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How important is it to send a welcome message for new employee on the first day? For starters, it's a great way to showcase your company's culture.
Second, it's a way to show new employees that they are valued because they chose to join you. Lastly, it makes the employee feel welcome and open to creating new connections as they start their journey with your company.
Bringing a new employee onboard is an exciting time for any company. An employee's first day is an important one, as they'll be introduced to a new work environment and a new set of colleagues.
Helping the employee feel more comfortable with a welcome message is a great way to start things off.
If you are a supervisor you can create a unique employee welcome kit for smooth onboarding that can contain a welcome letter for the new employee, a fun notepad, branded t-shirts, mug, pen, employee handbook containing details about company policy, employee benefits, etc.
Why is writing a welcome email to new employees important?
While the onboarding process is a critical point in the talent lifecycle, and amongst which the first day plays the most important role out of the induction phase.
↠ 4% of new hire employees leave a job after a disastrous first day.
↠ 22% of turnover occurs within the first 45 days, costing the company at least 3X the former employee’s salary.
A great welcome email to new employees bridges the gap between the candidate's pre-conceptions of the organization (good or bad) and the reality the organization wants them to believe. These emails even act as a catalyst for employee satisfaction and retention.
More than one welcome communication touchpoints
Once a candidate officially accepts an offer of hire, all communication through email that reaches them afterward is considered part of welcoming the employee. Each plays a part in successfully beginning the employee journey.
The new employee broadly has three categories of emails sent to them at different stages before their first day.
1. Acknowledgement of offer acceptance
Immediately after the employee accepts the offer, an acknowledgment of receipt must be sent from the organization to the candidate. This email needs to have the essential elements of warmth welcoming the employee onboard.
Other than the introduction that happily welcomes the employees, this email could also include:
- Link and login details to the organization’s candidate management system to upload their onboarding documents, including payroll forms and acknowledgment of receipt of specific policies and procedures.
- List all required onboarding documents that need to be submitted and attached copy of policies and procedures that the candidate needs to be acknowledged by the candidate.
2. Background check email
The second email that will generally be sent is from the organization's background check vendor, which includes a background check questionnaire. Ensure that this mail is personal and warm - something that reflects your organization's culture.
3. Orientation schedule
Generally, the final mail before the first day, the orientation schedule email, is the probably the last interaction that happens before the first day of the new employee.
This email should not only warmly welcome the employee but also needs to give very important information about their assigned new hire orientation, such as:
- Dates
- Schedules
- Topics
- Details of different orientation POCs
How to write a welcome email for a new employee?
While drafting a welcome email needs to be highly personal to your organisation and your culture, there are ways to figure out how to start them off. Recalling your own plight on your own first day puts you in almost the perspective of the new joiners. Ask yourself what you would have liked to have known as you were starting off.
Figure the gaps you had in figuring out how the next few days and the rest of your workdays would progress. As you write the email, remember that its most important purpose is to help situate the new joiner and make them feel at home. To achieve this, you should also avoid things like DKIM fail, ensure proper email authentication, so that you can make a good first impression on your email receivers.
Structure of a great welcome email to a new employee
Here is a brief structure of a great welcome email to a new employee:
1. Introduction
This part of the email is where you need to tell your new employee how delighted you are that they have joined your organisation. This section doesn’t need to be very long, and a few sentences should suffice. The main thing is that they know you are glad to have them join the company.
Starting at a new company is quite a big decision, so it’s important that the employees feel secure in their choice.
2. Give a glimpse of the first day and way forward
Make sure to let your new hire know when their first day will be and where to show up in your email. Try to give them a rough outline of their first day’s schedule.
They will be more relaxed if they have some expectations for what they will be doing, whether it’s orientation all day or getting down to some work. If there is anything they need to bring with them or into the office ahead of time, let them know in your welcome email.
3. Conclusion
This is also a good time to tell them why you thought they were a good fit for the position and why you brought them on board.
Go over the progression from new hire to an experienced employee. You can even tell them where you see them moving in the company.
Welcome email content ideas
Here is what type of content you should use while sending a welcome email:
1. A catchy subject line
Make sure that the subject line of your email is catchy and as specific as possible, as it is the first thing new hires will see. The subject line should be written in a way that is both purposeful as well as engaging.
