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A valuable aspect of creating a pleasant workspace culture is making your new employees feel comfortable and welcomed. After all, every new hire wants to be the center of attention.
You don’t need to blow horns to greet your new team members with a bang every time. A nice welcome email or even a welcome to the team kit could be a great start, too.
A welcome email is the first step in the onboarding process and can greatly facilitate new hire retention. You can use it to thank your employees for joining your company, help them prepare for their first day, and introduce them to the whole team. That way, you’ll avoid confusion and create a pleasant onboarding experience.
In today’s blog post, we’ll provide 13 welcome to the team email templates for different scenarios to help you greet your new colleagues.
How to welcome new employee to the team via email?
Similar to traditional marketing welcome emails, a new employee introduction email should make a great first impression. It should have a subdued tone and the language you use should sound friendly and accepting. Moreover, the email should include the necessary information for the new hire and current employees. Here are some techniques you can use to craft an effective welcome email.
- Remember the purpose. The objective of the welcome letter is to convey acceptance to the new team members and build a foundation for a lasting relationship. You can achieve this by including a simple note congratulating the newcomer and expressing your delight in having them in your company. It’s also recommended to end the correspondence by urging other employees to support a smooth onboarding process.
- Introduce the new hire. Including their name and current position won’t be enough. A brief introduction with information about their prior employment, expertise, and interests will help other team members understand their role slightly better.
- Introduce the company. The onboarding process will be less nerve-wracking for the new employees if they’re informed about the company culture and social norms present within the team. For example, at Mailtrap and Railsware in general, it’s a bad practice to provide feedback in a critical manner. The feedback should always be comprised of positives and negatives, and ideally provide suggestions on improvements. Such policies and practices should be explained before the first day to avoid any misunderstandings. And a welcome email is a great place for that. That brings us to our next point.
- Include links to additional information and resources. You can’t possibly fit everything into a single email. So, you can either create a series of welcome and onboarding emails or mention each point briefly and guide your new employees to helpful resources.
- Highlight your company’s communication avenue. This could be email addresses of the responsibles, coordinators, and managers or specific Slack (or any other messaging platform you use) channels. Alternatively, you can Cc other members of the team and encourage them to join you in the greeting. By doing so, you’ll close the communication gap and the new employee will know whom to contact should they need any assistance. You’ll also keep the entire team in the loop and prepare them for possible inquiries.
- Use email management software. This could be an email marketing platform you use for your campaigns or a separate tool dedicated to all the hiring processes. Either way, email management software will help you create, modify, share, and store sample welcome emails in one place. You’ll also be able to automate the processes to ensure you don’t forget to greet any team members.
What to include in the new employee welcome email?
Before we move on to the specific templates, let’s see what information should be included in the email samples:
- New hire’s position and department
- Start date
- Working hours (if applicable)
- First-week or first-day schedule
- Contact information for human resources and team members/managers
- Links to the employee handbook (or an attachment)
- Onboarding checklist (if you have one)
- Information for commuters and drivers
- Information about parking space and its availability
- Information about public transportation
- What to pack
- Necessary documents such as a social security card, ID, etc.
- Essentials such as lunch, water bottle, notepad, mug, etc.
- The office address and opening hours if you practice a flexible working schedule
- Note: You can skip the last three points if your business is remote-friendly.
- Anything else that you’d want the new employee to know before their first day
9 Welcome to the team email templates for non-remote employees
Let’s now take a look at some great employee welcome email templates.
Employee introduction email template
Dear [department name] team:
I'm very pleased to announce that [new employee(s) name] will join [department name] as [job title]. [New employee name(s)] will begin their journey with us on [day, month, year] and report to [name of manager].
As [job title], [new employee name(s)]'s responsibilities will include [information about what they will be doing]. [X and Y] will report to [employee name].
