How to Write a New Employee Welcome Message (With Examples)

Once you’ve hired a new employee, welcoming them to the team is crucial. This initial communication should set a positive tone and prepare them for their first day in a hybrid or remote work environment.

In this article, we will discuss the key components of a welcome letter and provide examples to convey your enthusiasm for having new team members onboard.

Key Takeaways:

• Clearly articulate the purpose of the letter with a welcoming tone.

• Include essential information for the new employee, such as required documents and first-day expectations.

• Express genuine excitement to reassure new employees that they made the right choice and to facilitate a smooth transition.

What is a New Employee Welcome Message?

A new employee welcome message is a communication sent by an employer (hiring manager, direct supervisor, team member, etc.) to a new hire. This message forms one of the first impressions a new employee will have of the company, and a friendly, professional note will establish positive expectations of the work environment.

Companies can utilize templates that are easily customized to suit the needs of the department and the new hire’s position. This letter should ideally be sent after a person has accepted an offer but prior to their first day.

This letter serves several purposes:

• Confirming a new hire’s acceptance of the position.

• Ensuring the new hire feels valued.

• Providing essential information about what to expect on their first day.

Having all this information will boost your new employee’s preparedness and confidence, while also alleviating some of the burdens on hiring managers and HR personnel.

Welcome letters can also include onboarding paperwork, allowing the new employee to get a head start on administrative tasks before they arrive at the office.

Key Components of a Welcome Note to a New Employee

Welcome letters can vary widely in format and content. It’s beneficial to adopt a standardized approach that your company can implement for writing these letters. However, some objectives are universally applicable for crafting messages that help new employees feel at home on their first day.

1. A clear purpose. This is essentially a “step 0.” Before writing a welcome letter, identify the goals you want to meet. Always congratulate the employee and express enthusiasm about working together.

   Additionally, include essential information (more on that below). Consult with colleagues who will work closely with the new employee to gather input on necessary details to include.

2. An introduction. If you’re sending an email welcome message (which we recommend for easy incorporation of important links), make sure to include a subject line like “Congratulations on joining the team” or “Welcome aboard.”

   Introduce yourself, especially if you were not in contact with the new hire during the hiring process. While the new hire will have your email address if you’re emailing them, also provide any additional contact information they can use if they have questions or need assistance.

3. A welcoming tone. Unsurprisingly, a welcome letter should feel inviting. Use an engaging and upbeat tone to foster excitement about the new job. Show that you’re looking forward to having them on the team and possibly reiterate qualities that are essential to the company culture.

   If you’re writing to a new hire who will be a peer, express your excitement about working alongside them. It’s also helpful to include names and contact information for colleagues they will frequently interact with or train under, so they know where to turn for questions.

4. Key information. Some information is critical for an employee to feel comfortable on their first day. Essential inclusions might be:

   • Start date/time

   • Work hours

   • What to bring

   • Parking information

   • Arrival instructions

   • First-day schedule

   • Contact information

   You want the new hire to know precisely what to expect on their first day without overwhelming them. Consider sending a link to your company’s employee handbook, which might cover some of this information as well as additional details.

   Include any other important information, such as dress code, the names and positions of the new hire’s team members, the location of their workstation or break room, and any welcome events you have planned for them.

   If you’re writing a more detailed welcome letter, consider including a comprehensive orientation/onboarding schedule, a sample daily schedule, and links to onboarding forms and employee tools/resources, such as Slack or Google Docs.

5. Required documents. If specific documents are needed from the new employee on their first day, make that clear—things like bank account details, forms of ID, social security, onboarding documents, etc. You don’t want your new employee to face unnecessary hassle on their first day because you overlooked mentioning a specific form they needed to bring.

6. First-day expectations. Providing a schedule for your new employee’s first day will greatly put their mind at ease. They’ll know the exact structure of their day and can plan accordingly.

   Some of this information may be covered in the “key information” section, so use your judgment on whether to create a separate section outlining their first-day schedule or if all pertinent details are already included.

7. City information. This is especially relevant for new hires who have relocated to join your company. Providing insights about life in the city is a thoughtful gesture that can help them feel at home more quickly.

   You might even crowdsource this information from current employees. For instance, if you know the new hire has a dog, you can ask dog lovers in the office for recommendations on the best dog parks nearby. Information about local schools, childcare resources, restaurant recommendations, and nearby gyms can also be beneficial.

