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Grace Carter

Writing A Great Welcome Email For New Employees

Writing A Great Welcome Email For New Employees

New employees are a tremendous asset to any organisation and they are a critical investment in achieving the company’s vision, mission, and goals. Long term retention of any new employee starts at recruitment and while the employee joins the team. This article shows you how to craft welcome email campaigns that graciously accept new employees into your organisation and kick start employee engagement. 

Welcome emails help start off healthy employee-employer relationships by showing employees that you care. Great welcome emails go beyond thanking someone for joining and gives them very useful information and keeps the ‘new-joiner’ motivation high, by getting them excited about joining you.

Why Writing a Great Welcome Email to New Employees is important

While the onboarding process is a critical point in the talent lifecycle, and amongst which the first day plays the most important role out of the induction phase. Bersin by Deloitte’s industry study gives a tab on this impact in numbers:

of new hires leave a job after a disastrous first day

of turnover occurs within the first 45 days, costing the company at least 3X the former employee’s salary

A great welcome email bridges the gap of the candidate pre-conceptions of the organisation (good or bad) and the reality the organisation wants them to believe. These emails even act as a catalyst for employee satisfaction and retention.

More than one welcome communication touchpoints 

Once a candidate officially accepts an offer of hire, all communication through email that reaches them afterwards is considered the part of welcoming the employee and each plays a part in successfully beginning the employee journey. The new employee broadly has three categories of emails that will be sent to them at different stages before their first day.

The three employee welcome communication touchpoints
The three employee welcome communication touch-points

1. Acknowledgement of offer acceptance

Immediately after the employee accepts the offer, an acknowledgement of receipt needs to be sent from the organisation to the candidate. This email needs to have the essential elements of warmth, welcoming the employee onboard.

Employee welcome email at Apple
Source: pinterest.com

      Other than the introduction that happily welcomes the employees, this email could also include:

  1. Link and Login details to the organisation’s candidate management system to upload their onboarding documents, including payroll forms and acknowledgement of receipt of certain policies and procedures.
  2. List of all required onboarding documents that need to be submitted and attached copy of policies and procedures that need to be acknowledged by the candidate.

2. Background check email

The second email that generally will be sent is from the organisation background check vendor that includes a background check questionnaire. Ensure that this mail too is personal and warm - something that reflects the culture of your organisation.

Note:
If the background check emails are independently sent out by your background check vendor, work with them to ensure that the background check touchpoint too, remains to be a seamless experience for the new employee.

3. Orientation schedule

Generally the final mail before the first day, the orientation schedule email is the probably the last interaction that happens before the first day of the new employee. 

This email should not only warmly welcome the employee but also needs to give very important information about their assigned new hire orientation such as:

  • Dates
  • Schedules
  • Topics
  • Details of different orientation POCs

Crafting a great welcome email

While drafting a welcome email needs to be highly personal to your organisation and your culture, there are ways to figure how to start them off. Recall your own plight on your own first day puts you in almost the perspective of the new joiners. Ask yourself what you would have liked to have known as you were starting off.

Figure the gaps you had in figuring out how the next few days and the rest of your work days would progress. 

As you write the email, remember that its most important purpose is to help situate the new joiner and make them feel at home. 

Structure of the e-mail

Recommended structure of a welcome email
Recommended structure of a welcome email

Introduction 

This part of the email is where you need to tell your new employee how delighted you are that they have joined your organisation. This section doesn’t need to be very long, a few sentences should suffice. The main thing is that they know you are glad to have them join the company. 

Starting at a new company is quite a big decision, so it’s important they feel secure in their choice. ‍

| Free ebook Download: Effective communication - More than just a dialogue |

Give a glimpse of the first day and way forward

Make sure in your email to let your new hire know when their first day will be, and where to show up. 

Try and give them a rough outline of their first day schedule. 

They will be a bit more relaxed if they have some expectations for what they will be doing, whether it’s orientation all day, or getting down to some work. If there is anything they need to bring with them or to bring in to the office ahead of time, let them know in your welcome email. 

Conclusion

This is also a good time to tell them why you thought they were a good fit for the position, and why you brought them on board. 

Go over what the progression from new hire to an experienced employee typically is. 