[Employee name] comes to us with more than [X] years of experience, having served [information about recent relevant employment background]. They have expertise in [information about professional experience] and recent accomplishments have included [an example or two from professional experience that illustrates expertise.]
[Employee name] received a bachelor's degree in [discipline] from [institution name] and a master's degree in [discipline] from [institution].
Please join me in extending a heartfelt welcome to [new employee’s first name] as they begin their journey at [company name].
*To help you recognize [the employee's name] when they arrive, I've attached their photo.
Thank you,
[Supervisor Name]New hire background spotlight
Hello Everyone,
Please, let’s welcome the new member of our organization:
[New employee name(s)]
[New employee photo]
[New employee name(s)] has been a part of the [name] industry for the past [X] years and has worked with prominent brands such as [names]. It is my great pleasure to announce that they will be joining us in the capacity of [designation] in the [name] department.
Apart from work, [new employee name] is also an avid reader [or any other hobby]. [He/She] is also a volunteer at [the name of the organization, if applicable] and is a strong believer in [the cause].
We believe that [new employee name] would be an indispensable addition to the [company/team name] family. Do drop by and welcome them to the team.
Thank you,
[Supervisor Name]Introducing new team member to the whole staff
To All Staff Members,
[New employee name(s)] will join [company name] to fill our open position in [insert department]. Their first day will be [insert date].
[New employee name] has worked for several years in the [insert industry], and we are delighted to welcome them to the [insert company name] team. If you see [new employee name(s)] around the office, ensure you extend them a warm welcome.
[New employee name] will participate in employee onboarding activities for their first few weeks on the job.
[New employee name] will work closely with [insert co-worker name], who will serve as their official mentor. You will find them in our [department name] on the [X] floor. Take a moment to stop by and welcome them to the company.
[New employee name] is a seasoned traveler and amateur photographer with plenty of stories to share. You can contact them at [extension number] or [insert email address].
Thank you,
[Supervisor Name]New hire’s first-day letter template
Good Morning, [new employee name(s)]
We’re excited to welcome you to the team! We think you’ll be a great asset to [company name] and want to make sure you get settled in as smoothly as possible.
As discussed, your first day will be [date]. Please arrive by [time] and wear whatever’s comfortable, as we’re business casual [or whatever your dress code is].
When you arrive, please check in with [name of receptionist or first contact] to get your security badge. I’ll meet you at [the lobby, etc.] and show you to your workstation. I’ll show you where everything is and introduce you to your new colleagues.
We’ll take it easy on the first day, get you all set up, and then take a team lunch. Please let me know if you have any dietary restrictions. After that, you’ll get a chance to meet with [managers, HR managers, etc.].
Please take some time to start the process before your first day by logging into the [website(s) for administrative tasks]. [Name of HR manager] will help you finish this process when you arrive.
Feel free to contact me at [number, email address, etc.] if you have any questions before you start. We’re thrilled to have you join us!
Thank you,
[Supervisor Name]Welcome events template
Dear [New Employee Name],
On behalf of the entire team here at [Company Name], I would like to extend a warm welcome to our company! As a [your position], I am excited to have you join our team, and I hope you are equally enthusiastic about your new role.
To help you get settled in and become acquainted with our company culture, we have planned a series of welcome events for you. These events are designed to help you meet your colleagues, learn more about our company values and goals, and get familiar with your job responsibilities.
Here are the details of the events:
[Event 1: Date, Time, Location, and Description]
[Event 2: Date, Time, Location, and Description]
[Event 3: Date, Time, Location, and Description]
Please mark these events on your calendar, as we believe they will be beneficial to you in many ways. Though the attendance isn’t mandatory, we highly encourage you to participate in as many events as possible.
We understand that starting a new job can be overwhelming, but please rest assured that we are here to support you every step of the way. Should you have any questions or concerns, please do not hesitate to reach out to your team members or myself.
Once again, welcome aboard, and we look forward to seeing you soon!
