• Nikhila Jain

How to write a new employee welcome email?

Welcome emails are an excellent opportunity for recruiting and retaining employees. They help clarify your company's mission, value proposition, and culture. It can help to boost employee morale, provide valuable information on the company, its mission, and culture, and even establish a positive working relationship with a new employee.

Below are quick and easy tips that will help you create an effective new employee welcome email.


Welcome the new employees and show them that you are excited to have them as a part of your organisation.

Start with words like, Welcome, Congratulations – the key is to keep them warm and make them feel good. You can use other ways of greetings too depending on the culture of your company.

Personal Touch

People instantly feel connected when you use their first name. It gives them the feeling that you are talking to them in person. A personal touch relaxes them and motivates them to connect.

Wherever in the email, try to use their first name and address them as 'You'.


Most companies have a buddy program, where a person from the team helps in the smooth onboarding process of the new employee. The person can help the employee understand company culture, mission, vision and make them feel comfortable.

Onboarding Instructions

The new employee has his apprehensions for the first day. There could be n number of things that he would have queries about, like whom to meet, what time to arrive, and more.

Include specific onboarding instructions that will help the new employee, like dress code, reporting time, contact person on arrival, direct number to dial if they need help.

Personal Information

When the company introduces the new employees to the entire team, including a brief on the employee's experience history, education degree, and likes or hobbies acts as an ice breaker.

Welcome Email Examples

Often the companies use either of the two popular formats to welcome their employees. These templates will work for small as well as big companies. Make sure you customize them to suit your company's brand and tone:

Welcome Email

In this email, we welcome the new employee and share the information related to their first day. Here is a sample welcome email that you can use.

Dear [First Name],
The entire team of [name of the company] is thrilled to welcome you on board. We are pleased to have you join our team.

A quick reminder, your first day is [date of joining]. For your first day, please arrive by [time of arrival]. Our dress code is [dress code]. 

Meet with [name of contact person] at reception. [She/he] will help you out with the access to office premises, and show you to your workstation. I will meet you at your workstation and take you on a quick office tour.

We have planned your first day. Here is an outline:
Activity 1
Activity 2
Activity 3
Activity 4
If you have any questions or need additional information, we will be happy to answer. Please do not hesitate to contact us by email [email address] or phone [phone number].

Once again, warmest welcome, It is great to have you with us! We look forward to meeting you on your first day. 

Best regards,
[company name]

Announcement Email

This email is a way of introducing the new employee to the entire company. Here is an example that you can use.

Dear Staff,

We are pleased to announce that [name] has joined our company.

To ensure that [name] has a smooth transition in our company, [buddy name] will be assisting [him/her] to learn more about [his/her] responsibilities, the company culture, and the expectations within the company.

[First name] has worked in [give a short description of previous roles and responsibilities].

[He/She] has completed [give a brief of education].

When not working, [he/she] is [give details on hobbies/interests like an avid reader, a sports enthusiast].

[First name], it's great to have you with us. 

Best regards,
[Name/company name]


The welcome email creates an encouraging environment and makes your new employees feel motivated. It helps them relieve anxiousness and can serve as a checklist for their first day, as it includes all the information you want a new hire to know before they start. Remember helping your employees is setting them up for success with your company.

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