You can even tell them where you see them moving in the company.‍

Content of the email

A Catchy Subject Line

Make sure that the subject line of your email is catchy and as specific as possible, as it is the first thing new hires will see. The subject line should be written in a way that it is both purposeful as well as engaging. In other words, the subject line should let the employees know the purpose of the email but should also be interesting. Use of active verbs, vocatives, and elements of curiosity to encourage employees to open your email.

An intuitive subject line and mail from Bugherd leadership.
Source: Getvero.com

Choose a Tone According to your Company’s Culture

Like everything else in the organisation, your welcome email too should reflect your company culture. The welcome email of a fun and modern office can be funkier than, say, a firm that has a more conservative culture - like a university or an organisation from the public sector. Irrespective of the tone, observing the following can help the email become highly effective:

  • Use of short and simple sentences.
  • Avoid slangs and jargons
  • Ease up and avoid bureaucratic language.
  • Use active verbs and positive adjectives.
  • Avoid redundant adverbs like “very,” “really,” or “truly”
  • Avoid caps and exclamation marks - these could make you email either too forceful or emotional.

Be Visual

Even Though a good, old fashioned text email could still be highly relevant, do check out the various free tools  in the market that allow you to send visual emails for better impact.

While designing such a template, make sure that  the stylized email template fits your brand guidelines

Check for Typos and Grammar Mistakes

Typos and grammar mistakes play a critical role in how an employee perceives the organisation - it kind of works like a first impression. It probably goes without saying, but it is always important to double-check emails before sending them. Do consider the following great tips while writing email to welcome new employee: 

  • Ensure your browsers’ spell checker is on and spell check all emails before sending
  • Use an app such as Grammarly.
  • Understand the common grammar and punctuation mistakes to avoid them
  • Read your emails out loud to make it best effective

Inclusions in the email

Welcome Video

A new employee welcome video by Adobe

A lot that can be achieved with visual content and following the most important video inclusions that you can have embedded in the welcome mail.

  1. A welcome video by the CEO or the Human Resources lead
  2. A company update video
  3. An ‘about the company’ video
  4. A culture or ‘fun at work’ video

Attachments

Depending on the stage of the welcome email (acknowledgement/ background check/ orientation) appropriate attachments need to be included in the email. Ensure that these attachments are named properly before attaching. Attach documents that require considerable reading, such as employment terms and conditions and list of employee perks and benefits that they are offered - so that the employee does not need to scramble through the clauses before they sign them during their first day.

Checklists

Checklists are a great way to help the employees ensure that they carry the required documents on their first day.

An example of a new employee checklist
Source:in.gov

Either include the checklist within the body of the email or as a printable attachment. This checklist is broken down into the following sections: 

  • Tasks to complete prior to the employee's first day
  • Tasks to complete on the employee's first full day of work
  • Tasks to complete in the employee's orientation period (for instance)

Orientation Road Map

An interesting way for organisations that spread across floors to make sure the employee is not literally ‘lost’ in the premises is to provide them with a route map of the first day. Basically a blue-print of the office (approximate and freely sharable), the timings and activity can be written within the map location it is scheduled to take place. These are extremely useful for large orientation programs happening across training rooms and departments.

An example of an onboarding road map
Source: Linkedin.com

Further to classroom orientation, providing a “meet-and-greet” roadmap can help connect new employees with other individuals they should know to build their internal networks. The maps again can consist of details of the individual’s office location. These meetings also help them learn more about the company by talking to employees in other departments and gain a deeper understanding of the roles and responsibilities of their colleagues.

Important Points of Contacts

The complete details (name, emailID and phone numbers) of the people who need to be contacted before, during or after the first day needs to be given to the employee beforehand. These details should be that of their:

  • Orientation POC
  • Admin & IT POC
  • HR POC 
  • Manager
  • Orientation buddy contact details

Learning resources

Get employees started quick with links to critical learning material such as:

  1. Company website
  2. Blog and learning resources
  3. Case studies and product documentation
  4. L&D portals
  5. Link to Tools and tech stack used in their function

Login details

Make employees already network with their to-be peers right from day one onwards. Give them access to office social platforms like Empuls to discover and explore more about their office environment, work groups and interest groups. Share links to their specific work group so that they easily discover their peers.

