Welcoming a new employee is more than just a formality. In fact, your official welcome sets the tone for their experience with your organization. A well-crafted letter can create a positive first impression, foster engagement, and help new hires feel valued from day one.
This guide to welcome letters includes three templates designed to help you appropriately greet and prepare new hires to join your company. We’ll also share how Mosey can lend a hand when it comes to business compliance.
Why Does a Welcome Letter Matter?
A thoughtful welcome email is an essential part of the onboarding process. Your welcome letter serves several important purposes and sets the tone for a successful and productive working relationship.
Building Connections
Letters help new hires feel excited and appreciated, reinforcing their decision to join your company. What’s more, the tone of your letter is an employee’s introduction to your company culture. The words you choose can tell employees what they can expect regarding workplace attitudes and communication styles.
Sharing Key Information
Your letter provides crucial details about their first day, such as where to go, what to bring, or how to log in to your systems. A well-crafted letter should contain information about where to find and how to use your company handbook. It should also direct new hires to resources that might be useful during their first week.
Reassuring New Hires
Letters clarify what to expect, easing employee apprehension about a new role. New hires know they have much to learn in the coming weeks, and showing them a clear path forward can reassure them that they’ll be supported as they grow and thrive at your company.
New hire letters aren’t technically required, but employers will find that their benefits more than justify the extra effort.
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What Are the Best Practices for Writing a Welcome Letter?
The details of your letter should be specific to your company and your new hire’s position. That said, there are a few things you should always keep in mind, such as personally welcoming every employee.
Be Personal
Use the employee’s name and reference their role to make the letter feel tailored to them. Letters that are too generic will read like they’re just a template. Even if your letter did come from a template, it helps to show employees that you took the time to customize the information you provided.
Be Informative
Include practical details about their start date, location, schedule, and point of contact. Let them know who to talk to if they have questions or concerns.
Set the Tone
Your writing style should align with your company culture, whether it’s formal, casual, or friendly. The tone of your letter will become the tone that your employees use to communicate with you. As such, set the right expectations.
Offer Support
Let the new hire know they’re not alone and that the team is eager to help them succeed. If possible, direct them to a website or resource with names and photos of important contacts. This can help them recognize who to communicate with on the first day of the job.
A letter doesn’t have to be lengthy to include a wealth of useful information. You can effectively summarize each point and direct employees elsewhere if they want to learn more. Your letter is merely an introduction — the real support comes later when the employee starts.
What Are Some Welcome Email Examples?
There are many ways to write a welcome email. When working from a template, consider who’s sending the email, the nature of the position, and the general tone of your workplace. These templates are simply a starting point.
Additionally, it’s a good idea to craft custom templates that reflect your company’s culture and unique circumstances. Consider tailoring the templates below to specific roles and departments.
Example 1: A Warm, Friendly Welcome to a Vibrant Culture
Subject Line: Welcome to [Company Name]!
Dear [Employee’s Name],
Welcome to the [Company Name] family! We’re thrilled to have you join us as our new [Job Title] on [Start Date]. Your skills and experiences are a fantastic fit for our team, and we can’t wait to see the impact you’ll make here.
On your first day, please arrive at [Office Location] by [Start Time]. Check in at the front desk, and they’ll direct you to our HR representative, [HR Contact Name], who will guide you through the onboarding process.
Here are a few things to keep in mind for your first day:
- Dress Code: [Business Casual/Casual/Specific Guidelines]
- Documents To Bring: [List of documents for payroll, ID, etc.]
- Point of Contact: [Supervisor Name and Contact Information]
We’ve planned a team lunch at [Time/Place] to introduce you to your colleagues and help you settle in. Feel free to ask questions, share your ideas, and get to know everyone.
Once again, welcome aboard! We’re excited about the journey ahead and are here to support you every step of the way.
Warm regards,
[Your Name]
[Your Position]
[Company Name]
Example 2: A Welcome Email for Remote Employees
Subject Line: Welcome to the Team, [Employee Name]!
Hi [Employee Name],
Welcome to [Company Name]! We’re excited you’re joining our team as a [Job Title]. Even though we’re a remote workforce, we have plenty of resources to make sure you feel connected and supported from day one.