Best regards,
[Supervisor Name]A simple introduction letter
Dear All,
I’m pleased to announce that [new employee name(s)] will join [company name] for the position of [position name].
They come to us from [company name], where they led [department, team, scope] drove many impactful [highlights of the new employee’s previous results].
As an employee of [company name], we want you to know that your career aspirations and development are super important to us.
We are not just being “nice.” We truly understand that your job satisfaction contributes to [company name] increased productivity and the level of job quality that the department expects.
During this week, [new employee name(s)] will be seeking input from each of you to gain clarity as to our culture. Aside from that, they have their packaged plan; with your help, they are likely to get into the game faster.
Please join me in welcoming [new employee name] to the [company name].
Thank you,
[Supervisor Name]Assigning teammates to new hires
Dear [New employee name],
I am thrilled to welcome you to our team here at [Company Name]!
We believe that our success is driven by the talent and dedication of our employees, and we are confident that you will make a valuable contribution to our team. As part of our company culture, we strive to create an environment where every employee feels supported and empowered to reach their full potential.
As you start your journey with us, I would like to introduce you to your team members who will be working alongside you to achieve our company goals. They are:
[Team Member 1 Name and Position] [contact details]
[Team Member 2 Name and Position] [contact details]
[Team Member 3 Name and Position] [contact details]
These individuals are highly skilled and experienced professionals who are passionate about what they do. They will be happy to answer any questions you may have and help you settle into your role.
We have a lot of exciting projects in the pipeline, and we are confident that you will find your work here both challenging and rewarding. I look forward to seeing your contributions to our team and the company.
Again, welcome to [Company Name], and please do not hesitate to reach out to me or your team members if you need any support.
Best regards,
[Supervisor Name]Company culture email template for new employee
Dear [New employee name(s)]
We are excited to have you on board and can’t wait to meet you in person! But before that, I would like to introduce you to our culture.
[Company Name] has been specializing in the field of [enter field name] for [years]. We are built upon [insert values and purpose]. [Company Name] has designed various initiatives to create a positive company culture for everyone. We have also introduced several opportunities for employees to improve their skills. For example, [list examples].
We’re glad to have you as a part of our team and can’t wait to grow together.
If you have any questions, feel free to write back.
Thank you,
[Supervisor Name]How to settle in
Dear [New employee name(s)],
You’ve successfully completed the paperwork, [new employee name(s)]! We are excited to have you as a part of [Company Name] and look forward to meeting you.
You can join the office on [date] at [time]. We work from Monday to Friday, from 9 a.m. to 5 p.m. Our team will show you around your workstation and help you settle in on your first day. You can view the employee handbook attached to this email.
You can park anywhere in the parking lot. Please check in with the receptionist, and she will lead you to the lobby. [Name] will greet you in the lobby. After the office tour, our team will help you set up your computer and online accounts. After lunch, you will have a team introduction and begin training with your mentor, [Name].
In case of any questions before your first day, you can email or call [email/number]
Thank you,
[Supervisor Name]4 Welcome to team email templates for remote/hybrid workspaces
Now, let’s see what new employee welcome email templates will look like for remote/hybrid offices.
Remote employee welcome email
Dear [New employee name(s)],
On behalf of [Company Name], I would like to extend a warm welcome to our team! We are excited to have you on board and look forward to working with you.
As a remote employee, we know that you may have some unique needs and challenges, and we want to make sure that you feel supported from the start. Here are a few things you can expect as a remote employee:
[Insert information on communication tools, work hours, the onboarding process, etc.]
If you have any questions or concerns, please don't hesitate to reach out to me or our HR team. Once again, welcome to the team, and we can't wait to see all that you accomplish with us!
Best regards,
[Supervisor Name]Hybrid employee welcome email
Dear [New employee name(s)],
We are thrilled to welcome you to the team at [Company Name]! As a hybrid employee, you’ll work from home 4 days a week and join us at the office for a day, and we want to ensure that you have a smooth transition.