Details of an orientation buddy

Research shows that providing a new employee with a buddy from their own function, helps reduce the initial confusion and uncertainty faced by all new employees and improves employee engagement. A buddy helps the employee feel welcome and can partner with a new or even transferred employee during their induction. They offer advice, resources, and guidance regarding the day-to-day aspects of working in the department and at the organisation. If you have decided to have a ‘buddy’ system, a welcome mail is the right place to introduce the employee’s allocated buddy.

FAQs

Include  the answers to the most critical questions that new hires might have before or during orientation.

Sample visual email

New Hire Welcome Email Samples

Below given is an extensive collection of new hire welcome email  content. Use these for effective employee engagement and the below samples could be suitable for different organisational cultures and needs, so use it accordingly.

Sample 1

Tone: Casual

Style: Visual

Sent by: HR

Dear [First Name],

Welcome to [company name]. It is great to have you on board with us.

Your New Hire Orientation starts on [Weekday, Month Date] during which you will learn more about our company, our culture, and discover the many perks of being an employee. 

Below given will be the schedule of the first day of your orientation:

Date: [Weekday, Month Date] 

Time: 9:00 am – 5:00 pm 

Address: [company address] [Google Map link for directions], Ask for [onboarding facilitator name] 

Schedule 

Settling down: 9:00 am – 9:30 am 

Welcome note: 9:30 am – 12:00 pm

About [Company Name]: 12:00 pm – 1:00 pm 

Lunch and Office tour: 1:00 pm – 3:00 pm 

Perks and Benefits: 3:00 pm – 4:30 pm 

Equipment handover: 4:30 pm – 5:00 pm 

Do follow the below items to make our first interaction further effective:

 What to bring? 

  • A drivers license or passport to verify your identification and eligibility to work. 
  • A voided check or proof of banking account/routing number for direct deposit.
  • A big smile! :D 

Announce your joining bash

If you want to show some [company name] camaraderie, share your excitement with the social networks you love most by using our company hashtag #[company name]. Do follow [company name] at [company handle] in Linkedin and we shall look forward to your posts! 

Join the Group for New Hires 

Everything’s better in a group. That is why we have created an exclusive group for new joiners in our office social platform. Here’s your link to Empuls Group. 

Once again, a warm welcome to [company name]. We look forward to meeting you date

Team <Company Name>

Sample 2

Tone: Formal

Style: Visual

Sent by: HR

Dear [Employee Name],

Welcome to [Company Name].

We are pleased to have you join our team. We look forward to watching your progress and becoming an outstanding employee. Hope that you will find your new job fulfilling and challenging.

Please take a few minutes to go through this email, so that you have a great first day.

  • Please report at 9:00 am on [date]
  • Make sure that you bring the following documents for review.
  • [Document 1]
  • [Document 2]
  • [Document 3]
  • After employment documentation, we shall proceed with induction as per below schedule:

About [Company Name]: 12:00 pm – 1:00 pm 

Lunch: 1:00 pm – 1:30 pm

Department Introductions: 1:30 pm– 3:00 pm

Employee Benefit Briefing: 3:00 pm – 4:00 pm 

Workstation setup: 4:30 pm – 5:00 pm 

  • Your first day will end at 5:00pm and the following days’ schedule will be handed over on [date].

We shall offer all the support that helps you do your best every day. Please know that we shall always be available when you need advice or help. 

Regards,

[Orientation Team]

Sample 3

Tone: Informal

Style: Descriptive

Sent by: HR

Hi <Name>

We are excited about your decision to accept our offer of employment. We couldn't be happier to welcome you to the team. 

As we agreed, your first day on the new job is <Date>. We shall be in touch with you for the details about your New Hire Orientation that will take place on your first day.

I wanted to give you an overview of what you'll be doing during your first day at [company name].

On your first day of work, you will attend New Hire Orientation for the bulk of the day. At the end of the day, you also would have met your team and have put together the rest of the schedule for your first week. This schedule will help you put in contact with all of the departments you will need to meet and learn from.