5 Examples of New Hire Welcome Messages

Every company has its own unique culture, so use these templates as a foundation. We’ve categorized them into “casual” and “professional,” and included sample letters for employees who have relocated. For an email message, choose a subject line that includes “congratulations” or “welcome” to set the right tone.

1. Casual Employee Welcome Message Example

   Subject line: Welcome to the team, Alex!

   Hi Alex!

   Welcome to our team! We are thrilled to have you at XYZ Corp. Your unique skills and experience will be a tremendous asset to our company, and we look forward to seeing your contributions.

   We haven’t met yet, so allow me to introduce myself. I’m Sara, your supervisor. Don’t hesitate to reach out with any questions during the onboarding process.

   Your first day is November 10 at 9 a.m. You can park in any unmarked spots in the parking lot. When you arrive, please check in with Phil at reception, who will provide you with your employee badge. I’ll meet you in the lobby for a quick office tour to introduce you to the team and help you settle into your workstation.

   Please bring two copies of ID for the onboarding paperwork. I’m also including the employee handbook, our Google Docs profile, and some onboarding documents for you to review. You’ll first meet with HR for new employee training, and afterward, we’ll discuss your daily responsibilities. I want to ensure you connect with the marketing department, as you’ll be closely collaborating with them.

   We have a casual dress code, so feel free to dress comfortably! Your new coworkers are excited to meet you, and if you have any questions during your transition, Bill and Ted are great resources to reach out to. You’ll have the chance to meet them on your first day to discuss any details about your new role.

   If you have any questions about your first day or anything else, please email me or call me at (555)-555-5555. We’re confident you’ll excel here, and we can’t wait to meet you on November 10.

   Best,
   Sara MacLaughlin
   Operations Manager

2. Professional Employee Welcome Message Example

   Subject line: Welcome to EasyFlow Solutions

   Dear Rebecca,

   Welcome to EasyFlow Solutions! We are excited to have you onboard and look forward to meeting you on your first day, Monday, November 9. Our business hours are from 9 a.m. to 5 p.m., Monday through Friday. For your first day, we’d like you to arrive at 8:15 a.m. for a brief office tour before your training begins.

   While we met during your interview, let me reintroduce myself. I’m David Young, your HR representative. Feel free to reach out with questions about HR or our onboarding process. I can also connect you with colleagues if you have any work-related inquiries.

   Please park in our parking lot, avoiding reserved spots. Upon arrival, check in with Ann at reception, who will have your security badge ready and will call me down to greet you.

   Here’s your first-day schedule:

   8:15 a.m. – 9 a.m.: Office tour
   9 a.m. – 10:30 a.m.: Orientation with HR head, Tom Banks
   10:30 a.m. – 11:30 a.m.: Team lunch in the conference room
   12 p.m. – 1 p.m.: Internal systems orientation with IT head, Selena Garcia
   1:30 p.m. – 2:30 p.m.: Meeting with Marketing and IT departments
   2:30 p.m. – 5:00 p.m.: Training with team members Sara Hutchins and Tom Bilford

   Please remember to bring documentation for your I-9 and bank information for payroll setup. Our dress code is business casual.

   Welcome to the team! We eagerly anticipate meeting you on November 9.

   Sincerely,
   David Young
   Head of Human Resources

3. Casual Relocated Employee Welcome Message Example

   Subject line: Welcome to Seattle and TYVM Inc.

   Hi Tim!

   Congratulations, and welcome to the TYVM Inc. family! We’re excited to have someone with your unique skills and experience join our team.

   Although we haven’t met yet, let me introduce myself. I’m Karen Green, your team manager. Please reach out if you have any questions about onboarding or the job.

   We also want to welcome you to Seattle! Our team has prepared a list of resources to help you settle in, which is attached below. We have a strong love for Thai food, so expect plenty of recommendations! We also heard about your dog (who we hope can visit the office), so we’ve included the best dog parks in the area.

   Your start date is Monday, December 7. We offer flexible hours, allowing employees to start between 7 a.m.-9 a.m. and finish between 3 p.m.-5 p.m., but please arrive at 8 a.m. on your first day. We share a parking lot with Hadley Corp., so please park in one of the TYVM Inc. spots. Check in with Tim at reception, who will provide your security badge. I will meet you in the lobby, give you a quick office tour, introduce you to some team members, and help you get settled at your workstation.

   I’ve linked our employee handbook and some useful onboarding information for you to review at your convenience. After the office tour, you’ll spend some time with our HR head, Suzie. Please bring two forms of ID and your bank information to complete the paperwork quickly. Afterward, we’ll have a team lunch at Cujinos so you can meet the team. Following lunch, you’ll meet with Tim Burke from IT to set up our internal systems.

