Welcome Letter

Tiffany Gordwin
Tiffany Gordwin
You’ve hired your new employee; now what? As you build your onboarding process, one element to get new employees excited about joining your company is the welcome letter. Let’s explore what a welcome letter is, why it’s important, and what to include. You’ll find a welcome letter template at the end of the article.

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What Is a Welcome Letter?

A welcome letter is sent from the employer to a new employee. The welcome letter should always come from the hiring manager. The hiring manager will call one week before the start date to welcome the new employee to the team, summarize the information in the welcome letter, and ask if they have any questions. After the phone call, the hiring manager will email the welcome letter to the employee.

The Importance of Formally Welcoming New Hires

Making new employees feel welcome helps them feel good about their decision to work with you and speeds their integration into the company. Formally welcoming new hires:

  • Shows that the company values engagement between managers and their direct reports.
  • Demonstrates how excited the company is to have the new employee join the organization.
  • Helps the employee feel committed to not only the manager, but also to the company.
  • Sets the employee up for success
  • Boosts employee morale and helps with retention rates.
  • Gives the hiring manager an opportunity to start building a positive working relationship with the new employee.
  • Gives the new employee the chance to ask any pressing questions.

Did you receive a welcome letter from your manager? If you did, how did it make you feel? If you did not, think about how important it would have been if you had received it.

What to Include in Your Welcome Letter

You should always include the following information in your welcome letter:

  • Congratulations and welcome to the team
  • Hiring manager’s name and job title
  • Trainer’s name and job title, if different
  • Onboarding buddy’s name and job title
  • Start date and time
  • Address (include cross streets if the location is hard to find)
  • Parking instructions
  • Dress code
  • First week’s onboarding/training schedule (this will ensure that employee understands expectations during the first week)
  • Mentor’s name and job title, if included
  • COVID guidelines

Sample Welcome Letter Template

Hello (New Employee Name),

Congratulations and welcome to (company name)! We are very excited to have you join the team. We strive to ensure that by the end of 90 days, you will be a master in the processes and skills needed to operate with world-class efficiency. It is our goal to help new employees align with (company name)’s brand and culture. [Provide a brief statement about the company’s mission and values)] During your onboarding, you will have both (on-site) and (virtual) training to prepare you for success.

Here are some important contacts who will assist you during your onboarding.

Manager: John Doe, (job title)

Trainer: Shelly Doe, (job title)

Your trainer will be with you for the first (90 days) to ensure you are trained correctly in your new position.

Onboarding Buddy: Mary Doe, (job title)

Onboarding buddies partner with you for the first (90 days) to offer encouragement, answer questions, and provide resources to help introduce you to the (company name) culture. 

In preparation for your arrival on (day), (date):

  •  Come prepared with proper documentation to process your I9/HR paperwork. For more information on these documents, please visit US Acceptable Documentation.

Schedule for the first week:

  • Monday (on-site)
    • Arrive at (time)
    • Dress code is (business casual)
    • You will complete your I-9 form (online) with (HR)
    • Your onboarding buddy (Shelly Doe) will give you an initial tour of the building
    • You will receive your (company name) badge
    • You will receive a laptop (if needed)
  • Tuesday (virtual)
    • Participate in (company name) 101 training
  • Wednesday- Friday
    • TBD

COVID Guidelines

  • Please ensure you follow CDC guidelines by practicing social distancing, wearing your mask, and washing your hands frequently.
  • If you are not feeling well, please stay home and give me a call at (xxx) xxx-xxxx.

Feel free to reach out to me directly at johndoe@company.com if you have any questions or concerns prior to your first day.

If you have any trouble (Monday morning), please contact me at (xxx) xxx-xxxx.

Best,

John Doe

How to Write Your Own Letter of Welcome

As you sit down to write your own welcome letter, here are a few steps you can follow:

Step 1: Show Your Excitement

Starting a new job is exciting! Don’t skip over the celebration and jump right into the nitty-gritty details of what your new hire should expect in terms of onboarding. Make sure your letter begins with an expression of congratulations and welcome. Let them know that you’re just as excited that they’ve accepted the offer as they are.

Step 2: Talk About The Company

Next, include a brief statement about the company: talk about the culture they’re joining, and the mission they will soon be contributing to. You want your new hires to remember that they’re a part of something much bigger than themselves

Step 3: List Contacts

Now it’s time to start connecting them to others in the company. Provide a list of important contacts, such as their manager, trainer, and onboarding buddy. They should arrive at their first day knowing there will be familiar faces that will greet them.

Step 4: Talk About Onboarding Processes

Provide information for the first day/week to let the new employee know what to expect. First impressions matter! Nothing would be worse than getting your new hire excited for their first day only to greet them with disorganization and confusion when they arrive.

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Questions You’ve Asked Us About Welcome Letters

Who should the welcome letter be from?
The welcome letter should always be from the hiring manager because it builds trust and begins to build a positive working relationship.
When should I send new hires a letter?
The welcome letter should be sent out one week prior to the new employee’s start date. The hiring manager will call the new employee to congratulate and welcome them to the team. They will go over the welcome letter and email the letter after the conversation.
Tiffany Gordwin
Tiffany Gordwin

Tiffany is an empowering influencer with an MBA in Human Resources Management and 20+ years of experience delivering innovative HR and business solutions that drive continuous improvement for leading organizations. She creates a positive work culture that boosts employee engagement. She leverages communication, organizational, and conflict-resolution skills to optimize operations in challenging arenas. Tiffany is a champion for Diversity, Equity, and Inclusion and she always reminds others that it’s our differences that makes us stronger together.

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