How To Write a Welcome Aboard Email (With Template and Example)

By Indeed Editorial Team

Published 27 September 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 employees feel welcome is perhaps one of the most important elements of the onboarding process. A personally addressed welcome email from their new manager or a colleague can help a new employee form a positive impression of their new job. If you're part of the onboarding process at your workplace, it's important to know how to write an effective new employee welcome email. In this article, we discuss why a welcome aboard email is important, show how to write one and provide an example.

Why is a welcome aboard email important?

A welcome aboard email can help new employees feel excited and confident about their new job. This email is usually the first official communication they receive after accepting the job, so the email often sets the tone for the new hire's work experience. A well-written welcome email can make a new hire feel appreciated and valued. It can also provide valuable information about what they can expect on their first day.

Welcome aboard emails can affect the new employee's opinion about the organisation's atmosphere and culture, so it's important for your emails to depict the individual style of the workplace accurately. The effectiveness of the communication, the tone of the email and the type of information provided can all contribute to the new employee's impression of the company. If the email is positive, inviting and informative, the new employee is more likely to feel welcome in their new work environment.

Related: How To Write Welcome Messages for New Employees in 4 Steps

Components of a new employee welcome email

Many important elements make up an effective new employee welcome email. The email is usually not long or complex, but there are a few crucial points to include. Here are the most important elements of a new employee welcome email:

  • A personalised greeting

  • Expected start date

  • Dress code expectations

  • A brief schedule of their first day

  • Important items to bring, such as tools, lunch and official documents

  • Contact information for their new manager or supervisor

  • Arrival instructions, such as who to ask for and directions to the office

  • Information about any first-day events, such as welcome lunch and onboarding

  • Break room briefing

  • An open invitation to ask any questions they may have

Related: How To Create a New Employee Announcement (With Examples)

How to write a new employee welcome email

Here are the steps you can take to write a detailed new employee welcome email:

1. Choose the right tone

When writing a new employee welcome email, make sure to use a positive tone. Begin by explaining how excited you are that they joined the company. Discuss why you believe they would add value to the company. Although a balance between being friendliness and professionalism is key, it's important that your tone represents the company accurately.

2. Make it personal

Consider using the new employee's first name throughout the email so they can see you as a real person. Show them that you empathise with them, as they may be feeling apprehensive or anxious about their first day of work. If they're moving to a new place to take the job, tell them that you're ready to give advice or recommendations about local schools or neighbourhoods. Above all, do what you can to tailor the email to suit the specific new employee and their needs.

3. Define expectations of the new employee's role

After welcoming the new hire in the email, state what they can expect on their first day at work. For instance, you may include their work schedule and who they would meet on their first day. You can use at least one paragraph in your welcome email to address this section.

4. Use professional email etiquette

As with other professional emails you send, using an acceptable code of conduct can help to enhance a positive impression on the new employee. Email etiquette refers to a standard set of principles that guide your habits and behaviour when crafting and sending emails. Here are a few ways to show professional email etiquette:

  • Double-check attachments

  • Perfect your email signature

  • Send emails from a professional address

  • Use sentence case in your email

  • Use standard formatting and fonts

  • Include a short subject line

Related: Email Etiquette: How To End an Email (With Examples)

5. Communicate efficiently

Try to ensure your interaction with the new hire is informative, concise and friendly. To achieve this, it's important to keep your email short but still informative. To make sure your email is easily readable, consider using numbered lists or bullet points when outlining important steps. You can be personable, but make sure to stay concise. You can spend more time getting to know the new hire in person.

Related: 16 Types of Business Letters To Boost Your Written Communication

6. Proofread your work

Make sure you check your work for spelling and grammar errors. You can read the email aloud or from the bottom up to identify mistakes. You can also ask the help of a colleague to edit your welcome email.

New hire welcome email template

When crafting a new hire welcome email, it's important to tailor its contents to suit the recipient. Here is a template you can reference and customise:

Hello and welcome to [company name]!

We're so happy to have you join our company. I hope you're also excited to starting this new role and meeting your new colleagues. You can report to the office on [insert start date]. We expect you at [insert appropriate time] at [insert appropriate address]. We're trying our best to assign you your own workspace as soon as possible.

We have set your schedule for your first day at work to help you settle in quickly. [Describe schedule]. Please bring your ID and a copy of your employment contract (signed).

After that you submit all of these requirements, we can tour your new workplace and register your information on our computer and office communication systems. Once that's finished, please attend a short conference with your direct supervisor [state the supervisor's name], who will familiarise you with our vision, culture and policies. Then you have an opportunity to meet your office manager who's responsible for training you in your new job at the company. Our employee dress code is [insert appropriate style].

If you have any questions about our company policy, you can contact me directly at [insert your email address] or by telephone at [insert your phone number]. Your manager can also answer any enquiries related to your job responsibilities at [manager email] or [manager phone number].

Congratulations again on your new job! We're truly excited to have you on board and we hope you enjoy your time here.

We're looking forward to meeting you,

[Your name]

New employee welcome email example

Here's a new hire welcome email based on the template provided above:

Dear Allan Chiu,

Welcome to GlobalTech! We're happy to have you in our company and we're excited to see you on your first day of work, Monday, Oct. 8. As I mentioned during our phone interview, the company's business hours are from 9:00 a.m. to 5:00 p.m. Monday through Thursday. We would like for you to arrive by 8 a.m. Oct. 8 so we can give you a tour of the workplace and introduce you to your coworkers before your orientation.

When you first enter the office, please introduce yourself to Jack at the front desk. He can give you a temporary name tag and directions to the office. When you arrive in our office, I'll be there to greet you, along with your manager, Casey Lee.

Here's what we are thinking about your first-day schedule:

  • 8:00: Team introduction and office tour

  • 8:30: Training session with HR director James Chiu and orientation with supervisor Casey Lee

  • 10:30: Team brunch at Olive Breakfast Room on 53rd

  • 12:30: Tech orientation with IT manager Eddie Chan

  • 1:30 Practical training with manager Alice Kwan

Some important information:

The company's break room and kitchen are located to the right of the elevators on the first floor. We keep it stocked with a variety of drinks and healthy snacks. The coffee machine is available at any time and you can store your own mug in the coffee cabinet. Please bring a form of photo ID on your first day for our records. The office dress code is business casual. If you have any questions before next Monday, please call me at 2222 2222.

Welcome again! We look forward to seeing you on November 8th, and we're so excited to have you on the team.

Sincerely,

Janice Chan

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