The must-haves for your welcome pack
Employee handbook
No welcome pack is complete without one, and this item should contain all the need-to-know information for the new hire – especially in the first few weeks of their employment. The employee handbook should include terms and conditions of employment, a who’s who in the office or company, key members of the team, office etiquette, and all the information that will help the new hire get up to speed quicker. In other words, a one-stop shop for frequently asked questions and important documents.
Starter form for new employees
An absolute necessity when onboarding a new employee is including a starter form as part of the welcome pack, covering legal requirements, payroll information and workplace pension schemes.
Part of this is the right‑to‑work documents, which are proof that the new employee has the legal right to work in the UK. This includes their passport, National Insurance number, immigration status documents or work visas. For a full list of the right‑to‑work documents and a checklist, see the government guidance. It is also a legal requirement to keep photocopies of the right‑to‑work documents for future reference, and keep them on file for two years after the employee’s last working day.
Criminal record checks may also be necessary as part of your starter form for new employees, especially if your business involves healthcare or children. If the role involves driving and holding a driving licence, it may also be important to check the status of the applicant’s driving record.
Once all checks and legal documents have been submitted, you must ensure that the new starter is added to the payroll system, or PAYE. You will need to inform HMRC that you have taken on a new employee, which you can do on the government website, and obtain further information to enrol the new employee, which can be found on the employee’s P45 form. This includes their date of birth, gender, address, start date, leaving date from their last role, National Insurance number and existing tax code. If the employee attended university, you will also need to check their student loan deduction status.
Welcome letter
A personalised note from the line manager and directors is a great way to welcome somebody new to the company, outlining how excited they are to be commencing work with the new arrival and what there is to look forward to. It doesn’t have to be pages long, but should be long enough to show that you care and that employees aren’t just a number to you.
Benefits package
Making the benefits package clear with a one‑pager on all of the items included highlights the value the company places on its workforce, so bringing it to the fore by including it in the welcome pack goes a long way to motivating and inspiring new hires. This is a must-have because so often benefits packages are hidden due to what they lack – shout out about yours and staff retention numbers will see the rewards.
The gifts
Coffee mug
A great addition to any employee’s desk is a branded or personalised mug, perfect for the endless tea and coffee that powers workforces around the globe. A branded mug is a great addition to a new hire welcome kit, offering employees something to keep and make them really feel part of the team.
Hoodies and t-shirts
There are few better ways to make your team a unit and feel part of something than ensuring all staff members get a personalised item of clothing to welcome them to the fold. Relatively inexpensive, hoodies and t-shirts make your staff members unique to your company and instantly recognisable. A fantastic way to welcome a new team member.
Face mask
Having lived through a pandemic, and staff well-being being paramount, show that you care with a branded face mask. These can be inexpensive to acquire, and are a token of gratitude and care in a world where looking after each other is more important than ever.
Sweet treats and goodies
If you’re really looking to go all out on your new arrival’s welcome kit, why not look at a box of assorted sweet treats and snacks, or healthier options? Nothing says welcome to the team like a box of fudge!
Welcoming a new arrival to the company is the first step to a healthy relationship with your workforce, so getting it right is not optional in the modern world. Impress, inspire, and motivate all in one motion with a well-crafted welcome pack. You don’t have to spend a lot, just enough to make your employees feel both valued and welcomed, as well as ensuring legal documents and on‑boarding information are taken care of from the off. It’s your chance to set the tone.
