Welcome to the definitive guide to crafting the ultimate welcome email for your new hires. Learn how to kickstart the onboarding of new hires with our 8 valuable templates and examples. With these professional email examples, you’ll be able to create the perfect balance of professionalism and warmth, whether it’s a sample welcome email to a new employee or a new hire welcome email to staff.
This guide also offers samples and insights into the proper email format, showcasing business email examples and templates that are not just effective but also easy to use. Additionally, we’ll introduce a business email template for various scenarios, such as announcing promotions or creating newsletters. We’ll also show you how to leverage Gmail AI assistant for email drafting with AI.
So, whether you’re an HR professional or a team leader, you’ll find these work email examples invaluable in your onboarding new employees process.
How do companies welcome their new employees
Suppose you're new to HR, recruiting people department for the first time, or starting as an entrepreneur. In that case, you may be wondering how companies welcome new employees.
As well as traditional welcome emails and welcome messages to new employees, innovative firms have different practices for ensuring a new hire feels at home from the very first day.
Employee orientation, onboarding processes, buddy systems, and other informal ways of integrating the new joiners are essential at fostering a positive and thriving company culture where everyone feels comfortable and can perform at their best.
If you're searching for some new employee welcome inspiration, we have listed 10 ideas and examples to inspire your approach for welcoming new co-workers aboard.
New employee welcome gift
A welcome gift for a new employee is a sure-fire way to show that you care about your team members.
Welcome baskets for new employees often include brand merch and utilities that new hires need when starting the job. Some companies even let employees pick and choose from a catalog of options to ensure that they cater to a diverse employee base.
Check out Intel's new employee welcome gift box if you're searching for some inspiration. Think welcome gift boxes are a waste of money? The best boxes can go viral, with thousands of shares and likes on social platforms such as LinkedIn.
New employee welcome kit
Welcome kits for new employees are similar to gift baskets but are stacked full of the latest tech. Welcome kits can include a phone, tablet, laptop, and more.
Tech companies and start-ups have made an art out of welcome packs, creating an incredible experience. Apple, Facebook, LinkedIn, and similar tech leaders invest time and money in creating welcome packages that are precise to the last detail.
Check online, and you'll see thousands of unboxing videos from eager new employees wanting to share their swag.
We recommend watching a video of Google's new employee welcome kit for new employee welcome kit ideas and examples.
Welcome card for new employee
Call us old-fashioned, but nothing quite says 'welcome' like a physical card even in our technologically advanced age.
A welcome card message for a new employee is typically the same as you'd use in an email. But, welcome cards can be sent to the staff member's home before they begin, left waiting on their desk, or included as part of a welcome package.
Welcome cards enable you to be creative and inspirational with designs and branding for your business. Use your welcome card to make a statement!
New employee welcome banner
If your team works in an office, a welcome banner for a new employee is a celebratory gesture that can be a welcome surprise.
However, a sign or poster waiting in the lobby or at their desk can make those who don't enjoy being at the center of attention feel uncomfortable. So even though you would consider a welcome aboard sign as a fun way to welcome a new employee, think about how the employee will think of it before going ahead.
New employee social media post
Well, how to welcome a new employee on social media then? A LinkedIn, Twitter, Instagram, or Facebook post announcing new hires is standard in smaller companies.
It feels good to know that your company is proud to have you, doesn't it? The same approach can be used for a website in a blog post or short interviews introducing new talent.
New employee meet and greet
Many companies organize meet and greet for new professional family members to meet their immediate colleagues and co-workers from other teams and departments.
These laid-back and informal gatherings are an excellent way for staff to get to know each other outside of the daily grind. HR pros or managers typically organize meet and greet events.
New employee meeting invitations are distributed via email to those who want to welcome the new starter. Snack, nibbles, and drinks are optional (but appreciated!).
New employee breakfast or lunch
A welcome breakfast or lunch for a new employee is an even more informal way to bring co-workers together and get to know each other.
Especially if you are a CEO of a small company, it doesn't take much effort to send out a new employee welcome lunch invite. Instead, you can sit down and share sandwiches, but breaking bread outside the business premises is even better.
