How To Write The Best Welcome Letter To A New Employee (Plus 4 Sample Messages)

Do you need to write an amazing welcome letter to a new employee? If you’re unsure where to start, or looking for fresh inspiration, we’re here to help! 

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In this guide on how to write the best welcome letter to a new employee, you’ll learn the importance of making a good impression right from the start. With our insights and examples, you’ll be able to craft the perfect welcome letter for all sorts of employees and work environments.

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What Is A New Employee Welcome Letter?

A new employee welcome letter is more than a greeting. It confirms the new hire’s acceptance and is the first step in building trust in the company. It also provides crucial workplace information.

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But it’s not a lengthy handbook incorporating everything they need to start the job. That’s what the onboarding process is for. Your welcoming email may include links to such resources, but its goal is to make the new employee feel like a part of the team.

What Should It Include?

An effective welcome letter should include the following:

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• Warm greeting and introduction: Begin the letter with a personalized and friendly greeting. Introduce yourself and your role at the company.

• Confirmation of acceptance: State the new employee’s acceptance at the company while expressing enthusiasm about their upcoming journey.

• Company culture and values: Highlight your company’s culture, values, vision and mission. This will give the employee a better sense of what the company stands for.

• Key contact information: Give the new employee all the contact information they need, such as their HR, supervisor, and mentors.

• Onboarding information: Provide key information about the new employee’s first day, including starting time, dress code etc. Include links to training videos or read-through materials.

• Expression of support: Restate your excitement about the new employee joining your team, and assure them that they have your support throughout their journey.

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Why Should You Write One?

So, why should you write a welcome letter to your new hire? A welcome letter will help you to do the following:

Make A Great First Impression

A good welcome letter lets you set up a great first impression. Unfortunately, the reverse is also true. If you don’t hit the right note at the start of your letter, you’ll create the wrong impression! 

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To start off on the right foot, you should:

• Use language that is appropriate for the work environment and type of job. 

• Steer clear of any non-inclusive terminology based on their demographics.

Create A Connection

A welcome letter for new employees also creates a connection between the company and the new hires. This makes new employees feel at home from the beginning before they even start their first day on the job. To form a connection, you could:

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• Invite them to view photo galleries and community pages. Give them a taste of how your company celebrates birthdays or the festive season.

• Add links to other material that showcases your workplace culture.

Share Your Company Values

A welcome letter also offers the opportunity to share your company values with people who are still unfamiliar with your business.

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• Include a reference to your company’s mission statement and goals. 

• Add a link to press releases of your social responsibility projects.

Set Expectations

Avoid any misunderstandings down the line by setting clear expectations in your welcome letter.

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Don’t come across as too bureaucratic. Rather, gently let your new employee know where to access company policies and guidelines, and include links to these documents.

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How To Write The Best New Employee Welcome Letter

Now that you understand the benefits of the perfect welcome letter, it’s time to learn how to write one. The exact contents will differ depending on your industry and the position the new employee will be filling. But some basic elements are common to all welcome letters.

Introduce Yourself

Start with an engaging introduction. 

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You can make this a personal one or a group one from the team. It establishes authority, but at the same time, creates trust. The goal is to put your new employee at ease before launching into any rules and regulations.

Outline Important Information

Outline all the important information that your new staff member needs to know. 

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It’s easy to include links to multiple resources in welcome emails. But don’t get too crazy with it, only insert the links that are completely necessary. A long list of links may be overwhelming.

Explain The Onboarding Process

Outline the onboarding process as simply as possible. 

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You don’t have to go into all the onboarding details in the welcoming letter itself. But provide a link to any onboarding notes, tutorials, or other resources that your new employee will need. 

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4 Sample Messages To Inspire Your Welcome Letter

Whether you need to write a fun welcome letter to new employees or a more formal one, these four sample messages cover most new employee scenarios. 

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Remember, these are just guidelines, so you need to add your unique style. It’s also important to write in the tone of your brand persona and work environment. This gives new hires a taste of what’s to come and prevents misunderstandings. 

The 'Classic Manager's Welcome' Letter

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Dear (employee’s full name),

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I’d like to welcome you to (company’s name)!

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I’m so happy that you’ve decided to join us. Your valued skills are just what we’ve been looking for, and make you the perfect addition to our team. I trust that you’re looking forward to your first day with us on (starting date) as much as we are. 

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Please familiarize yourself with our company policies (link) employee guidelines (link) and onboarding process (link) ahead of this date. Should you have any further questions or concerns at this time, feel free to contact me. 

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Just visit this link (insert link) and enter the temporary password (insert password) to set up your new company email address (email address). You’ll find an invitation to join our company communication platform (name of communication tool or platform) waiting for you in your inbox! 

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Yours sincerely,

(Name)

(Signature)

(Contact information)

The 'Welcome To The Family' Letter

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Dear (employee’s first name),

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Welcome to the family here at (company’s name)!

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I know that you’ll feel right at home very soon. At (company’s name), we pride ourselves on having a warm and welcoming work environment and you’re going to fit right in! Our onboarding process is simple and fun, and you can find it here (onboarding page link).

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To ensure that you have the best first day on the job possible, we thought you’d also appreciate a bit more info and history about what we do here. So I’ve included these links to our community discussion page (link) and our employees' photo gallery (link to photos of work events). 

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Don’t hesitate to contact me on (communication tool link) if you have any questions or concerns ahead of your first day on (starting date).

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We can’t wait to start working with you!

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Kind regards,

(Name)

(Signature)

(Contact details)

The “We’re Excited To Have You” Letter

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Hello to the newest star of the (company’s name) team.

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You’ll be officially joining us on the (starting date) and we’re all excited to meet you! It helps to get all the details out of the way first. So we’ve included all you need to know about what we do (company about us page link) and how we do it (links to company policies and staff guidelines).

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Now that’s out the way, let’s get to the fun stuff! Get to know us even better with a fun 5-minute quiz about the company (link) or check out the latest memes on our community chats page (link). 

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Have any questions? We use (name of communication hub) as our communications tool. It’s really easy to use, just follow this link (link) to get started. And when you’re ready, pop on over to our official onboarding channel (link) where you’ll find everything you need to get started.

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See you soon!

(Name and role of manager)

(Names and roles of key staff members)

The 'Remote Employee' Letter

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Hi there (employee’s first name),

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I’d like to welcome you to (company’s name). On behalf of everyone here at (company’s name), I hope you’ll find working with us an enriching experience! You’ll find everything you need to know to get started, here (link to onboarding materials). 

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I’ve sent an invitation link to your email address (employee’s email address) for our preferred communication platform (platform name). If you have any questions, feel free to send me a message. 

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And as a special welcome gift, we’ve sent you a package with some company swag and other goodies to help you settle in at (company’s name)! Send us a pic on (communication platform name) once you receive it.

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We’re all so excited to get to know our newest remote team member when you officially join us on ( starting date).  So please join us on Zoom (or whichever communication platform you’ll be using, and insert link) on (insert time) local time (if in different time zones) to meet the rest of the team.

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Chat soon,

(Name)

(Signature)

(Contact information)

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Final Thoughts 

Writing a good welcome letter to your new employee will help them ease into their new role comfortably. It’s also a great way to connect with your new hire while sharing your company values. Every new employee journey is unique, and we wish you luck with writing your employee welcome letter. 

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If you’re looking to put together a welcome kit to send along with your letter, we’ve got you covered. Check out PerkUp, the employee rewards platform that makes gifting a breeze. 

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Contact us to learn more or set up a demo!

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