A welcome email to a new employee is one of the most important communications you can have with a new hire. It not only gives them the information they need to start their new employment with your company but also sets the tone for their journey. As such, it should be friendly and informative but concise.
We cover the best practices for writing a welcoming new employee email, provide a template and samples, and discuss other types of welcome emails new hires might receive. We also talk about a special welcome email to new staff—one that introduces the new employee to their team.
How to Write a New Employee Welcome Email
When writing a welcome email to new employees, the specific items to add will typically be the same—but it’s the tone that will ultimately change its impact on your new hires. Below, we discuss what you should include, as well as some tips on handling the tone of your welcome message.
What to Include
Regardless of the tone you set, you want to be sure your welcome email for new team members includes all the information they need for their first day. The most common items include:
- Greeting and note of welcome
- Expected start date
- Reporting time
- Arrival instructions (directions, parking instructions, who to ask for)
- Brief schedule for the day (may or may not include times)
- Dress code (including suggestions like layers because the office is cold or steel-tipped boots)
- Items to bring (documents, lunch, gear)
- First-day need to know (etiquette)
- Contact information for HR and direct supervisor
- Invitation to ask questions
- Congratulations and welcome again
- Closing
Tone
The tone of your letter sets the new hire’s expectations on what they can expect from the working environment on their first day. It is set by the level of excitement, word use (but avoid too much slang), and what you focus on in that first, welcoming paragraph.
Here are some examples of tone and how it can be conveyed to your new hires.
Tips to Consider
The best welcoming new employee email will pump up your new hire for their first day, so it’s important to strike a balance between informative, inspiring, and short. Here are a few tips:
- Have a clear subject line that includes words like “Welcome” or “Your first day at” and your company name
- Use their first name
- Include something personal, like a concern they addressed during the interview
- Ask the team to create the welcome message to set the tone
- Consider the employee’s culture and position when setting tone
- Reflect the tone and excitement of your company
- Tell them you’re excited to have them on the team
- Avoid negative comments
- Be friendly
- Be brief! One page (250 words) is enough
- Use bullet points for lists and important steps
- Send the email with enough time for the employee to prepare, but not so early that they forget or lose the information
- Don’t overwhelm them with too many welcome employee emails
- Use your email program’s built-in templates for more ideas
New Hire Welcome Email Template + Samples
To give you a preview, here’s an email template that you can use to welcome your new employees—simply click on the button below to copy the text for easy use. Below that, we’ve provided some sample variations to see how different tones would look in practice.
Hello {new hire name} and welcome!
Expression of excitement and welcome for joining the team. Mention their title or role.
Here are a few things you’ll need to know for your first day.
You’re scheduled to start on {date} at {time} at {location}. {include parking instructions if needed}.
Once in the building, {reporting instructions}. We’ll get you started by {schedule or tasks}.
For your first day, be sure to
{dress code}
{items to bring}
{special considerations for the office or environment}
Please don’t hesitate if you have any questions. You can reach me {or appropriate HR or general manager} at {phone or email} for any general questions and me {or supervisor name and title} if you have any job-related questions.
Restate congratulations and how pleased you are to have the new employee.
Looking forward to meeting you,
{your name}
Welcoming New Employee Email Samples
Based on our template, we’ve written this example in a casual tone.
Dear Kira,
Welcome to Journey Marketing! We’re excited to have you join our writing team and are looking forward to seeing your talents in action. You’re set to start work on July 2. Please arrive at our office on Decatur Street, second floor. Park on the Decatur Street side and take the elevator; I’ll meet you at the reception desk at 8 a.m.
We’ve got a full day planned for you. First, we’ll go to my office and take care of the paperwork. At 9, we’ll go on a quick tour of the office space, and I’ll introduce you to your team and supervisor, Mark Grayson. Mark will brief you on your duties and expectations. At 11:30, we’re taking you to lunch. Then at 1, you’ll go to IT to get your laptop and a tech and information security orientation. When done, our IT Guru, Kirsten Chu, will walk you to your desk. You’ll have the rest of the day for online training.
Please bring the following:
- An official form of ID, like a driver’s license or passport
- Social Security card
- Banking information (a voided check will do)
Our dress code is casual. Jeans are fine, and we love quirky (but nonpolitical!) T-shirts. The office can get chilly, so you may want a jacket or sweater. As you know, we’re a dog-friendly office, but Senor Butters is better off at home on your first day.
If you have any questions before July 2, don’t hesitate to email me or call at 876-123-4536.
We’re so looking forward to having you as part of our team. See you on July 2!
Bringing a brighter tomorrow!
Alethea Santos
Here’s one that’s more formal.
Dear Kira,
Welcome to Journey Marketing. We’re looking forward to having you as part of our writing team and are excited to see you on your first day, July 2. As we discussed on the phone, business hours are 8 a.m. to 5 p.m., Monday through Friday. I’ll meet you at the reception desk at our Decatur office, second floor, at 8. It’s easiest to park on the Decatur side of the lot.