Your first day is scheduled for [Start Date], and here’s what to expect:
- Start Time: [Insert Time, including time zone]
- Login Instructions: Please access our onboarding portal using the following credentials: [Insert Login Details]
- Introductory Meeting: You’ll meet your manager, [Manager’s Name], and the team during a video call at [Time].
Additionally, here are a few tools and resources you’ll need:
- Work Equipment: Your laptop and other equipment should arrive by [Date]. If there are any issues, contact [IT Contact Name] at [Email/Phone].
- Communication Tools: We use [Slack/Teams] for daily communication and [Zoom/Google Meet] for meetings.
If you have questions before your start date, don’t hesitate to reach out. We’re glad to have you on the team and look forward to collaborating with you!
Cheers,
[Your Name]
[Your Position]
[Company Name]
Example 3: Formal Welcome From CEO or Leadership
Subject Line: Welcome to [Company Name], [Employee Name]
Dear [Employee Name],
We would like to formally welcome you to [Company Name]. As you join us as our new [Job Title], I want to personally thank you for choosing to bring your talents and expertise to our team.
At [Company Name], we pride ourselves on fostering a culture of innovation, collaboration, and inclusivity. Your role as [Job Title] will be instrumental in helping us achieve our goals.
Please review this overview of your first week with [Company]:
- Orientation: [Details about the orientation program, location, or links]
- Team Introduction: [Details about meeting the team or joining team-building activities]
- Resources: We’ve prepared a welcome kit that includes everything you need to get started. You’ll receive it on [Date/Time].
If there’s one piece of advice I can share, it’s this: Don’t hesitate to ask questions, share ideas, and connect with your colleagues. We’re all here to support you and ensure your success.
I’m looking forward to seeing you thrive in your new role. Welcome aboard, and let’s make great things happen together.
Best regards,
[CEO’s Name]
[Title]
[Company Name]
What Should Accompany a New Employee Welcome Letter?
Pairing your welcome letter with other essential resources ensures a smooth onboarding process. If you haven’t already provided these resources to your new hire, consider sending them with their welcome letter as part of their onboarding package.
Documents for Signing
Providing necessary documents for signature saves time and ensures compliance with company policies. These documents might include tax forms, direct deposit authorizations, and non-disclosure agreements.
Including these upfront allows new employees to review and complete them at their own convenience, reducing delays on their first day. You should also include a checklist of required items they need to bring, such as identification for employment verification (e.g., I-9 forms in the U.S.).
If they can complete the formalities before their first day in the office, they can spend more time getting acclimated to their new environment and meeting the team they’ll be working with.
Maps or Video Tours
Including a map of the office or facility helps new employees familiarize themselves with key locations, such as their workstations, break rooms, restrooms, and emergency exits. A clearly labeled map is especially useful if your workplace has multiple floors or buildings.
Alternatively, a video tour they can watch before they arrive can ensure they feel comfortable in their surroundings. Your video tour can also introduce key people they’ll meet, like members of leadership or the HR team.
Employee Handbook
An employee handbook can be a valuable reference long after their first day. It outlines company policies, expectations, and benefits, clarifying everything from dress codes to vacation policies. Including the handbook with your welcome letter allows new employees to review these details in advance, ensuring they feel informed and confident about their role.
Together, these elements create a comprehensive onboarding experience that sets employees up for success from day one.
Welcome Your Employees With Help From Mosey
A thoughtful welcome letter ensures a new employee feels valued and prepared to start their journey at your organization. Whether your team is in-person, remote, or hybrid, these email examples can help you craft a message that sets the right tone.
Your employee handbook is an important part of the onboarding process. It should contain all the information you can’t succinctly fit into a letter, like benefits and company policies. Luckily, Employee Handbooks by Mosey can help with that.
With Employee Handbooks, you can launch a multi-state employee handbook in minutes. It has everything you need to make a fully compliant handbook in all 50 states—and automatically notifies you of policy updates as compliance laws change. Schedule a demo with Mosey today.
Read more from Mosey:
- HR Risk Management: 8 Types and How To Mitigate
- Employee Benefits Compliance: A Guide for Employers (2025)
- Labor Laws for Commission-Only Employees: 16 Common Questions
- HR Policies for Nonprofit Organizations and How They’re Different
- Fireable Offense 101: Navigating Immediate Terminations for HR
- Updating Employee Handbooks: An HR Guide to Policy Changes
