How to Make New Employees Feel Welcome (With Example)

By Indeed Editorial Team

Updated 11 October 2022 | Published 9 November 2021

Updated 11 October 2022

Published 9 November 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Making a new employee feel welcome is a crucial part of the hiring process. A warm welcome from their manager or supervisor can make a new employee feel appreciated and valued and helps them to form a good impression of their new company. Whether you take part in the recruitment process at your company or not, knowing how to welcome new staff is an important skill. In this article, we look at why it's important to welcome team members, how to welcome new staff and we also look at an example of a new employee welcome email.

Related: 8 Easy Steps on How to Introduce Yourself in an Email

How to make new employees feel welcome

Here are seven tips to follow to learn how to make new employees feel welcome:

1. Write a welcome email

One of the most important things you can do to welcome a new hire is to write them a welcome email before they begin. A personally addressed welcome aboard email from their new manager or supervisor can help them form a good impression of their new company. It also provides them with important information about what they can expect on their first day.

2. Prepare a schedule for their first day

It's important to demonstrate to the new hire that you have been expecting them and that you're prepared for their first day. Ensure their new colleagues, the HR department and anyone else who needs to be informed is expecting them. It helps to create a schedule for their first day, including appointments with all relevant departments.

3. Give them a tour of the office

On their first day, you may greet the new hire at the reception and take them to their workstation. They could feel a little disorientated on their first day, as they might not know where anything is located. It's a good idea to give them an office tour early in the day so they know where they need to go if they need anything, such as a glass of water or to use the restrooms.

4. Provide plenty of training

It's likely you're already planning to train your new hire, but it may help to review your training plan. You may have overlooked some areas, such as how to use the phone system or the photocopier. The new starter may process a lot of new information when they start their new job, including remembering all the new names and faces of their colleagues. Thus, start their training with small and manageable tasks to let them settle in.

5. Assign a mentor

Assigning the new hire a mentor is a great way to help them feel comfortable. A mentor is someone they can go to ask any questions they have. It helps if the mentor is their professional equal, as they may feel more nervous about asking too many questions to a supervisor.

6. Complete the necessary paperwork

There's a lot of paperwork to fill in when a new colleague joins a company. It's a good idea to complete the paperwork as soon as possible and make their joining official. Filling in a lot of paperwork on their first day can also help them feel productive.

7. Ask for their feedback

At the end of their first day or first week, you may ask the new hire for their feedback. Ask them questions such as, how do you feel? or do you have any questions? Displaying concern also shows that you care about them and it makes them feel valued.

Related: How To Start an Email Professionally (With Tips and Examples)

Why is it important to welcome new staff?

Welcoming new employees helps them to settle in at a new company. When a new employee feels welcome, they're more likely to find it easier to settle in and bond with their colleagues. This can make them feel more confident and motivated to work. It can also help them improve their communication with others and build good working relationships with those on their team.

Related: Email Etiquette: The Professional Business Email Format

How to create a welcome email to new hire

This email is typically the first form of official communication a new hire receives after they accept the job offer, therefore the welcome email can set the tone for the professional's experience at their new job. A well-crafted welcome email helps to make the new starter feel appreciated and respected. It also provides them with important information about what they can expect on their first day. Here are some of the key points to keep in mind when writing a welcome email:

1. Make it personal

Address the new team member by their first name throughout the email, as this may help them see you as a real person. You can demonstrate that you empathise with their situation and understand that they may be nervous or feeling apprehensive. If they're relocating to a new area for the job, you may let them know they can ask you for advice or recommendations concerning local schools or housing. Most importantly, aim to adapt the email to suit the specific new hire and their specific needs.

2. Be mindful of your tone

Maintain a positive tone throughout the email, as your attitude may influence the new team member. Begin your email by letting the new starter know that you're genuinely pleased to have them join your team. You may tell them why you believe they might be an asset to the company and that the rest of the team is looking forward to meeting them. Aim to strike a healthy balance between coming across as professional while also friendly and be sure to consider what tone will be most authentic to represent your organisation.

3. Communicate efficiently

You don't want your new employee email to be too long. Preferably, you want to keep your communication with the new employee concise, friendly and informative. You may achieve this by keeping your email relatively brief but packed with information. To confirm your email is easily readable, you may want to use bullet points or numbered lists when outlining important steps. Be friendly but also aim to stay on track. There is plenty of time to get to know the new team member better when they arrive in the office.

New employee welcome email example

Here's an example of a welcome email:

Dear John So,

Welcome to Clear Market Music! We're delighted that you will be joining us and look forward to seeing you on your official starting date, Tuesday 8th October. As discussed at your interview, our working hours are typically from 9 am to 6 pm, Monday to Friday. However, on your first day, we would like you arrive at 10 am and we will be ready to welcome you and give you a tour of the office.

When you enter the building, give your name to our receptionist. She will provide you with a temporary name tag and direct you to our office on the fourth floor. I will be there to meet you on arrival, along with your manager, Erika Leung.

We have created a plan for your first day to help you settle in. Firstly, we will give you a tour of the office and introduce you to your team. You will then have a meeting with our HR team, who will carry out your onboarding session, followed by an orientation with your manager, Erika Leung. We have then arranged a team lunch for you so you can get to know your colleagues better. In the afternoon, you will have a tech orientation with the IT manager, Eddie So. He will set you up on our IT systems.

Some important information:

The building kitchen and staff room are located to the right of the lifts on the third floor. It's stocked with healthy snacks and a variety of drinks for staff members. There's also a coffee machine which you may use at any time and you're welcome to keep your own cup in the kitchen cabinet.

Please remember to bring your Hong Kong Identity Card (HKID) with you.

The office dress code is informal.

If you have any questions before next Monday, please get in touch with me via e-mail or call me on 2222 0000.

Congratulations again on your new role! We're very excited for you to join our team.


Jamie State

Please note that none of the companies mentioned in this article are affiliated with Indeed.

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