Welcome Emails for New Hires: A Guide with Templates

Nov 6, 2023
Applicant Tracking, Applicant Tracking Systems, Blog, Employee Onboarding

Bringing a new hire onboard? It’s an exciting time, although it can also create a lot of extra work for all involved. Communication is one of the keys to ensuring a smooth and consistent process, and that often includes some digital messaging. Check out our guide to welcome emails for new hires with helpful templates you can incorporate into your own process.

What is a New Hire Welcome Email?

A new hire welcome email is a digital communication that prepares a new employee for their first day at work and future responsibilities. It serves as a virtual handshake, ensuring that a new hire feels welcome and excited about their new role. This message can also reduce some of the first-day jitters that often come with starting a new job.

The Purpose of a Welcome Email for a New Employee

A new hire welcome email can serve multiple purposes. In most cases, it exists to provide important information to a newcomer to the team, such as logistics around the first day of work and what to expect. A welcome email for a new employee can also support the onboarding process, maintaining a consistent line of communication.

It will set the tone for the overall experience of the new hire and may include introductions to team members and others who will be involved with the employee. Additionally, your welcome email can let others in the company know that the new person will be starting, their role, and expectations.

What to Include in a Welcome Email

Make sure your email includes the following items:

  • Position title and department
  • Start date
  • Shift times or working hours (if applicable)
  • Schedule for first day or week
  • Contact details for manager, HR rep, other relevant team members
  • Information about physical location, like parking space, what to wear/bring, etc. (if applicable)

9 Employee Welcome Email Templates

Need some inspiration? Here are nine templates to use for different situations, including remote vs. in-person new hires, casual vs. buttoned-up cultures, etc.

Welcome to the team template (in-person)

Dear team,

I’m excited to announce that [new hire’s name] will be joining our department as [title]. [Name] will start with us in the office on [first day] and report to [supervisor name]. [His/her] workstation will be located [outline location], so please stop by and say hi during the first week.

In this role, [name] will handle [list responsibilities]. This individual joins us with [number of years] of experience in our industry, including several years with [name of last company]. Please extend a heartfelt welcome to [name] in this new role and help [him/her] feel like part of the team!

Thank you,
[Your name]

Welcome to the team template (remote)

Dear team,

I’m excited to announce that [new hire’s name] will be joining our department as [title]. [Name] will start with us on [first day] and report to [supervisor name]. As a fully remote employee, [name] will be online during our normal business hours: [list hours and time zone].

In this role, [name] will handle [list responsibilities]. This individual joins us with [number of years] of experience in our industry, including several years with [name of last company]. Please send a quick note to extend a heartfelt welcome to [name] in this new role and help [him/her] feel like part of the team!

Thank you,
[Your name]

Introducing new hire to organization (in-person)

Hi everyone,

We’re pleased to announce the recent hiring of [new hire’s name], who will be joining our [department name] department as a [job title]. [Name]’s first day will be [date], and [he/she] will be working in the office alongside many members of the team.

Please take a few moments to stop by [his/her] workstation, located [outline location] to introduce yourself and welcome [him/her] to our organization. We look forward to continuing our success as a team.

Sincerely,
[Your name]

Introducing new hire to organization (remote)

Hi everyone,

We’re pleased to announce the recent hiring of [new hire’s name], who will be joining our [department name] department as a [job title]. [Name]’s first day will be [date], and [he/she] will be working remotely in the [time zone] time zone.

Please take a few moments to send a quick message to introduce yourself and welcome [him/her] to our organization. We look forward to continuing our success as a team.

Sincerely,
[Your name]

Background spotlight template

Hi team,

Let’s welcome our newest member: [new hire name]

[photo of new hire]

[Name] has worked in [industry] for [number of years] years and brings extensive knowledge to [his/her] role. [He/she] will be responsible for [list responsibilities] as part of our [dept. name] department.