   You’ll notice we have a casual dress code, so dress comfortably (but no pajamas during client meetings!). Everyone on the team is looking forward to meeting you, and we’ve assigned Bill Parsons as your mentor. He’s an excellent resource as you settle in.

   If you have any questions about your first day or anything else, please email me or call me at (555)-555-5555. We’re confident you’ll excel, and we’re all excited to meet you on December 7.

   Best,
   Karen Green
   Team Manager

4. Professional Relocated Employee Welcome Message Example

   Subject line: Congratulations on your new position at XYZ Organization

   Dear Phillip,

   Welcome to XYZ Organization! We are thrilled to have you join our team. Your background will be invaluable as we tackle our upcoming quarterly projects. Your start date is Monday, February 15. Our hours are from 8 a.m. to 6 p.m., but we’d like you to arrive at 7:30 a.m. for an office tour.

   While we haven’t met yet, I’m Jennifer Court, your direct manager. Please reach out with any questions about the job or the onboarding process.

   I’d like to welcome you to Miami too! We’ve created a resource guide for newly relocated employees, which is attached. It includes information about local schools, daycare centers, fitness facilities, restaurants, parks, and neighborhoods.

   When you arrive, please park in any spots marked XYZ Organization. Upon entering, check in with our receptionist, Lily. One of your teammates, Ann Berger, will greet you and give you a tour of the office.

   Here’s your first-day schedule:

   7:30 a.m. – 8 a.m.: Office tour
   8 a.m. – 10 a.m.: Meeting with HR department head, Alex Smith
   10 a.m. – 12:00 p.m.: Job orientation with me, Jennifer Court
   12:00 p.m. – 1 p.m.: Team lunch at a local restaurant (TBD)
   1 p.m. – 2 p.m.: Internal systems orientation with IT department head, Bill Kye
   2 p.m. – 3 p.m.: Meeting with Sales Department
   3 p.m. – 5:00 p.m.: Training with team members Ann Berger and John Fetch

   Our dress code is business casual. Please bring two forms of identification and other documentation for your I-9.

   Welcome to XYZ Organization! We look forward to meeting you on February 15.

   Sincerely,
   Jennifer Court

5. Short Welcome Message for New Employee Example

   Subject line: Welcome aboard!

   Dear Arya,

   Welcome to the JT Inc. family! I enjoyed our conversation last week, and everyone is excited to have you join our sales team on Monday, October 26. We typically offer a flexible schedule, but please arrive at 8:30 a.m. on your first day.

   We also ask that you bring some completed onboarding documentation (attached below) and two forms of ID to expedite the HR process.

   You can use any available parking outside our building. Upon arrival, check in with Tim in the reception area. He’ll provide you with your company ID and show you to your workspace. After that, I’ll take you on an office tour, and you’ll meet Jaime in HR. Once you finish with HR, we’ll have lunch with the team and begin your job training.

   I’ll be working closely with you for the first couple of weeks, so feel free to reach out via email or call me at (987)-654-3210 if you have any questions. Your new teammates, Courtney and Colton, are also friendly and eager to help, so don’t hesitate to reach out to them too.

   We’re all looking forward to meeting you, and we’re confident you’ll be a great fit here at JT Inc. Welcome aboard!

   Best,
   Howard Paul

New Employee Welcome Note FAQ

1. What is another way to say, “Welcome to the team”?

   Another way to say, “Welcome to the team,” is, “Welcome aboard.” You can also simply say, “Welcome to [Company Name]” or “We’re so glad you’re joining the team.”

2. How do you write a short welcome message?

   A short welcome message should greet and welcome the recipient, followed by brief information necessary for their first day. This typically includes their start time and date, required documentation, and where to go upon arrival.

   Include your contact information and any relevant contacts that would be helpful for them. Close with an invitation to reach out and another note of welcome, then sign off.

3. What are some welcoming words?

   Some welcoming phrases include:

   • We’re glad to have you

   • We’re looking forward to having you

   • We’re thrilled to have you

   • We’re excited that you’re joining our team

   • Welcome to the team

   • Welcome aboard

References

1. State of Vermont Department of Human Resources – Welcome/New Employee

Author

Matthew Zane

Matthew Zane is the lead editor of Zippia's How To Get A Job Guides. He is a teacher, writer, and world-traveler that wants to help people at every stage of the career life cycle. He completed his masters in American Literature from Trinity College Dublin and BA in English from the University of Connecticut.