In other words, the subject line should let the employees know the purpose of the email but should also be interesting—use of active verbs, vocatives, and elements of curiosity to encourage employees to open your email.
2. Choose a tone according to your company’s culture
Like everything else in the organisation, your welcome email, too should reflect your company culture.
The welcome email of fun and modern office can be funkier than, say, a firm that has a more conservative culture-like a university or an organisation from the public sector.
Irrespective of the tone, observing the following can help the email become highly effective:
- Use of short and simple sentences.
- Avoid slang and jargons.
- Ease up and avoid bureaucratic language.
- Use active verbs and positive adjectives.
- Avoid redundant adverbs like “very,” “really,” or “truly”.
- Avoid caps and exclamation marks - these could make your email either too forceful or emotional.
3. Be visual
Even Though a good, old-fashioned text email could still be highly relevant, do check out the various free tools in the market that allow you to send visual emails for better impact.
While designing such a template, make sure that the stylized email template fits your brand guidelines.
4. Check for typos and grammar mistakes
Typos and grammar mistakes play a critical role in how an employee perceives the organization it kind of works like a first impression. It probably goes without saying, but it is always important to double-check emails before sending them. Do consider the following great tips while writing an email to welcome new employee:
- Ensure your browser's spell checker is on and spell-check all emails before sending.
- Use the grammar and punctuation checker by Prepostseo or Grammarly.
- Understand the common grammar and punctuation mistakes to avoid them.
- Read your emails out loud to make them best effective
What to include in a new employee welcome email?
Here are the other assets that you should include in your welcome email:
1. Welcome video
A lot can be achieved with visual content and following the most important video inclusions that you can have embedded in the welcome mail.
- A welcome video by the CEO of the Human Resources lead
- A company update video
- An ‘about the company’ video
- A culture or ‘fun at work’ video
2. Attachments
Depending on the stage of the welcome email (acknowledgement/ background check/ orientation), appropriate attachments need to be included in the email. Ensure that these attachments are named properly before attaching.
Attach documents that require considerable reading, such as employment terms and conditions and a list of employee perks and benefits that they are offered - so that the employee does not need to scramble through the clauses before they sign them during their first day.
3. Checklists
Checklists are a great way to help the employees ensure that they carry the required documents on their first day.
Either include the checklist within the body of the email or as a printable attachment. This checklist is broken down into the following sections:
- Tasks to complete prior to the employee's first day.
- Tasks to complete on the employee's first full day of work.
- Tasks to complete in the employee's orientation period (for instance)
4. Orientation road map
An interesting way for organisations that spread across floors to make sure the employee is not literally ‘lost’ in the premises is to provide them with a route map of the first day.
Basically, a blue-print of the office (approximate and freely sharable), the timings, and activity can be written within the map location it is scheduled to take place. These are extremely useful for large orientation programs happening across training rooms and departments.
Further to classroom orientation, providing a “meet-and-greet” roadmap can help connect new employees with other individuals they should know to build their internal networks. The maps again can consist of details of the individual’s office location.
These meetings also help them learn more about the company by talking to employees in other departments and gaining a deeper understanding of the roles and responsibilities of their colleagues.
5. Important points of contacts
The complete details (name, email, and phone numbers) of the people who need to be contacted before, during, or after the first day need to be given to the employee beforehand.
These details should be that of their:
- Orientation POC
- Admin & IT POC
- HR POC
- Manager
- Orientation buddy contact details
6. Learning resources
Get employees started quickly with links to critical learning material such as:
- Company website
- Blog and learning resources
- Case studies and product documentation
- L&D portals
- Link to tools and tech stack used in their function
7. Login details
Make employees already network with their to-be peers right from day one onwards. Give them access to office social platforms like Empuls to discover and explore more about their office environment, workgroups, and interest groups. Share links to their specific workgroup so that they easily discover their peers.
8. Details of an orientation buddy
Research shows that providing a new employee with a buddy from their own function helps reduce the initial confusion and uncertainty faced by all new employees and improves employee engagement.
A buddy helps the employee feel comfortable and can partner with a new or even transferred employee during their induction. They offer advice, resources, and guidance regarding the day-to-day aspects of working in the department and at the organisation.
