One of the most important first steps in the onboarding process is the new employee welcome email. Ideally, the process of welcoming a new employee to your company should begin after they’ve accepted the job offer and before their first day. Not only will this message confirm their decision to accept the job and help your new team member feel valued by the organisation, but it will also provide important details about what they should expect when they arrive.
Sharing this information will help the new employee feel more confident and prepared, and will make the process easier for the hiring manager, HR personnel and anyone else involved in the onboarding process.
To help you craft the perfect “welcome to our team” email, here are some tips and examples.
What to include in the email
Ideally, the new employee welcome email will come from the new hire’s direct manager or the head of the department. The tone should be welcoming and helpful and should reflect your brand’s style.
Here is a list of essential items to cover in your welcome email:
- Start date reminder
- Work hours
- Dress code
- What to bring (i.e., ID, paperwork, etc.)
- Where to find their workstation
- Break room information (i.e., where to find coffee, snacks, etc.)
- Parking information
- Arrival instructions (i.e., check in at reception)
- First-day schedule
- Welcome events (i.e., team lunch)
- Contact information
“Welcome to the team” email examples
Here are two examples of welcome emails:
Hi [new hire name]!
Welcome to the team! We are thrilled to have you at [company name]. We know you’re going to be a valuable asset to our company and can’t wait to see what you accomplish.
Just a reminder, your first day is August 6. All you need to bring is yourself and your photo ID. Our dress code is casual, so wear something comfy! As I mentioned before, we offer flexible work hours anytime between 7 a.m. and 7 p.m. For your first day, though, please arrive by 9:30 a.m., and feel free to park in any unmarked spot in the parking deck.
Check in with Mary at reception. She’ll provide you with your security badge. I’ll meet you in the lobby to introduce you to the team, show you to your workstation and take you on a quick office tour. (And help you with your first training task: learning how to use our fancy espresso machine!)
From 10 a.m. to noon, you’ll meet with Sally, our HR director, for new hire orientation. And because I’m sure you’ll work up an appetite signing all that paperwork, we’ve scheduled a team lunch afterward. (Which reminds me — you prefer Mexican or Thai food?)
At 1:30, I’ll introduce you to your new hire mentor, Rick, who will be your go-to guy over the next couple weeks. Rick will help you with lots of crucial things, like how to log into the time tracking software, how to book conference rooms and where to find the neon post-its. Once you’re properly set up, Rick will get you started on our training modules.
If you have any questions before Monday, feel free to email me or call me at [direct line number].
Once again, we are excited to have you on the team and hope you’re looking forward to your first day as much as we are.
Dear [new hire name],
Welcome to [company name] — we are excited to have you aboard and look forward to seeing you on your start date of Monday, August 6. As a reminder, our business hours are from 9 a.m. to 5 p.m. Monday through Friday. However, we ask that you arrive by 8:30 a.m. on your first day so we can show you to your workstation and give you a tour of the office before your orientation.
You are welcome to park anywhere in the parking deck, save for the reserved spots. Once inside the building, please check in with Mary at the reception desk. She’ll provide you with your security badge. I’ll greet you in the lobby.
Here is your first-day schedule:
8:30 a.m. – 9 a.m.: Building tour and team introduction
9 a.m. – 11 p.m.: New hire orientation with HR Director, Sally Johnson.
11:30 p.m. – 1 p.m.: Team lunch (location TBD)
1:30 p.m. – 2:30 p.m.: Workstation technology orientation with IT Director, Joe Smith
3 p.m. – 5 p.m.: Begin training with New Employee Mentor, Rick Garcia
A few more things to note:
The employee kitchen and break room is located on the east side of the first floor, and stocked with snacks and beverages. The espresso machine is also available to you at any time.
Please bring your photo ID on your first day.
Our dress code is business casual.
If you have any questions before Monday, you can email me or call me at [direct line number].
Welcome aboard! We look forward to seeing you Monday, and we’re happy to have you on the team.
The new employee welcome email should help foster excitement, but should also mirror the company culture and tone. Most importantly, though, the welcome email should include all the information you want a new hire to know before they start. By helping your new employee prepare for their first day, you’re also setting them up for success with your company.
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