Onboarding

How To Write A Welcome Email That Gets New Employees Excited

Write a welcome email that makes an amazing first impression and sets the stage for ongoing employee success.

Introduction

Think about it…

When you sign up for newsletters, you get an email welcoming you to the sender's mailing list. Flight attendants welcome you aboard planes. Doormen welcome you with smiles into restaurants. Butlers welcome you to five-star hotels and resorts. Consultants and independent contractors welcome you to their business and send a welcome packet.

So, what stops you as an organization from welcoming your new hire? And if you are wondering how to welcome a new employee to the team, start by putting yourself in their shoes. It might sound cliche, but it’s true on all counts. 

Resuming at a new company in a new role, in an unfamiliar environment can be intimidating for your new employees. It’s like being the kid at school — you’re told where your locker is, what classes to attend and their durations —however, what the kid really wants to know is how to act and what the social norms are. 

Does raising up their hands to answer a question get them snickers from other classmates, or should they wait until they’re asked by their teachers?!

Now, imagine your new hires as a seventh-grader with two choices: Would they feel better and happier knowing what’s expected of them, or would it be okay for them to wing as they go, without anyone’s assistance? Your guess is as good as mine. Everyone wants someone supporting them…Cheering them on as they take the first step into uncertainty.

And that’s what onboarding feels like. Sometimes, when organizations complain of being affected by the Great Resignation, you might need to take a closer look at your hiring process. What’s your application process like? Is it smooth and stressless or do applicants need to spend over one hour poring over application questions? What’s your onboarding process like? Do you incorporate orientation, job-specific training, introductions, culture acclimation, and follow-ups?

Talent scarcity and high turnover are among the biggest challenges organizations will face in 2022 and beyond. Gallup discovered that 88% of organizations do not onboard well. This is why one in five new hires is unlikely to recommend an employer to a friend or family member.

And yet:

  • Organizations with a strong onboarding process improve new hire retention by 82% and productivity by over 70%.
  • 79% of employees who had an excellent onboarding experience say they have “the best possible job ever!”
  • Asking new hires for feedback after onboarding improves company-employee relationships by 91%. Plus, 79% of new hires who were asked for feedback before resuming on their first day were willing to refer others to their employers.

These show that the advantages of providing an amazing onboarding experience far outweigh doing otherwise. 

Therefore, sending a new employee email, a Slack message or a handwritten note to a new hire goes a long way in not only making a great first impression but also cementing the company in their hearts and setting the stage for success.

What Are The Benefits Of Welcoming A New Employee To Your Organization?

Consider the following statistics:

A bad onboarding experience increases the likelihood of an employee looking for another job, while a strong onboarding experience ensures that 69% of workers remain with a firm for three years.

Additionally, organizations with an excellent onboarding process increased new hire retention rates by 52%, and a positive employee onboarding experience increases the likelihood of that person remaining by 82%.

Excellent onboarding matters, as does welcoming a new employee. The benefits of welcoming a new hire to your team include the following:

Motivation

A new hire probably feels jittery on their first day of work. A structured and warm welcome can motivate them to do their best and contribute to the company’s long-term success. 

Commitment

SHRM reports that the first 45 days of employment account for up to 20% of worker turnover. What you do on the first day all adds up to what a new hire thinks about the organization 45 days after.

Creating a good first impression will motivate your new employees to stay. Your employee welcoming and onboarding efforts hugely determine your retention or turnover rates.

Engagement

Don’t just see your welcome email as a sign of thoughtfulness. Use an employee welcome email as an opportunity to show new hires that they made the right decision by choosing your company. 

Since job searching is a life-changing process, communicating with the right words reiterates that they’ve chosen to work in an organization with the right culture and personality, and deserving of their talents and efforts.

Connection

Every word you say in a welcome email to a new employee matters. Using the right words sets the right tone for what a new employee should expect in your organization. A great welcome email should make your new hire feel good and immediately feel connected to their colleagues and the company’s overarching vision, mission, and purpose.

