What is an employee welcome email?
A welcome email is an introductory message for new hires and is typically the first step in the employee onboarding process. It generally expresses your enthusiasm, familiarizes workers with your company culture and provides important information about their first day. The email is often the first step in the employee onboarding process.
Consider sending welcome emails after an employee accepts a job offer but before their first day of work. The message may come from the new hire’s direct manager, the department head, the company owner or the CEO.
What to include in a new employee welcome email
Depending on your workplace, your welcome email may contain different information, including location, an onboarding itinerary and what to expect. Here are topics you might cover in your “welcome to the team” email:
- Start date reminder
- Parking information
- Arrival instructions
- First-day schedule
- Welcome events
- Work hours
- Dress code policies
- What to bring
- Workstation location
- Break room information
- Contact information
4 examples of new employee welcome emails
When writing welcome emails for new employees, think about how your company communicates and the new hire’s situation, such as their job title, whether they relocated or their full- or part-time employment status. These factors may influence which type of employee welcome email you use.
Consider these four examples when drafting your email:
1. Casual
A casual employee welcome email generally uses a conversational style. It’s designed to make the new hire feel comfortable and like part of the team. Depending on your company culture, you might add humor or personality to your letter.
Subject line: Welcome [New Hire Name]!
Hello [New Hire Name],
Welcome to the team! We’re thrilled to have you as a new employee at [Company Name]. We believe you’re going to be a valuable addition to our company, and we can’t wait to see what you accomplish.
As a reminder, your first day is August 6. All you need to bring is yourself and a government-issued ID. Our dress code is casual, so you’re welcome to wear something comfortable.
As I mentioned in the interview, we offer flexible work hours. You’re free to arrive any time between 7 a.m. and 7 p.m. For your first day, please arrive by 9:30 a.m. Feel free to park in any unmarked spot in the parking lot.
Please check in with Meg Fee at reception, and 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 give you a quick office tour.
From 10 a.m. to noon, you’ll meet with Jane Brooklyn, our HR director, for new hire orientation. We’ve scheduled a team lunch afterward.
At 1:30, I’ll introduce you to your new hire mentor, David Altuve, who will be your point of contact over the next couple of weeks. David will walk you through key tools and systems, help you get set up with your workspace and guide you through the first steps of your training. Once you’re properly set up, David will get you started on our training modules.
If you have any questions before your first day, feel free to contact me at [Direct Line Number].
Once again, we’re excited to have you on the team and hope you’re looking forward to your first day as much as we are.
Welcome aboard!
[Your Signature]
2. Professional
If your business has a formal company culture, use a similar tone in your new employee welcome letter. You can still express your excitement about the new employee, but the majority of the content can be straightforward and informational. Aim for a clear, respectful tone.
Subject line: Welcome to [Company Name]
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. We’ll use that time to show you to your workstation and provide a tour of the office before orientation.
You can park anywhere in the parking lot except for the reserved spots. Once inside the building, please check in with Meg Fee at the reception desk. She’ll provide you with your security badge, which you’ll need to access the elevators and the office floors. I’ll greet you in the lobby.
Here is your first day schedule:
8:30 a.m. – 9 a.m.: Office tour and team introduction
9 a.m. – 11 a.m.: New hire orientation with HR Director, Jane Brooklyn
11 a.m. – 1 p.m.: Team lunch
1:30 p.m. – 2:30 p.m.: Workstation technology orientation with IT Director Nichelle Bernardo
3 p.m. – 5 p.m.: Begin training with New Employee Mentor, David Altuve
A few more things to note:
- The employee kitchen and break room are located on the east side of the first floor. It’s stocked with snacks and beverages. Please help yourself.
- Please bring documentation for your I-9 on your first day.
- Our dress code is business casual.
If you have questions before Monday, you can contact me at [Direct Line Number].
We look forward to seeing you Monday, and we’re happy to have you on the team.
Best regards,
[Your Signature]
3. Recently relocated employee
When writing a welcome email for an employee who is relocating to the area, consider adding local tips and recommendations. It’s an effective way to support the person as they get accustomed to their new city. Attaching a list of personal suggestions from the team can also help the new hire feel included.
