know you’re going to do amazing things here.
Your first day with us will be [Start Date], and while we may not be in the same office, we’re getting everything in place to make sure you feel connected and ready to hit the ground running.
In the coming days, you’ll receive:
- Some necessary equipment for your role, including [Laptop/Monitor/Other Equipment]. You are also eligible for a [Amount] stipend to set up a comfortable and productive home office. If you have any questions about setup, our IT team is happy to assist.
- Your login credentials for the necessary systems and tools, including [Company Email, Slack, Zoom].
- An employee pre-boarding invitation to help you get started on things like new hire paperwork and selecting benefits.
Here’s what you can expect on your first day:
- At [Time], you’ll be meeting with your manager, [Manager’s Name], over Zoom for a welcome chat and to go over your first few days. Then the rest of the team will jump on the call for introductions and a team icebreaker.
- At [Time], our HR team will present our new hire orientation to help you learn more about our company and the benefits we offer to our team members.
- We’ll send you an Uber Eats gift card for lunch, so you can take some time to recharge mid-day.
- At [Time], a colleague will walk you through [Key Software System] and answer any questions you may have.
- Your manager will sync with you again at the end of the day to answer any questions and make sure you have everything you need.
At [Company Name], we’re committed to ensuring that all of our employees feel engaged, supported, and connected to the team. If you have any questions before your start date, please don’t hesitate to reach out to me or [Manager’s Name]. We’re here to make your transition as smooth as possible.
We’re thrilled to have you join us and can’t wait to see you (virtually) on [Start Date]!
Best regards,
[Your Name]
[Your Title]
[Company Name]
Final thoughts on new employee welcome emails
Writing a thoughtful welcome email isn’t just a nice gesture—it’s a strategic element of the onboarding process that can positively influence an employee’s long-term engagement and retention.
As your company scales, sending personalized welcome emails to every new hire can quickly become time-consuming. However, with a well-crafted welcome email template, you can efficiently send consistent, engaging messages to all your new employees while still making them feel valued.
Take the time to create a new employee welcome email template that aligns with your company’s voice and culture. This small step will help you scale your onboarding process while ensuring a positive and engaging start for every new hire.
