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How To Write A Great Welcome Letter To New Employees in 2024: Explained With Pre-maid Templates

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Crafting a welcome letter for each new hire can be daunting. Although it may seem simple at first, there are subtle nuances to consider. Such as ensuring the message is brief and clear, maintaining a professional tone, and offering all the information the new hire will require.

The process becomes even more challenging if your company is scaling up and plans to hire a large number of candidates.

If this sounds familiar, you are at the right place. With our ready-to-use templates, sending a welcome letter to new employee will be a piece of cake for you. Plus, it will save you a lot of time and effort so that you can focus on more important tasks, such as onboarding tasks.

Importance of drafting great new employee welcome letters


Writing a welcome letter to new employees is so simple that it often goes underutilized. It can help you-

1. Set expectations:

It can help your new employees set their expectations by providing an overview of their first few days at the new office.

2. Foster engagement:

A well-crafted email or letter welcoming new employees can help create a sense of belonging and let them know they are valued and appreciated. Thus striking the right cord for engagement.

3. Provide important information:

A welcome letter is a great way to provide new staff with all the information they need to get started. Such as contact details, the location of the office, and details about parking or transportation. Or you can create a digital business card and add a QR code containing all these details so that they can easily scan and access. This can help make their first day on the job less stressful and help them feel more prepared and confident.

4. Establish a positive first impression:

A welcome email is an ideal way to make a great first impression on new staff. It sets the tone for the new relationship and their time with the company.

5. Form connection:

A well-crafted onboarding welcome letter to new employees can help set a positive tone for the employee's first days. It can make them connect with the company even before they set foot inside the door.

How to write a letter to welcome a new employee?

Wondering how to write a great welcome email for your new hires?

Here are a few things you need to consider-


Your welcome letter for new employees will be the opening salvo of their onboarding process. Thus, ideally, the letter should be sent between the time they accept their offer and their first day on the job.


Your new hires definitely won’t like to receive a welcome email that sounds like it was sent by a robot. Make your tone more compassionate, warm, and welcoming. It should reflect what it's like to work at your company and get them excited about the new role.


Start off on the right foot by deciding on a tone. It can be casual or formal, depending on your preferences. However, make sure that the tone reflects how internal teams communicate on a daily basis within the organization.

Break your email welcoming new employees into chunks of text, subheadings, bullets, and highlight important parts in bold.

What to include in a new employee welcome letter?

Make sure your welcome letter to new hires has all the necessary information they would require. Here is a list of essential information to include in your welcome to the team email:

  • A reminder of the start date and time
  • Onboarding Schedule
  • First-day schedule
  • Welcome events (i.e., lunch)
  • Work hours and break timings
  • Where to find their workstation
  • What to bring (e.g., ID, social security card, paperwork)
  • Dress code
  • Office address and any special instructions for checking in
  • Parking and commuter information
  • Contact information

You can also include an introduction to the team, a brief explanation of the team’s goals, company culture, and a list of resources available in your welcome letter to new employees. It will help the new recruits get settled in the new role.

Sample welcome letter to new employees on the first day

Want to craft the perfect welcome letter for your new hire?

Here are some ready-to-use new employee welcome letter templates for you. Feel free to customize them as per your need and find creative ways to say welcome to new hires.

Simple welcome letter to new employee from HR


Subject: Welcome to [Company Name], [Employee Name]!

Dear/Hi [Employee Name],

We are delighted to welcome you to the [Company Name] team. I am sure that your skills and experiences will be a great asset to the company.

At [Company Name], we strive to create an environment that is both motivating and fun. We aim to ensure you feel comfortable and supported as you begin this new chapter with us.

As discussed, you will start your position as a [insert role] on [month and day]. Our regular work hours are 9 AM to 6 PM. But on your first day, make sure to arrive by 9:30 AM at [office address] and wear business casual [or your preferred dress code].

Upon arrival, check-in at the front desk with [Name of receptionist]. [He/she] will show your workstation and take you to the room where your onboarding session will take place.

This is what your first day at [Company name] will look like:

  • 10 AM-11 AM: Office tour and team meet-and-greet with [Name]
  • 11AM-NOON: Orientation with HR manager [Name]
  • 12 PM -1 PM: Lunch break. (grab your free welcome lunch at the canteen)
  • 1 PM-1.30 PM: Onboarding training session with [Team/person’s Name]
  • 2.30 PM-5 PM: Time for paperwork and other HR essentials.

We encourage you to go through the attached documents to get an overview of the business, its functioning, and our company culture.

If you have any additional queries, feel free to email us at [email id] or call us at [phone number].

Looking forward to seeing you soon. I am confident that you will make great contributions to our team.

[Your Name]
HR Manager at [Company name]

Related: 40 Simple Yet Awesome Welcome Messages for New Employees

Welcome letter to new employee template for remote your remote hires


Subject: Welcome to [Company name]!

Hi [New employee name],

Welcome aboard. We’re thrilled and honored to have someone with your skills and expertise on our team.

As discussed, your start date will be [insert start date], and we’d like you to be online at [insert time].

Here is what your first day at [Company name] would look like-

  • 10 AM-11 AM: Orientation with HR manager [Name]
  • 11AM-NOON: 1:1 with your team lead [Name]
  • 1 PM-1.30 PM: Onboarding training session with [Team/person’s Name]
  • 1:30 PM-2:00 PM: Virtual meet-and-greet with your team
  • 2 PM-5 PM: Time for paperwork and other HR essentials

(Please note: You’ll find meeting links in your calendar invites)

We use [communication tools] for all our international communication. I certainly recommend you sign in before your first day. Here’s the invitation link- [link]

Don’t worry! I will send you a form to ensure you have access to all the equipment you need. In the meantime, please read the attached documents to learn about how we operate, the values we believe in, and our corporate culture.