Here’s what to expect on the first day:
- 8:00-9:00: In-processing, paperwork, and a brief office tour
- 9:00-11:30: Meet your team and discuss your role with your manager, Mark Grayson
- 11:30-1:00: Team lunch (our treat)
- 1:00: Meet with IT manager, Kristen Chu, for tech orientation and laptop assignment
- 2:30-5:30: Return to your desk for online orientation training
The dress code is casual; jeans are allowed, and I’ve attached a document defining appropriate clothing. Consider bringing a jacket, as the air conditioning is set to 68. While we are a dog-friendly office, we ask that you not bring your dog on the first day.
If you have any questions before July 2, do not hesitate to contact me via this email or call or text at 876-123-4536.
Once again, congratulations and welcome! May this be the start of a satisfying career at Journey Marketing.
Sincerely,
Alethea Santos, HR
Why Write a Welcome Email for a New Employee
The most obvious reason for a new employee welcome email is to make sure they have the information they need for their first day—when and where to arrive, what to bring, and what to expect. It’s the first step to ensuring a smooth transition to their new workplace.
However, an email welcoming new employees does more than that. It generates excitement, gives the employee an idea of your company’s culture, and above all, helps them feel like they are part of the team even before meeting their co-workers.
Some email programs, like ContactMonkey (shown here), offer templates for new hire welcome email. (Source: ContactMonkey)
Other Kinds of Welcome Email for New Employees
In addition to the welcome new hire email, there are other types of emails you may send to welcome a new employee. You may even want to create a series.
Other kinds of welcome email for new team members include:
- Onboarding welcome email: This is more informative than a welcome email to new employees. You may include notes on important policies, attach the company handbook, or provide links for onboarding training that needs to be completed. You may also use this for onboarding paperwork, like requesting W2s and Direct Deposit information.
- Welcome email for relocating employees: In addition to noting their move in your introduction (asking about it, thanking them, or expressing excitement—“You’ll love Seattle!”—include local insights, typical traffic around the office, a coffee shop recommendation. You can also include a link to the city’s website or attach a document with information for new residents. You might also provide instructions for getting their move expenses reimbursed if applicable.
- Welcome email for remote employees: This will most likely include links for virtual meetings, training, and online orientation materials. Rather than a full-day schedule, you may have a single meetup with a list of orientation goals and deadlines. You should, however, note if there are times your new hire is expected to be online. In addition to email or phone, you might include instructions for reaching you or their manager via Slack, MS Teams, or other team chat software—check out our roundup of the best chat apps if you need a recommendation.
- Manager welcome email: A manager’s welcome email to a new employee can be more friendly and role-focused. It might also include something about the team.
- Team welcome email: This email provides an introduction to the entire team. Start with something general about team dynamics, then list each team member, their role, and a fun fact. This can go a long way toward making a new hire feel comfortable on their first day.
- Company culture email: This email gives a brief summary of the company mission, the work environment, and core values. It begins and ends with welcoming the new employee.
Sending an Introduction Email to the Team
Another email to welcome a new employee is one you send introducing them to their new team. Address this one to their coworkers, as well as the new hire. This helps your newest employee feel accepted and can help ease the awkwardness of first meeting their teammates.
Begin by introducing the new employee by name and role. Next, give a short summary of their background or why they were hired, and if you know the specific project they’ll work on or any particular duties, mention them.
For more casual letters, you might share a fun fact or two—something the new hire has already shared that is not too personal but interesting. For example, you might mention pets or a hobby, but not a pending divorce. It’s even better if it applies to the company culture; for example, if you run a sporting goods store and the new employee is an avid rock climber.
Finally close with a request to make the new employee feel welcome.
Here’s an example, written in a casual tone:
Hello writing team!
We’re super-excited to announce that a new writer is joining you! Kira Lano will be starting her journey at Journey as the new Assistant Writer on July 2.
Kira has five years of experience in marketing on the freelance side, having written blogs, ads, and video scripts. (Check out this one for Cowtie Manufacturing.) She’ll be starting on the Bolliander Press account. She has a corgi, Senor Butters, who will probably make an appearance soon.
We’ll be having a welcome lunch for Kira on July 2, but even if you can’t make it, I’m sure you’ll help her feel welcome and get settled into her new role.
Thanks,
Alethea
New Hire Welcome Email Frequently Asked Questions (FAQs)
Even the most casual email to welcome new employees can be professional as long as you match your company’s tone, focus on their employment, and include the vital information they need to have a great first day on the job.
Start with “Welcome” or “Congratulations on your new position.” Be friendly and personal without being too familiar. Keep a positive tone, and avoid being over-casual. If you are addressing someone from a different culture, do a little research into honorifics and standards for professionalism for their culture.
When writing a welcome email to new hires using a formal tone, avoid quirky language and familiarity. However, be sure to convey your enthusiasm and add enough personal elements that the new hire knows you wrote the email with them in mind.
When introducing a new employee in an email, give their full name and position and share a little about their qualifications. You might share something personal about the employee—but don’t get too familiar or break anyone’s confidence.
This depends on what you mean. If you are introducing your newest staff member to the team’s email group, you may want to start with a welcome statement, introduce the team, and then note any rules for using the group email—such as acceptable practices. Keep it simple.
Bottom Line
A great welcome email to a new hire gets them started on the right foot. Be sure to include the vital information they need for their first day, including where and when to report in, what to bring, and what to expect. Communicate your excitement at having them be a part of the team, and give them a contact in case they have questions before the big day. Do that and you’ll create the enthusiasm that can lead to a great onboarding experience.
