What to include in a new employee welcome email
A welcome email for a new employee often comes from the new hire’s direct manager or the head of the department. The tone should be welcoming and helpful and should reflect your company culture.
Here is a list of essential items to cover in your welcome to the team email:
- Start date reminder
- Work hours
- Dress code
- What to bring (e.g., ID, social security card, paperwork)
- Where to find their workstation
- Break room information (e.g., where to find coffee, snacks)
- Parking information
- Arrival instructions (i.e., check in at reception)
- First-day schedule
- Welcome events (i.e., team lunch)
- Contact information
Related: New Hire Packets: Three Surprising Things to Include
New employee welcome email examples
When writing welcome emails for new employees, take into account your company culture (e.g., professional, casual) and your new hire’s situation (e.g., recently relocated). Here are three examples of welcome emails for new employees:
Casual
Subject line: Welcome aboard, [new hire name]!
Hi [new hire name]!
Welcome to the team! We’re 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 some ID for your I-9. 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 lot.
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 — do 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’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!
[Manager signature]
Professional
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 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 lot, 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.: Office 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 documentation for your I-9 on your first day.
- Our dress code is business casual.
If you have any questions before Monday, you can email 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.
[Manager signature]
Recently relocated employee
Subject line: Welcome to [company name] and [city, state, town, etc.]!
Hi [new hire name],
Congratulations and welcome to the team! We are excited to have you at [company name]. We know you’re going to be a valuable asset to our company and are looking forward to the positive impact you’re going to have here.
We also want to welcome you to [city, state, town, etc.]! I’ve attached a list of resources our team put together to help you settle in. You’ll find recommendations on everything from schools and daycare centers to restaurants, neighborhoods and fitness centers. Please let me know if you need more assistance with your relocation.
We are 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 Mary 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 email or call me 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!
[Manager signature]
Remote employee welcome letter
Subject line: Welcome to [company name]
Dear [new hire name],
Welcome to [company name] — we are excited to have you aboard. Just a reminder, your first day is August 6. All you need to do is click the Zoom link in your calendar invite at 9 a.m. CST to join our onboarding meeting.
From 10 a.m. to noon, you’ll meet with Sally, our HR director, for virtual new hire orientation. And because I’m sure you’ll work up an appetite signing all that paperwork, we’ll also have a Zoom call at noon for a casual introduction to the team over lunch.
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 and how to get set up with Slack so you can chat with the team. Once you’re properly set up, Rick will get you started on our training modules.
If you have any questions before Monday, you can email 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.
[Manager signature]
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.
Related Articles:
