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How to Write a New Employee Welcome Letter with Template

Every new hire receives (or should receive) a welcome letter, sent to them before their first day. Not only do they solidify your excitement for their start, but they are informative on their new role and expectations for the first day.

New Employee Welcome Letter Basics  

Let’s talk about some welcome letter basics – each written hello should include:

  • Your new hire’s official start date – be sure to include a time as to when they should arrive as well, especially if you won’t be prepared right at the start of business hours.
  • Give them directions on where they should park and enter. If your building has multiple entrances and secured with key access, it may be confusing to your new hire.
  • Tell them what to bring (i.e. any legal documents needed or a packed lunch, etc.)
  • Give them a heads up on what to expect their first day to be like. For example, if orientation is going to take up the beginning half of the day, let them know that. Will they be touring the manufacturing plant? That would be good to note as well.
  • It’s also very important to express your thanks and excitement about them joining the team!

Including these basics into your welcome letter will help ease those first day jitters and ensure you both are prepared for their first day. The Balance Careers has some other great tips on first day welcome letter essentials as well, check them out here.

Personalize Your New Hire’s Welcome Letter

Just because a welcome letter is an informative letter, doesn’t mean it can’t be fun and reflect your company’s brand voice. There’s a reason why they applied and accepted the position, and who you are as company culturally most likely fits into that reasoning.

When writing a new hire’s welcome letter, it is important to not forget the essentials listed above, but since the formal acceptance letter has been sent and signed, this one can be a little more laid back, like a business casual feel if it were attire.

Fast Company says it’s important to immerse a new hire in the company culture as soon as possible, so a welcome letter seems like a great place to start.

You can showcase your company’s flair through your writing, but you can also showcase it with how the letter is presented. Is it physically mailed? Sent with a pre-board onboarding gift? Or arriving via email?

Let your welcome letter add to your impression on your new hire! It’s important to make a good impression with new hires since Medium reports that up to 20% of employee turnover happens in the first 45 days.

New Employee Welcome Letter Sample

Subject: YAY for your first day!

Hi [New Hire],

Welcome to [Company Name]! We are looking forward to your first day, [Date]!

You’ll be a great addition to our team and we can’t wait to work with you! For your first day, please plan to arrive at [Time] with the attached forms filled out and proper identification. You can park on the [Direction] side of the building and use our main entrance.

You will have orientation to cover our company policies and work out nitty gritty paperwork for the first half of the morning. After that, you will be taken on a tour of our facility (please make sure you are wearing closed toe shoes) and break for lunch with your new team! The rest of the day will be for you to get acclimated to your new workspace with a manager meeting to go over what you can expect for the remainder of the week.

If you have any questions or there is anything we can help you with in the meantime, please reach out.

Again, welcome to the team! We are all looking forward to your start!


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