Subject line: Welcome to [Company Name] and [City, State or Town]
Hello [New Hire Name],
Congratulations and welcome to [Company Name]! We’re excited to have you as our newest team member. We believe you’ll be a valuable addition to our company, and we’re looking forward to the positive impact you’ll have here.
We also want to welcome you to [City, State or Town]! I’ve attached a list of resources our team put together to help you settle in. You’ll find personal recommendations on everything from schools and daycare centers to restaurants, neighborhoods and fitness centers. Many of our team members have been here for 10 years or more, and we’re happy to provide tips about the local area.
We’re looking forward to your start date of Monday, July 13. Please arrive by 9:30 a.m. at [Office Location] and park anywhere in our parking lot. Once you arrive, check in with Meg Fee at the reception desk. I’ll meet you in the lobby to give you a tour of the office, introduce you to the team and set you up at your workstation.
If you have any questions before Monday, feel free to contact at [Direct Line Number]. I’m also happy to answer any questions you have about life in [City, State, Town, etc.].
Looking forward to working with you!
[Your Signature]
4. Remote employee welcome letter
New remote employees often participate in a remote onboarding process, and you can help them understand what to expect by providing additional information about your virtual procedures for filling out paperwork, meeting the team and getting oriented to the business.
Subject line: Welcome to [Company Name]
Dear [New Hire Name],
Welcome to [Company Name]. We’re excited to have you aboard! Your first day is August 6. To join our onboarding meeting, click the Zoom link in your calendar invite at 9 a.m. CST.
From 10 a.m. to noon, you’ll meet with Jane Brooklyn, our HR director, for virtual new hire orientation. She’ll show you how to fill out your employment paperwork online. We use [Software Name] for digital documentation, and the process is quick and easy. Please feel free to reach out to the HR department with any questions during your transition into the company.
After your meeting with Jane, we’ll have a Zoom call at noon for an introduction to the team. Some team members will join from the office, and our remote employees will call in from home.
At 1:30 p.m., I’ll introduce you to your new hire mentor, David Altuve, who will help you over the next several weeks, including how to log into the time tracking software and set up Slack, our instant messaging platform. Once you’re set up, David will get you started on our training modules. He’s always available to provide advice or support as you acclimate working with the team.
If you have any questions before Monday, you can contact me at [Direct Line Number].
We look forward to seeing you on Monday, and we’re happy to have you on the team.
Warm regards,
[Your Signature]
Things to consider when writing new employee welcome emails
A welcome email is one of the first messages a new hire receives from your business. To ensure it accurately reflects your company culture and the employee experience, keep the following factors in mind.
Company culture and values
Your company’s core values and culture significantly shape the work environment and employee experience. As you write a welcome email, find ways to showcase your company culture. For example, you might share common practices, like using inclusive language, wearing more casual attire on Fridays or taking part in optional social activities.
When you introduce new hires to the company culture, it may help them adapt quickly and feel comfortable sharing their ideas and perspectives. You can also set the tone for a positive and inclusive employee experience.
Employee onboarding process
The welcome email starts with the employee onboarding process—a critical part of creating a smooth transition for new hires. In addition to key details, you might also include:
- Welcome kit
- Benefits package
- Job description and expectations
- HR documentation
- Team bios
Sending information about the job and the company helps the employee prepare for their first day. It also sets realistic expectations, which can increase job satisfaction and employee retention.
New hires and team integration
Integrating new hires into the team is vital for creating a cohesive and collaborative work environment. Use the welcome email to mention planned in-person or remote team-building activities, such as social events or team lunches. This helps reassure new employees that they’ll have time to meet their colleagues in a relaxed setting before working with the team.
Employee handbook and resources
Your company’s employee handbook can be a valuable resource for new hires. Link to the digital version or attach a PDF to the welcome email to provide essential information about policies, procedures and expectations.
You can also link to other useful resources, such as training materials, mentorship program information or online tutorials. Making these resources available helps demonstrate your commitment to employee growth and well-being.
The new employee welcome email helps foster excitement and provide important information. It should also set expectations for the company culture. By giving your new employee all the details they need to prepare for their first day, you can help them feel confident and comfortable in their new role.