 

The goal of the first week will be to orient you to both your new job and [company]. With this in mind, in addition to [Manager’s name], we have asked [name of the mentor/ buddy] to work with you to provide on-the-job training. She is experienced in all aspects of the job you need to learn. You'll also share an office with her so the training can be ongoing.

If you have questions, please feel free to email or call me. My number is [Phone number]

We look forward to working with you.

Regards,

[Name and Title]

Sample 4

Tone: Formal

Style: Descriptive

Sent by: HR

Dear [New Employee Name]

I'd like to welcome you to [organisation]. We are excited that you have accepted our job offer and agreed upon your start date.

We will be in touch with details regarding your New Hire Orientation that is scheduled on your first day of work: [Day, Month, Date]. At the completion of Orientation on the first day you shall be introduced to your department staff and manager, who are looking forward to meeting you. 

Your meeting agenda, for the rest of your first day, will involve planning an orientation that suits your needs and setting some initial work goals with your manager. We have allocated the next two days for you to interact with your co-workers and understand about each of our departments in detail. Meanwhile, you'll also have the opportunity to offer your initial deliverables for the department. 

Once again, welcome to the team. If you have questions prior to your start date, please call me at any time, or send me an email. We look forward to having you come on board. 

Regards, 

[Name & Title]

Sample 5

Tone: Informal

Style: Descriptive

Sent by: Manager

Hi [Name],   

Hope you are doing good. Wanted to tell you that your team and I are excited for you to start working on [Hire Date]. Please report at [address], reception and ask for [your name] on this day. 

A few things to know 

  • Dress is business casual.
  • Don’t pack lunch on the first day, it is on us.
  • If you have any questions, please feel free to call or email me.    
  • Be sure to check out the New Hire page <link to Empuls new hire community> if you haven’t already. There you can find information  on parking, links to benefits information and more.   

In an effort for us to get to know you a little better, do reply with the following answers:

  1. What is your favorite snack?   
  2. Hobby?
  3. Favorite sports team?
  4. Favorite book/ movie?   

We will spend some time in the first day afternoon going over your training schedule and discussing any  questions you may have.   

Once again, we are so excited to have you join our team and become a part of [organisation]. 

Sincerely,   

[Manager Name] 

[Title] 

Alternate email introductions

Sample 1

It is great to have you on our team and on behalf of all the team members, we would like to extend our warm welcome. We are sure that your contributions shall be invaluable to team objectives and outcomes. Hope to see you on [date of joining].

Sample 2

Welcome to [company name]. Thank you for accepting the offer and we expect to see you become one of the most valuable assets of the company. Wish all the best and look forward to meeting you on [date].

Sample 3

We welcome you onboard on behalf of everyone in [company name]. We look forward to having you as a team member and hope that [company] provides you enough opportunities to showcase your abilities, skills, and results that are expected from you.

Sample 4

Congratulations on becoming part of our company. We have a culture where you will get the opportunity to grow your career and develop cordial relations with other employees. We have high hopes from you and expect to have you associated with us for a longer period.

Sample 5

Welcome to the company. We have heard a lot about you and expect that you will certainly perform well and meet our expectations. Congratulations on starting your new journey with our company and best of luck for your future.

Sample 6

It's amazing to have a highly talented and skilled person in our team. We welcome you to our team and assure you the best of amenities and culture in our company. We expect that your proficiency will be applied at its best and better job positions will be attained by you in the future.

Sample 7

Hearty congratulations on getting hired with [company name]. I extend a warm welcome to the team and wish that you shall achieve great heights in your career here. We look forward to seeing you as an effective contributor to [company] and discover cordial relations with your peers.

Sample 8

Welcome aboard. Congratulations on being selected as [position] at [company name]. 

I would like to mention that there are several opportunities at [company] that you would be able to utilize, so as to advance professionally. There are plenty of opportunities for career growth at [company]. Hope to see you support your team with your best efforts and become a high yielding employee of the company.

Sample 9

Welcome to the team, [name]. We are excited to have you on board. We expect that you accomplish your goals and develop a great career with us. Best of luck for your role at [company] and congratulations on becoming an integral part of our team.

Sample 10

It's great to have you in [company]. We wish that you have a wonderful time here -with great opportunities to achieve and grow. We congratulate you on your new role as [role] and hope to see you excel.


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