As the business owner, it's up to you whether you pay, but it's not expected in most cases. Just make sure to let everyone know to avoid any misunderstandings.
New employee press release
A press release to welcome a new employee is a formal way to introduce someone; they're often used for high-profile executive hires or roles in the public interest.
Press release announcements are less about the new employee and more about the company's interest and public profile. However, who wouldn't enjoy being newsworthy and having their (brief) moment in the spotlight?
New employee speech
Welcome speeches are a traditional and formal way to announce and welcome hires to a business. Most often given by the CEO, member of the leadership team, or the person's manager, a welcome speech can be a powerful way to motivate the worker and the whole team and organization.
Welcome speeches can do more, too, acting as a creative way to underline the company's value, culture, and mission. This can help bring the whole group together to work towards common goals.
Fun ways to welcome a new employee
The first day in any new job can be a little stressful, regardless of how long you've been working and how skilled you are. Luckily, humor is an excellent way to break the ice.
Team building activities and games that allow (or force, depending on your perspective) people to get to know one another are a great way to introduce new team members. If it fits your company culture, a welcome new employee meme or gif can be just what the doctor order to lighten up the mood.
Humor is personal, so be sensitive when sending messages or creating memes.
How to welcome a new employee virtually
The employee welcome examples typically take place in an office setting. However, as many organizations embrace hybrid working or have staff working entirely at home, do they still work?
While staff may not have met their colleagues in person (and may never do so), they should still feel part of the team. In addition, many of the ideas above can be implemented virtually and performed remotely.
There are a plethora of tools that allow organizing engaging virtual events that don't feel like yet another Zoom call. For example, some solutions randomly pair team members for virtual coffee breaks or lunches to help build new connections or strengthen existing ones.
So, the sky (or the internet, to be precise) is the limit for your imagination. The good news is that even if none of these ideas fit your workplace, welcome emails, messages, and gift boxes all work remotely. Even in our flexible working world, these tried and tested ways to welcome new employees play a crucial part in the onboarding experience.
Welcome email format for new joinee
So, you've decided to write a new employee welcome letter, but unsure of the format. The welcome email format for a new starter is straightforward. It should be familiar to anyone who has written a formal email or letter before.
There are four core elements to any welcome email for new employees:
- Email subject line
- Email greeting
- Body
- Email sign-off
Next, let's look at how that works in practice.
New employee welcome email subject line
The new employee welcome email subject line should be personalized and positive; beyond, it's up to you!
You can be serious and formal, creative, or even funny if you want to. The subject line should suit your culture be clear and positive.
The easiest solution is to select a greeting from our 30 welcome phrases for new employees below. Just remember to personalize each message and use the person's name if you can.
Expert tip: check the spelling and then double-check it before sending.
How to greet a new employee
When deciding how to greet a new employee, the standard is to use their first name and surname. Beyond that, it's up to you!
When writing a formal email, you'd typically use "Dear", followed by the person's name. However, the formal rules on how to start an email don't apply to internal emails.
You'll want your email to be warm and welcoming, not cold and impersonal. You can go with 'Hi' or ' Hello' and use one of the 30 welcome phrases for new employees below.
Writing a welcome email for new employee
Unlike a formal email to a customer or client, the welcome email format for a new employee is flexible. You can be creative, funny, or stick with a more formal approach with the body of the email.
The body of the email essentially consists of only two parts:
- Welcome greeting
- Self-introduction
The examples later in this guide demonstrate how to be creative when using the new employee welcome letter format. You'll see how we create several example emails and letters that are professional and show a bit of personality.
Sign-offs for welcome messages
When it comes to deciding how to end an email, the rule of thumb is to go with the same tone you chose to begin your email with.
Let's make it simple: If you went with "Hi," you can end the welcome email with "Best", or in case you opted for "Dear," it's good email etiquette to close with a more formal sign-off such as "Sincerely,".
You can also include a functional email ending phrase before the sig-off. Here are some examples of phrases that can enhance the sentiment of your welcome wishes.
- Looking forward to working with you
- Excited to have you onboard
- Thanks for joining us, and welcome aboard
For more welcome phrases for new employees, check out the next chapter of this guide before diving deep into welcome message examples.