If you have decided to have a ‘buddy’ system, a welcome mail is a right place to introduce the employee’s allocated, buddy.
9. FAQs
Include the answers to the most critical questions that new hires might have before or during orientation.
What's a welcome message?
A welcome message is a greeting shared by the company, the manager or the team with a new employee. It expresses appreciation for the employee's presence and acts as a positive start to the first day.
A welcome message can take the form of a note, an email, a letter, or a card and may be accompanied by a welcome gift. It may be shared in person on the first day or delivered in advance to the recipient.
Especially during the pandemic when people are switching jobs and not getting to meet their team upfront, a friendly welcome message goes a long way in putting the new employee at ease.
What better than a warm and welcoming note motivating them to do their best from the get-go.
As they say, “Employee retention starts with great onboarding.”
How to write a welcome message for a new employee?
A welcome message doesn't necessarily have to be long or detailed. When crafted with care, it can have the right impact. Here are the key points to keep in mind when writing a welcome message for a new employee.
A welcome letter or message serves two major purposes for a new employee. First, it must welcome the employee, and second, it must highlight the first steps for the employee.
Below, you will also discover various welcome message email templates.
1. Be clear about your purpose
Use phrases like "Congratulations on joining us" or "Welcome to our team" in the subject line of the email or at the start of a note or card. Right messaging in your interpersonal communication adds an approachable tone to the messaging.
2. Use a friendly tone
The message should be crafted in a manner that reflects how genuinely glad you are to have a new employee onboard.
While the overall language should be professional, the message should express warmth and reiterate the positive qualities that make the employee a good fit.
3. Introduce them to the organization
Give the new employee a taste of what it's like to work at the company, including perks and benefits, work culture, and any fun activities they can look forward to.
Be sure not to share too much information in the welcome message itself - instead, add a welcome kit that explains company ways in detail.
4. Tell them what to expect on day one
If you are sending a welcome email or message before the employee has joined you can add about the job offer, start date, arrival time, whether the employee will be joining a physical office or working remotely, etc.
Tell them if there will typically be an orientation program (virtual or not) on the first day. The welcome message can give them an overview of what to expect, including any presentations or team activities.
It should also inform the employee of anything they might be required to bring or have at hand, such as documents.
Ideas for welcome messages to new employees with templates
Different contexts require slightly different kinds of welcome messages, but they should all reflect goodwill, respect, and positivity about the new work relationship. Here are some ideas to get you started:
Appreciative and short welcome message to new employees
Employees hired for specific attributes or talents can be commended on those in the welcome message. This will help them feel special and encourage them to display those workplace attributes from day one.
1. "Welcome to the team, <employee name! We've been looking for someone to bring new creative insights to the table, and you fit the bill perfectly. We can't wait to see what you come up with!"
2. "Welcome aboard, <employee name>! We're delighted to have you here, and we're confident that your enthusiastic, go-getter attitude will be a valuable asset to our company. Looking forward to growing with you!"
3. "Welcome on board, <employee name>! We love the creative skills you have, and we are sure you'll be a valuable asset to our marketing team. Looking forward to collaborating on many successful projects with you!"
4. "Welcome to the team, <employee name>! We're impressed by your knowledge of and experience in sales, and we look forward to working with you on new projects. Thanks for joining us!"
5. "Welcome aboard, <employee name>! We brought you onboard because we saw the enthusiastic leadership streak in you. We look forward to having you head our new projects!"
In the words of Oprah Winfrey, “The brain, like our heart, loves recognition, appreciation, and encouragement.”
Help a college graduate feel welcome with these short welcome messages
You would know how intimidating it can be for a young graduate to step into an office for the first time. A friendly welcome note can help them settle in better and feel free enough to try new things at their job.
6. "Thank you for joining us, <employee name>! We look forward to helping you learn and grow with us as a team. Do feel free to come to any of us for help whenever you need it - we're here for you!"
7. "Welcome on board, <employee name>! We're proud to be the place where you start your career, and we're here to give you a hand whenever you need it. Looking forward to helping you grow!"
8. "Welcome aboard, <employee name>! We're delighted to have a young, dynamic person like you join our team. We look forward to the new ideas you'll bring to the table!"