Here are a few things you can expect as a hybrid employee:
[Insert information on office logistics, communication tools, work hours, onboarding process, etc.]
We want to make sure that you feel comfortable and supported, whether you're in the office or working remotely. If you have any questions or concerns, please don't hesitate to reach out to me or our HR team. Once again, welcome to the team, and we can't wait to see all that you accomplish with us!
Best regards,
[Supervisor Name]Welcome to the project team template for a remote employee
Dear [New employee name(s)],
Welcome to the [Project Name] team at [Company Name]! We are thrilled to have you on board and can't wait to see the impact you will make in your new role.
As a remote employee, we know that you may have some unique needs and challenges, and we want to make sure that you feel supported from the start. Here are a few things you can expect as a remote employee in our team:
[Insert information on communication tools, team structure, project management tools, etc.]
If you have any questions or concerns, please don't hesitate to reach out to me or our team members. We're excited to work with you and see all that we can accomplish together!
Best regards,
[Supervisor Name]Welcome to the specific team template for a hybrid employee
Dear [New employee name(s)],
We are thrilled to welcome you to the [Team Name] team at [Company Name]! Most of our team members are hybrid employees just like you and they will help you transition smoothly from working from home to joining the office.
Here are a few things you can expect as a hybrid employee on our team:
[Insert information on office logistics, communication tools, team structure, project management tools, etc.]
We want to make sure that you feel comfortable and supported, whether you're in the office or working remotely. If you have any questions or concerns, please don't hesitate to reach out to me or our team members. We're excited to work with you and see all that we can accomplish together!
Best regards,
[Supervisor Name]Tips for creating and sending a great welcome message
The following tips will help you create and send welcome messages that make new employees feel appreciated and help them become part of the team smoothly:
- Pay attention to timing: a welcome or new employee announcement emails should be sent after the new hire accepts the job offer and before their start date. Sending them too early or too late will disrupt your onboarding processes;
- Personalization is key: It’s important to make the new employee feel valued and appreciated. One way to do this is to use their name in the email subject line and the email’s opening sentence. Mention their role and department in the email, and consider including a personalized message from their manager or team leader. By personalizing the email, you can make it feel more thoughtful and tailored to the new employee’s needs.
- Keep the design and structure simple: A clean and easy-to-read email design can go a long way. Avoid using too many colors or images, and stick to a simple structure that is easy to follow. Use short paragraphs and bullet points to highlight important information, and make sure that the font is easy to read. While crafting the design, prioritize accessibility over visual appeal.
- Identify who should write the welcome email: Depending on your organization’s size and structure, the welcome email may come from the hiring manager, team leader, HR representative, global HR team or even the CEO. It’s important to consider who is best suited to write the email and ensure that they convey the appropriate tone and message. The choice should depend on the peculiarities of the new employee’s position and the values you have as a company.
- Consider cultural differences: Cultural backgrounds can play a role in how people interpret messages. Be mindful of differences in greetings, titles, and the use of formal or informal language. Take the time to research appropriate ways to address people with different positions and cultural backgrounds, and consider including a brief introduction of yourself and your role in the organization.
- Watch your language: Make sure your language is friendly, professional, and in line with your company’s tone and values. Avoid using jargon or overly technical language that may confuse the new employee.
- Decide between a single welcome email and a sequence: If your organization is small or you prefer other communication channels, a single welcome email will be enough. However, if you have the resources, you may want to consider sending a welcome email sequence. It may look something like this: welcome to the team email introduction → reminder email before the first day → onboarding steps → first checkup → final checkup after the first month.
What’s next?
Making a good impression from day one is an important stepping stone in employee retention. And a welcome email is a vital component of that process. We hope today’s guide helped you understand how to welcome new team members. You can use the provided templates as inspiration and match them to your company’s identity and values.
Don’t forget to use email marketing software to create and customize your welcome to the team email templates.