8 New Employee Onboarding Templates - Ready To Use
New Employee Onboarding is a crucial first step to setting the groundwork for a successful relationship between the company and its new hires. This is where our carefully crafted email templates come into play. These professional email examples serve multiple purposes, from a warm welcome to an informative guide, ensuring the onboarding of new hires is seamless and effective.
The first of these, our sample welcome email to new employees, offers a balance of warmth and professionalism. It’s not just a mere introduction, but an email designed to make the new hires feel valued and informed from day one. Our second template, the new hire welcome email to staff, introduces the newcomer to the team, setting the foundation for future collaboration. Last but not least, our welcome mail for new employees serves as a first day reminder, ensuring the new hire knows exactly what to expect.
All these templates are not just for HR professionals, but for anyone tasked with the onboarding new employees. They provide a proper email format that can be easily customized, making them an efficient tool in any business email format.
Moreover, these templates are not only about providing information. They are about making the new hire feel welcomed, valued, and prepared which can significantly impact their overall job satisfaction and productivity.
But remember, a truly effective welcome email is personalized. If you’re looking for a way to craft these professional emails faster and better, consider using AI tools like MailMaestro, an AI email assistant for Outlook and Gmail. It uses AI to help you craft professional emails, and it’s free to download!
You can also learn more about how to use AI in your email communications in our guide on on how to use AI in Outlook here. These resources offer more work email examples and business email templates, all designed to help you elevate your professional email game.
Template 1: The First Week Check-in
This email template is designed to check in with the new employee after their first week at the company, ensuring they’re settling in well and addressing any concerns they may have. Follow up emails are crucial in maintaining communication and building professional relationships.
Email Template
Subject: How's Your First Week Going, [Employee's Name]?
Hi [Employee's Name],
We hope your first week at [Your Company's Name] has been exciting and
informative.
Please feel free to share any feedback or questions you may have. We're
here to support you in any way we can.
Remember, your success is our success, and we are here to help you thrive.
Best regards,
[Your Name]
[Your Position]
Template 2: The Training Schedule
This email template, adhering to professional email etiquette, provides the new employee with their training schedule, outlining key dates and sessions they need to attend.
Email Template
Subject: Your Training Schedule, [Employee's Name]
Dear [Employee's Name],
Welcome aboard! To help you get started, we've outlined your training schedule for the first few weeks. Please find the details attached.
This schedule is designed to ensure you have all the knowledge and resources you need to succeed in your role.
Don't hesitate to reach out if you have any questions.
Best wishes,
[Your Name]
[Your Position]
Template 3: The [Company Name] Culture Introduction
This template introduces the new employee and their job title to the company’s culture, values, and mission.
Email Template
Subject: Welcome to [Your Company's Name] Culture, [Employee's Name]
Dear [Employee's Name],
At [Your Company's Name], we value [Company's Values]. We wanted to share more about our culture and mission with you.
Please find attached our company handbook. Understanding our values and mission will help you align with our goals and integrate seamlessly into our team.
We're excited for you to be a part of our journey.
Best regards,
[Your Name]
[Your Position]
Template 4: The Team Meet-Up Invite
This new hire welcome email, sent from a professional business email address, invites the new employee to a casual team meet-up, encouraging team bonding and integration.
Email Template
Subject: Join Us for a Team Meet-Up, [Employee's Name]
Hi [Employee's Name],
We're having a team get-together at [Location] on [Date]. We'd love it if you could join us. It'll be a great opportunity to get to know everyone better in a relaxed setting.
Your presence would be greatly appreciated as it will help foster team spirit.
Looking forward to seeing you there!
Best,
[Your Name]
[Your Position]
Template 5: The First Month Follow Up Email
This follow-up email template checks in with the new employee after their first month, offering an opportunity for feedback and discussions about their role.
Email Template
Subject: Congrats on Your First Month, [Employee's Name]!
Dear [Employee's Name],
Congratulations on completing your first month with us. We hope you're settling in well. We'd love to catch up and hear your thoughts on your first month here.