9. "Great to have you here, <employee name>! We know that getting used to your first job can seem intimidating at first, and we want you to know that we're all here for you. Feel free to come to us for help whenever you need it!"
10. "Welcome to the team, <employee name>! We're always looking for fresh talent to join our ranks and bring new ideas with them. We're excited about what you have to share, and we're here to help whenever you need us!"
Welcome on board messages for new employees - Respect their experience
When new hires come with a unique set of skills or experiences, you can acknowledge them using the following templates.
11. "Welcome on board, <employee name>! We're proud to have someone with your skills and abilities on our team. We can't wait to see the fantastic things you’ll achieve here!
12. "Thank you for joining us, <employee name>! We're delighted to have someone with your experience, and we know you'll be a valuable asset to the team. Looking forward to working with you!"
13. "Welcome to the team, <employee name>! It's great to work with someone who's seen as much of the <insert sector> world as you have. We look forward to the insights you have to bring!"
14. "Welcome aboard, <employee name>! We're always on the lookout for experienced, dynamic individuals to join our creative team, and you're the best person we could find for the job! We can't wait to see what you do."
15. "Welcome to the team, <employee name>! Your experience and abilities impressed us, and we couldn't be gladder to have you on board. Here's to many years of doing great things together!"
As a manager, human resources leader, or business owner, you cannot afford to keep continuously hiring. Employee retention is an important part of every organization and not an easy task.
However, it is crucial to strike a balance between recruiting and retention for a happy workforce. Success is easier to achieve with a satisfied workforce.
Encouraging welcome messages for new employees
Many new employees join an organization with the mindset that they need to keep their heads down and do exactly what everyone else is doing.
However, the company may want them to bring fresh perspectives, and your welcome message should reflect that.
16. "Welcome on board, <employee name>! We're a company that believes in learning and growing every day, and hires like you help us achieve that. We can't wait to see what you do!"
17. "Welcome to the team, <employee name>! We're a team that values creativity, innovative thinking, and a go-getter attitude, and you're someone who embodies all these qualities. We look forward to hearing your ideas soon!"
18. "Welcome to the team, <employee name>! We're a growing company looking to work with people who can make a difference, and we're delighted to count you among that number. Looking forward to helping you make waves!"
19. "Great to have you here, <employee name>! We hired you out of all the applicants because we saw the energy and innovative mindset we prize as a team in you. We can't wait to see how you shake things up around here."
20. "Welcome on board, <employee name>! We chose you to help us make a difference, and we look forward to seeing how you change things up. Do feel free to share your ideas with any of us at any time - we value it!"
Sample templates for welcome emails to new employees
Below given is an extensive collection of new hire welcome email content. Use these for effective employee engagement, and the below samples could be suitable for different organisational cultures and needs, so use it accordingly.
Sample 1
Tone: Casual
Style: Visual
Sent by: HR Manager
Welcome to [company name].
It is great to have you on board with us.Your New Hire Orientation starts on [Weekday, Month Date], during which you will learn more about our company, our culture, and discover the many perks of being an employee.
Below given will be the schedule of the first day of your orientation:
Date: [Weekday, Month Date]
Time: 9:00 am – 5:00 pm
Address: [company address] [Google Map link for directions], Ask for [onboarding facilitator name]
Schedule Settling down: 9:00 am – 9:30 am
Welcome note: 9:30 am – 12:00 pm
About [Company Name]: 12:00 pm – 1:00 pm
Lunch and Office tour: 1:00 pm – 3:00 pm
Perks and Benefits: 3:00 pm – 4:30 pm
Equipment handover: 4:30 pm – 5:00 pm
Do follow the below items to make our first interaction further effective:
What to bring?
↠ A driver's license or passport to verify your identification and eligibility to work.
↠ Avoided check or proof of banking account/routing number for direct deposit.
↠ A big smile! 😄
Announce you're joining the bash
If you want to show some [company name] camaraderie, share your excitement with the social networks you love most by using our company hashtag #[company name]. Do follow [company name] at [company handle] in Linkedin, and we shall look forward to your posts!
Everything’s better in a group. That is why we have created an exclusive group for new joiners on our office social platform. Here’s your link to Empuls Group.
Once again, a warm welcome to [company name].
We look forward to meeting you on a date.