We understand that remote working might feel overwhelming at times. But we’re here for you! Don’t hesitate to reach out if you have any questions or concerns.

Cheers to the start of a new adventure!

[Your Name]
HR Manager at [Company name]

Welcome letter to new employee from manager


Subject: Congrats on the new job [New employee name].

Hi [New employee name],

I’d like to offer you a warm welcome from the whole team. I am sure you will do an amazing job as a [role], and I can’t wait to see what you accomplish.

On your first day, please report to [HR Manager] at [office address]. They will provide you with the necessary documents and information about the company.

On your first day at [Company name], we want to ensure that you are properly set up, have filled out the right paperwork, and have the information you need to get started.

Here I have answered a few questions you probably have before hitting the ground [Company name]-

  • Where’s the office? [ Enter your office address with google maps location]
  • When should I reach the office? [ insert the timing]
  • How long are the typical working hours? Our usual work hours are 9 AM to 6 PM.
  • What should I wear? [your dress code]
  • What if I get stuck or can’t find the location? In such case, please give a call to our front desk assistant [Name] at [phone number].
  • What about parking facilities? In case you come by your own vehicle, please park it on any unmarked spot for Day 1.

At [company name], we like to make work fun. Our culture focuses on trust, collaboration, and teamwork. We encourage every team member to reach their full potential. In return, all we ask from you is to give your best to the team.

If you have any other questions or concerns, you can reach out to me at [email address] or call me at [phone number].

Thrilled to have you on board!

[Your Name]
[Team name]Manager at [Company name]

Casual welcome to our team letter from colleagues or team members


Subject: Welcome to the team!

Dear [New Employee],

A hearty welcome to you as the newest addition to our team! We’re excited to have you on board and can’t wait to see the great work you’ll do.

A little bit about us: We’re a group of hardworking, dedicated individuals who are passionate about [insert company mission/industry]. We’re a tight-knit team, and we’re always looking for ways to improve and make things better for our clients.

To help you get settled in, we’ve scheduled an orientation on your first day with us at [insert time]. We’ll go over all the important information you need to know about the company and the team, and you’ll have a chance to meet everyone.

In the meantime, if you have any questions or concerns, please don’t hesitate to reach out to any of us.

Once again, welcome to the team! We are looking forward to getting to know you better and having you become a part of the team.

P. S: Be sure to check out our company slack channel and other company resources before setting off on this new adventure.

[Your Name]
[Team name]

Sample Welcome Letter to New Employee from HR


Subject: Congratulations [Name] and welcome aboard!

Hi, [Name],

We are thrilled to have you on board with us and look forward to the knowledge and skills you bring to our organization.

As discussed, your journey with [Company name] family will start on [date, month]. Please arrive at the office by 10 AM.

To help you transition smoothly into your new role, we have planned your first day. ( You can find more details in the attached document.)

Your day will start with an orientation session at [time], followed by a meeting with your immediate manager and other team members. This will be an opportunity for you to get to learn more about our company culture, benefits, responsibilities, and expectations.

At [time], [Name] will give you a tour of the office and help you settle in your workstation. Our team will be there to help you set up your equipment, software, and other essentials.

You will be receiving an email with the details and location of our office. You will also be provided with information about IT access, like email and remote access for work.

Please don’t hesitate to contact me at [email id] if you have any questions or need help with anything.

Once again, welcome to the team. We look forward to your contributions to our shared efforts and success.

[Your Name]
HR representative [Company Name]

Key Takeaways:

Welcome letters or emails are a great way to help your new hires navigate and understand your company culture, values, and how they fit into it. It gives your new team member a chance to better understand how you operate before they even set foot in the office.

Our onboarding sample welcome letter to new employee templates can help you do just that. Rather than drafting a new email for each new hire, simply customize a template with the new hire’s name and other relevant details.

What an easy way to streamline the process of onboarding new hires, right?

Frequently Asked Questions (FAQ):


1. How do you write a new employee welcome letter?

Craft a welcome letter that expresses your excitement to have the new member on board. Extend them a warm welcome and include all the necessary information and resources in the email. You can use a pre-made new employee onboarding email template to save time and sound more professional.

2. What do you write in a welcome letter?

Start with making a list of information you want to include in your welcome letter. Once you have the list ready, customize a pre-made new employee welcome letter template of your choice.

3. How do you welcome a new employee to a team?

You can welcome a new employee to a team in several ways. You can start off by sending them a welcome email. You can send them personalized welcome kits, introduce them to other team members, or welcome them with a social media post.

4. How do you make an employee feel welcome on their first day?

You can make an employee feel welcome on their first day by having a designated person (such as an HR manager or work buddy) greet the employee when they arrive and provide them with a tour of the office. Offering a welcome breakfast or lunch with the team can also help. It will help the employee interact with their colleagues and make them feel part of the team.

This article is written by Sweta, a content marketer at Vantage Circle. Sweta loves and savors every second of communicating with the audience through her writing. Besides writing, she is also a certified teacher who loves learning new things and applying them in her life. For any related queries, contact editor@vantagecircle.com.

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