What Should You Include In A New Employee Welcome Email?

Typically, a new welcome email comes from the new hire’s direct manager or the head of the department. The tone of the welcome email should be helpful and welcoming and adequately reflect the company’s culture. Below are some essential items to include in your welcome email to the new employee:

  • Work hours.
  • Start date reminder.
  • Dress code (for hybrid and in-office working conditions).
  • What to bring (paperwork, ID, etc) — for hybrid and physical working conditions.
  • First-day schedule.
  • Welcome events (virtual or physical).
  • Contact information.
  • Where to find their workstation (for hybrid and in-office working conditions).
  • Detailed instructions on how to locate the office or company-appointed workstation.

New Employee Welcome Email Examples

Before writing welcome emails for new employees, consider the following: your company culture (professional, casual, warm) and your new employee’s location, culture, or situation (if they recently relocated, you might want to add tips on the best tourist attractions to see, how to navigate the city as a first-timer, etc).

Casual Welcome Email For New Employee Joining In-Office

Subject line: Welcome aboard, (new hire name)!

Hi, (new hire name),

Welcome to the team! We’re excited to have you join us at (company name), and we know you’re going to be valuable to our company. We can’t wait to see you shine and accomplish great things.

Just a reminder, your first day is (insert date). All you need to bring is yourself and your photo ID. Our dress code is casual, so wear something comfy! As I mentioned before, we offer flexible work hours anytime between 7 a.m. and 7 p.m. For your first day, though, please arrive by 9:30 a.m., and feel free to park in any unmarked spot in the parking deck.

Please check in with (insert name) at reception. She’ll provide you with your security badge. I’ll meet you in the lobby to introduce you to the team, show you to your workstation and take you on a quick office tour. (And help you with your first training task: learning how to use our espresso machine!)

From 10 a.m. to noon, you’ll meet with (insert name), our HR director, for new hire orientation. And because I’m sure you’ll work up an appetite signing all that paperwork, we’ve scheduled a team lunch afterwards. (Which reminds me — do you prefer Mexican or Thai food?)

At 1:30, I’ll introduce you to your new hire mentor, (insert name), who will be your go-to guy over the next couple of weeks. (Insert name) will help you with lots of crucial things, like how to log into the time tracking software, how to book conference rooms, and where to find the neon post-its. Once you’re properly set up, (insert name) will get you started on our training modules.

If you have any questions before Monday, feel free to email me or call me at [direct line number].

Once again, we are excited to have you on the team and hope you’re looking forward to your first day as much as we are.

Welcome aboard!

[Manager signature]

(Source)

Welcome Email For New Employee Joining Remotely

Subject line: Welcome, (new hire name)!

Hi, (new hire name),

Welcome to (company name). 🎉 We have no doubt that your skills and experience will bring something great to the table.

To make sure we’re on the same page for your first day: you start on [month and day]. Our regular hours are 9 AM to 5 PM, but for your first day please make sure you’re logged in for 10 AM.

We went ahead and arranged a few meetings for your first day, which you’ll find in your calendar invites:

  • 10AM-10:30AM: 1:1 with your team lead [name]
  • 10:30 AM-11 AM: Meet your teammates
  • 11AM-NOON: Orientation with our HR manager [name]
  • 1:30 PM-2:00 PM: Meet your buddy [name]

Your first day will be dedicated to making sure you are properly set up, filled out the right paperwork, and have all the information you need to get started.

We know remote onboarding can feel a little different, but we’re here for you! If you have any questions or concerns before your first day, don’t hesitate to reach out.

P.S: Mental health is important when WFH! We’ve included a to-go mug in your Welcome Package, so you can take your coffee with you outdoors, as we encourage walk breaks between meetings! 

Excited to have you on board!

