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Welcome Letter

How to Write an Effective and Professional Welcome Email

A welcome letter is an ideal way to make a new employee feel more confident before they even start their job and to show that you care for your new hires and that you’re happy to have them on board. The basic aim of these letters is to welcome your new employee to your company and send them all necessary details for a smooth start.  Writing and sending a welcome letter to a new employee is an important step in creating an effective on-boarding process. The employee ‘s manager will generally email them to the new employees.

What to Include in Your Welcome Letter

As a manager, your welcome letter should offer a warm welcome to the company and provide some elements in which new employees will feel a personal connection to the company on their first day and start with a great employee experience.

A Warm Welcome: It may seem obvious but make sure you actually welcome your new hire in the email. Use this email to introduce the company’s culture. Let your new hire know that you are excited for them to join the team.

A Warm Welcome: It might seem obvious, but make sure that your new hires are actually welcomed in the email. Use this email to introduce the culture of the business and let your new employees know that you’re excited to have them in the team.

Reason for Hiring: Recognize some specific reasons why you hired them. Mention their previous experience, qualifications or any specific thing that you observed during the interview that made you decide to offer them the job. This will personalize the letter, showing your new recruits that their unique talents and expertise is what you’re really excited about.

Start Date: This is the easiest part of your email. Note the start date of your new hires, or the location they’d have to go if necessary.

Their Manager or Contact: Introduce them to whom they’ll be reporting to. Sometimes because of introduction day or some training sessions you might need to connect them to their contact person for the first day.

The Day 1 Expectation: Some of the welcome emails might include an hour-by-hour orientation schedule, depending on the industry or onboarding process. Others only offer a quick summary of the schedule for Day 1. Either way the new hires will appreciate an overview.

Additional Information: And finally mention any additional hints and information you believe is needed for the new recruits to be aware of beforehand.

Introduce Them to the Team

Another style of welcoming your new hire is to introduce them to their team instead of writing directly to the employee. This is especially useful if teamwork and teammate connections is a necessity of the job or if you are expecting some resistance in the team. This type of welcome email is much less formal but the content is basically the same as the direct welcome letter but it’s a good idea to skip the last 3 sections ( their manager, expectations of day 1 and additional information) and instead propose a lunch with team and provide those information in a much more friendly environment.

Samples of Different Types of Welcome Letter

Direct Welcome Letter

Dear [employee name],

Congratulations, and welcome onboard.

You were our final selection of [number of applicants for the position] applicants. We were chosen because you are indeed amazing and we think a complete match and fit in with us. Now we can challenge the status quo stronger than ever together.

You were our final selection of [number of applicants for the position] applicants. We were chosen because you are indeed amazing and we think a complete match and fit in with us. Now we can challenge the status quo stronger than ever together.

Looking forward to seeing you on [start date] at

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