[Name] also enjoys [input hobbies/interests]. We look forward to welcoming [him/her] to [company name] and hope you’ll join us in sending a quick message or stopping by [his/her] workstation to say hello.

Thank you,
[Your name]

First day logistics email template (in person)

Hello [new hire name],

We’re looking forward to your first day with [company name] and hope you are too! We’re confident you’ll be an excellent asset to the team and want to help you feel settled and ready to get started.

As discussed, your first day of work will be [date]. Please arrive to the office by [time], where [HR rep or manager name] will be available to greet you. Our office dress code is [outline dress code].

Upon arrival, check in with the receptionist and let her know you’re here to see [HR rep or manager name]. You’ll meet with [fill in first contact here] and get your [badge/key/card/etc.] [First contact name] will also show you around the office and introduce you to some of your team members.

We’ll have lunch together as a team, so plan to take some time on your first day to enjoy that. Feel free to contact me at [email address/phone number] with any questions. We look forward to seeing you on [date of first day].

Sincerely,
[Your name]

First day logistics email template (remote)

Hello [new hire name],

We’re looking forward to your first day with [company name] and hope you are too! We’re confident you’ll be an excellent asset to the team and want to help you feel settled and ready to get started.

As discussed, your first day of work will be [date]. Please arrive to the office by [time], where [HR rep or manager name] will be available to greet you. Our office dress code is [outline dress code].

Upon arrival, check in with the receptionist and let her know you’re here to see [HR rep or manager name]. You’ll meet with [fill in first contact here] and get your [badge/key/card/etc.] [First contact name] will also show you around the office and introduce you to some of your team members.

We’ll have lunch together as a team, so plan to take some time on your first day to enjoy that. Feel free to contact me at [email address/phone number] with any questions. We look forward to seeing you on [date of first day].

Sincerely,
[Your name]

First day agenda template (in person)

Dear [new hire name],

On behalf of [company name], I’d like to welcome you to the team! We look forward to the knowledge and expertise you will bring to the role.

As we discussed, your first day will be [date]. Please review the following agenda so you know what to expect on your first day of work.

On [date], please report to [office location] and check in with the receptionist. You’ll meet with [fill in first contact here] and get your [badge/key/card/etc.]

[First contact name] will also show you around the office and introduce you to some of your team members. Following this introduction, you can plan on the following schedule:

[Event 1: Date, time, location, description]

[Event 2: Date, time, location, description]

[Event 3: Date, time, location, description]

[Event 4: Date, time, location, description]

We understand that starting a new job can feel overwhelming, so we’re doing everything we can to help alleviate your stress and prepare you for what to expect. Please don’t hesitate to reach out if you have any questions. We look forward to seeing you on [date].

Sincerely,
[Your name]

First day agenda template (remote)

Dear [new hire name],

On behalf of [company name], I’d like to welcome you to the team! We look forward to the knowledge and expertise you will bring to the role.

As we discussed, your first day will be [date]. Please review the following agenda so you know what to expect on your first day of work.

On [date], please sign into [communication tool]. You’ll virtually meet with [first contact name] to get settled and up to speed on the plan for the day. You can also sign into your email account using the credentials provided to view your schedule.

[First contact name] will introduce you to some of your team members. Following this introduction, you can plan on the following schedule:

[Event 1: Date, time, location, description]

[Event 2: Date, time, location, description]

[Event 3: Date, time, location, description]

[Event 4: Date, time, location, description]

We understand that starting a new job can feel overwhelming, so we’re doing everything we can to help alleviate your stress and prepare you for what to expect. Please don’t hesitate to reach out if you have any questions. We look forward to interacting with you online on [date].

Sincerely,
[Your name]

Feel free to use these templates as you draft initial emails for new hires. Maintaining consistent and helpful communication is one of the best tools in the onboarding process.

You can also take advantage of the onboarding features built into ApplicantStack, an all-in-one recruiting platform that’s built for small businesses. With helpful templates, tools to text and email candidates, and other powerful features, this solution is perfect for any organization that needs to fill open roles.

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