[Your signature with contact details]

(Source)

Professional Welcome Email For New Employee Joining In-Office

Subject line: Dear (new hire name),

Welcome to [company name] — we are excited to have you aboard and look forward to seeing you on your start date of Monday, August 6. As a reminder, our business hours are from 9 a.m. to 5 p.m. Monday through Friday.

However, we ask that you arrive by 8:30 a.m. on your first day so we can show you to your workstation and give you a tour of the office before your orientation.

You are welcome to park anywhere in the parking deck, save for the reserved spots. Once inside the building, please check in with (insert name) at the reception desk. She’ll provide you with your security badge. I’ll greet you in the lobby. 

Here is your first-day schedule:

  • 8:30 a.m. – 9 a.m.: Building tour and team introduction
  • 9 a.m. – 11 p.m.: New hire orientation with HR Director, (insert name).
  • 11:30 p.m. – 1 p.m.: Team lunch (location TBD)
  • 1:30 p.m. – 2:30 p.m.: Workstation technology orientation with IT Director, (insert name).
  • 3 p.m. – 5 p.m.: Begin training with New Employee Mentor, (insert name).
A few more things to note:

The employee kitchen and break room are located on the east side of the first floor and stocked with snacks and beverages. The espresso machine is also available to you at any time. Please bring your photo ID on your first day. Our dress code is business casual. 

If you have any questions before Monday, you can email me or call me at [direct line number].

Welcome aboard! We look forward to seeing you Monday, and we’re happy to have you on the team.

[Manager signature]

(Source)

6 Additional Tips For Writing A Welcome Email That Gets New Employees Excited

If you’re not sure about how to write a great welcome email for your new employee or what to include, these pointers should help.

1. Use formatting

While your new employee is excited to start working with you, that doesn't mean they aren’t anxious. Consider the following when crafting your new email:

  • Use lots of white space.
  • Break texts into chunks.
  • Use subheadings, bullets, and bold important parts.
  • Add special effects by using gifs, memes, videos, or infographics.

The first three tips would make your email more legible and reduce your employee’s anxiety (which could stem from information overwhelm).

The last point is a great addition if you’re a fun or casual company, and want to add some spice to your email. You might also add it if you want to elicit a chuckle or laughter from your new hire when they see the gif or meme.

2. Show your excitement

Show your new hires that you are also thrilled to have them join the company. Use friendly words, as opposed to sounding cold or intimidating. Your words would offer a glimpse of the type of work environment they would be joining.

3. Be personal

Use their first name throughout the email and address yourself using the first-person pronoun (I) instead of “we (the organization).” It humanizes the organization and makes them feel like they’re talking to a real person, instead of a faceless representative of the company. 

Being personable also makes your new hires immediately connect with you and trust you even before resumption. In parts where you cannot mention their names (to avoid repetition), use “you.” It makes them feel seen and respected and tells them you’re more committed to what they need instead of what you need.

4. Let them know it’s okay to experiment

Usually, candidates put their best foot forward during the interview process. And when they get the job, they resume their new jobs thinking that they have to be overly perfect.

Communicate to them that they are human, first of all, and that it’s okay to fail and make mistakes. Empower them to realize that making mistakes help them learn more about their jobs, experiment with new ideas, and grow professionally.

5. Let them know they have your support

Let them know “you’ve got their backs” as they resume work. This removes any feeling of loneliness they might have and makes them feel like a valued member of their teams and the company. Also, communicate that it’s okay to ask for help. After all, “teamwork makes the dream work.”

6. Ask them if they have any concerns

Include that it’s okay for them to reach out to you if they don't understand something, or have any issues. You can include some contact numbers for them to choose from, or even add your personal number so that they can text or call you if problems arise.

Get them ready for that first day

Bringing a new team member aboard shouldn’t be boring or rigid. Have some fun and spread the cheer to your new hires while at it. The most important thing is to ensure that your welcome email makes your new employee excited to hit the ground running, and contributes to an amazing onboarding experience for them.