Your feedback is invaluable as it helps us improve and ensure you have everything you need to succeed.
Let's schedule a meeting at a time that suits you.
Best regards,
[Your Name]
[Your Position]
Template 6: The Welcome Email with Professional Email Etiquette
This email template is sent on the new employee’s first day, welcoming them to the company and providing essential information. Crafting a compelling and personalized subject line for this welcome email can significantly improve open rates and engagement.
Email Template
Subject: Welcome to [Your Company's Name], [Employee's Name]!
Dear [Employee's Name],
Welcome to the team! We are thrilled to have you join us. As you settle in, here are a few key things to get you started:
1. Your workstation is ready at [Location].
2. Your email and login credentials are [Details].
Please find attached the employee handbook and your initial training schedule.
If you have any questions or need assistance, feel free to reach out.
Looking forward to working with you!
Best regards,
[Your Name]
[Your Position]
Template 7: The IT Setup Guide
This email provides the new employee with essential information about setting up their IT and software accounts, including how to insert links to ensure they can easily access the necessary resources, ensuring a smooth start.
Email Template
Subject: IT Setup Instructions, [Employee's Name]
Hi [Employee's Name],
To help you get started, we've prepared a guide to set up your IT and software accounts. Please follow the instructions in the attached document.
Should you encounter any issues, our IT team is here to assist you.
Welcome aboard, and we're excited to see you thrive!
Best regards,
[Your Name]
[Your Position]
Template 8: The Benefits Overview
This email outlines the company’s benefits package, including an exclusive discount code for special pricing, ensuring the new employee is aware of all the perks and benefits available to them.
Email Template
Subject: Your Benefits Package, [Employee's Name]
Dear [Employee's Name],
Welcome to [Your Company's Name]! As part of our team, you are entitled to a comprehensive benefits package. Please find attached an overview of your benefits, including health insurance, retirement plans, and other perks.
If you have any questions about your benefits, feel free to contact our HR department.
Looking forward to working with you!
Best regards,
[Your Name]
[Your Position]
Why Should I Send Employee Welcome Emails?
Sending employee welcome emails is an essential practice for any organization aiming to establish a professional tone and foster a positive work environment from the outset. These formal email examples not only introduce new hires to the company but also set clear expectations and provide crucial information for their first days. By using a professional email format, you ensure that new employees feel valued and informed, paving the way for a successful onboarding process.
A well-crafted welcome email can significantly impact the new hire's perception of the company. It demonstrates that the organization is organized, welcoming, and invested in their success. Including a personalized cover letter or client onboarding email within the welcome package further enhances this impression, showing attention to detail and a genuine interest in the employee's smooth transition.
Moreover, professional emails help new hires get on the same page with their team and understand the company's culture and values. A clear and concise email sign-off, like "best regards," adds a professional touch, reinforcing the formal tone. Utilizing AI tools like MailMaestro can streamline the process, allowing you to craft effective, personalized welcome emails quickly. This not only saves time but also ensures every new employee receives a warm and professional introduction to the company, enhancing their overall onboarding experience.
Conclusion - Why New Employee Onboarding Emails Are Important
To conclude, new employee onboarding emails are essential for establishing a professional tone and creating a positive first impression. These formal email examples, combined with a personalized cover letter, set clear expectations and foster a sense of belonging from day one. They make the new employee feel valued and welcomed, which is critical for their job satisfaction and productivity.
Using tools like MailMaestro, an AI email assistant for Outlook and Gmail, can help streamline this process. This AI tool helps you craft professional emails quickly and efficiently, ensuring every message maintains a professional tone and consistency. Whether it's a client onboarding email, a follow-up email, or a formal introduction, MailMaestro can assist in creating high-quality, personalized communications.
For further details on improving your email communications, explore our guides on how to use AI in Outlook and Gmail. By leveraging these resources, you can ensure everyone stays on the same page, enhancing your overall onboarding experience.
Remember to sign off your emails with a professional touch, using phrases like "best regards," to maintain a formal and respectful tone. Download MailMaestro today and elevate your onboarding emails, ensuring every new hire feels welcomed and prepared from the start.
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