Team [Company Name]
Sample 2
Tone: Formal
Style: Visual
Sent by: HR
Welcome to [Company Name]
We are pleased to have you join our team. We look forward to watching your progress and becoming an outstanding employee. I hope that you will find your new job fulfilling and challenging.
Please take a few minutes to go through this email so that you have a great first day.
↠ Please report at 9:00 am on [date]
↠ Make sure that you bring the following documents for review. (Add the list of documents)
After employment documentation, we shall proceed with induction as per the below schedule:
About [Company Name]: 12:00 pm – 1:00 pm
Lunch: 1:00 pm – 1:30 pm
Department Introductions: 1:30 pm– 3:00 pm
Employee Benefits Briefing: 3:00 pm – 4:00 pm
Workstation setup: 4:30 pm – 5:00 pm
Your first day will end at 5:00 pm, and the following days’ schedule will be handed over on [date].
We shall offer all the support that helps you do your best every day.
Please know that we shall always be available when you need advice or help.
Regards,
[Orientation Team]
Sample 3
Tone: Informal
Style: Descriptive
Sent by: HR
We are excited about your decision to accept our offer of employment. We couldn't be happier to welcome you to the team.
As we agreed, your first day on the new job is <Date>. We shall be in touch with you for the details about your New Hire Orientation that will take place on your first day.
I wanted to give you an overview of what you'll be doing during your first day at [company name].
On your first day of work, you will attend New Hire Orientation for the bulk of the day. At the end of the day, you also would have met your team and have put together the rest of the schedule for your first week. This schedule will help you put in contact with all of the departments you will need to meet and learn from.
The goal of the first week will be to orient you to both your new job and [company]. With this in mind, in addition to [Manager’s name], we have asked [name of the mentor/ buddy] to work with you to provide on-the-job training.
She is experienced in all aspects of the job you need to learn. You'll also share an office with her so the training can be ongoing.If you have questions, please feel free to email or call me.
My number is [Phone number]
We look forward to working with you.
Regards,
[Name and Title]
Sample 4
Tone: Formal
Style: Descriptive
Sent by: HR Manager
I'd like to welcome you to [organization].
We are excited that you have accepted our job offer and agreed upon your start date.
We will be in touch with details regarding your New Hire Orientation that is scheduled on your first day of work: [Day, Month, Date].
At the completion of Orientation on the first day, you shall be introduced to your department staff and manager, who are looking forward to meeting you.
Your meeting agenda for the rest of your first day will involve planning an orientation that suits your needs and setting some initial work goals with your manager.
We have allocated the next two days for you to interact with your co-workers and understand each of our departments in detail. Meanwhile, you'll also have the opportunity to offer your initial deliverables for the department.
Once again, welcome to the team. If you have questions prior to your start date, please call me at any time, or send me an email.
We look forward to having you come on board.
Regards,
[Name & Title]
Sample 5
Tone: Informal
Style: Descriptive
Sent by: Manager
I hope you are doing good.
I wanted to tell you that your team and I are excited for you to start working on [Hire Date]. Please report at [address], reception and ask for [your name] on this day.
A few things to know.
↠ The dress code is business casual.
↠ Don’t pack lunch on the first day, and it is on us.
↠ If you have any questions, please feel free to call or email me.
↠ Be sure to check out the New Hire page <link to Empuls new hire community> if you haven’t already.
There you can find information on parking, links to benefits information and more.
In an effort for us to get to know you a little better, do reply with the following answers:
↠ What is your favorite snack?
↠ Hobby?
↠ Favorite sports team?
↠ Favorite book/ movie?
We will spend some time on the first day afternoon going over your training schedule and discussing any questions you may have.
Once again, we are so excited to have you join our team and become a part of [organization].
Sincerely,
[Manager Name]
[Title]
Wrapping it up
Every employee loves to be valued, welcomed, and respected, and if you can create a feeling of openness and warmth right on their first day at work, their productivity levels will get a boost.
If you don't believe us, you could keep track of their performance using the employee engagement solution Empuls. It is an employer’s responsibility to treat the team members well.
Maximizing employee commitment and motivation has a direct impact on productivity. Attracting and retaining high-quality talent dictates the long-term survival of your business.
So, how are you welcoming your new employees?
