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 really is that simple.

Starting over at a new company in a new role, in an unfamiliar environment can be intimidating. 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? Should they wait until they're asked?

Now, imagine your new hires as a seventh-grader in this predicament: Would they feel better and happier knowing what’s expected of them? Would you?

Everyone wants someone supporting them… or in this case, cheering them on as they take the first step into uncertainty.

And that’s what onboarding feels like. And as companies continue to feel the impact of the Great Resignation, it's more important than ever to take a closer look at the hiring process. This includes recruitment, interviewing and of course, onboarding.

Talent scarcity and high turnover are among the biggest challenges organizations will face in 2022 and beyond. Gallup discovered that 88 percent 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 percent and productivity by over 70 percent.
  • Seventy-nine 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 percent. Plus, 79 percent of new hires who were asked for feedback before resuming on their first day were willing to refer others to their employers.

Essentially, the advantages of an amazing onboarding experience are worth the effort. And it starts with the first step.

An employee welcome letter goes a long way in not only making a great first impression but also in preparing a new employee for a successful career.

What are the benefits of welcoming a new employee into 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 percent of workers remain with a company for three years.

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

Excellent onboarding matters, and it starts with a warm welcome. The benefits of welcoming a new hire to your team include:

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 percent 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

A welcome email is more than a nice gesture. It's an opportunity to show new hires that they made the right decision and prepare them for what's next.

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 fit for their talents and effort.

Connection

Every word you say in a welcome email matters. You want to set the right tone for what a new employee should expect in your organization. A great welcome email should make your new hire feel excited to connect to their colleagues and the company’s overarching vision, mission, and purpose.

What should you include in a new employee welcome email?

Typically, an onboarding email comes from the new hire’s direct manager or the head of the department. The tone of the welcome email should be helpful, enthusiastic and an accurate reflection of the company's culture. But most of all, it should clearly let your new employee know what's going on. Here are some housekeeping details to include:

  • 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 (is it professional, casual, warm?)
  • Your new employee’s location (Are they remote workers? Did they relocate to town? How can you ensure they feel comfortable and adequately prepared)
  • The information they'll need to comfortably walk in on their first day (and ways to make that experience special and unique to them!)

Here are a few examples that vary in circumstance and tone. We've bolded sections that someone would fill in — but remember to tweak these examples to fit your company's requirements.

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). 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've 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 (start date).

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 lot, 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, check out these pointers.

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. It also can add some much-needed levity to calm those pre-hire jitters.

2. Show your excitement

I bet you're thrilled that this new hire is joining your team. Do you know who's just excited? THEY ARE! Let recruits know that you can't wait for them to get started. Use friendly words. And if your brand leans more on the formal side of things, it's okay to slip in an exclamation point or two. Let them know there's a real person on the other end of their inbox.

3. Be personal

Like we said above, let them know they're talking to a real person. 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 builds a stronger connection than imagining a faceless company representative.

a A personable email builds trust just as much as connection. If you're using a template, personalize it as much as possible. In parts where you cannot mention their names (to avoid repetition), use “you.”

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 that you recognize that they are human, first of all, and that it’s okay make mistakes... or even fail. This will calm nerves and help them come in with more confidence to learn about their job, experiment with new ideas and grow professionally.

5. Let them know they have your support

Everyone needs an ally. Let new hires know you've got their backs. Let them know that you're open to questions or concerns. This makes them feel like a valued member of your and the company as a whole. Nothing's more empowering than having a leader tell you point-blank that they want to see you win.

6. Ask them if they have any concerns

Gauge how they're feeling now, and see what you can do to improve the experience moving forward. 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 new hires ready for that first day

Bringing a new team member aboard shouldn’t be boring or rigid. Have some fun and make sure your new hires do too! All that matters is that your employees are excited (dare we say... ecstatic?) to get started and prepared to hit the ground running.