What is a welcome letter?

A welcome letter is a document sent to a new starter right before they begin their role. It usually uses friendly language and provides important information about what the new employee needs for their first day, preparing them for orientation. A good welcome letter is straightforward, personalised and sets positive expectations about your working environment, company culture and values.

Welcome letters are typically sent via email, though a hard copy may also be appropriate, depending on your institution’s preference and communication style. Welcome letters set a positive tone for a lasting professional relationship and play a role in making a good first impression.

What to include in a welcome letter

Welcome letters to new employees can vary in content and format. A specific, straightforward letter that clearly outlines necessary information can make a positive first impression. As an organisation, it’s a good idea to adopt a standardised format for your welcome letters. You could also create a checklist of what to include. Here are a few key details:

• A welcoming message: this shows you are excited to meet the new person.
• An overview of the first-day agenda: include all necessary information, such as the start date, time, team, first-day schedule and arrival instructions.
• Additional information: this could be any other details your employee needs to feel comfortable on arrival, such as the dress code or parking information.
• Fun extras for digital letters: for digital welcome letters, consider including images, videos or GIFs to make the letter more engaging, along with adding your business social media details.
• Sign off on a positive note: reiterate how much you’re looking forward to working with the person and welcoming them to the team.

How to create a welcome letter

Writing a welcome letter involves careful planning and using a positive tone to create an inviting atmosphere. Consider the following steps when writing your welcome letter:

1. Establish your aim

Before writing the welcome letter, determine what information to include and the tone you want to set. If you’re unsure, you could ask a member of the HR team for advice about what’s important.

2. Create an outline

List all the important information and other resources to include in each paragraph. Using an example form or template can help organise the outline and ensure you don’t leave anything out.

3. Extend a greeting to the new starter

Use the opening paragraph to express your excitement in welcoming the new person. You can also congratulate them again for making the team and reiterate the responsibilities of their role, along with how the position contributes to the company.

4. Introduce yourself and other key colleagues

Introducing yourself can help the recipient feel more comfortable and foster a personal connection. Along with sharing your name and explaining your current role in the company, you could add a few details about yourself. If you already met them during the interview, you can revisit details of that conversation – for example, mentioning a shared interest.

5. Share information about the employee’s first few days

This includes simple logistics like arrival time, dress code, essential documents and items they will require for onboarding. You can also include an onboarding schedule outlining what to expect during the first week, including key meetings and training sessions.

6. Outline other key information and contact details

Include extra information that the new starter may need for seamless onboarding. You can provide access to key resources, like links to the employee handbook and login information for online tools. Starter forms, a list of team members, contact details and informational content can help them get started too. Make sure to let the employee know about the support available to them if needed.

7. Sign off

A sign-off can include a statement of encouragement, thanking the employee for accepting the role and highlighting the value they bring to the company. You could also highlight the value the new employee brings to the company. The welcome letter’s closing is also a chance to invite them to ask questions before their start date.

Welcome letter template

Using a template to write your welcome letters to new employees can make the writing process simpler. You can customise the following template to write your first welcome letter.

Dear [employee’s name]

Welcome to the team!

We are excited you’re joining [company], and the [department] team is looking forward to meeting you. I’m confident your [recent education, skills and unique experience] will be valuable assets to the team.

Firstly, allow me to introduce myself. My name is [your name] and I’m the [your role] at [company]. We’re impressed with your skills and educational background, and can’t wait for you to begin working with us.

As discussed earlier, you’ll start on [date] at [time]. Remember to bring identification, such as a passport or driver’s licence, and be ready to complete the onboarding documents. Your line manager will have a meeting with you to take you through your daily roles and responsibilities and show you around. Our dress code is casual but professional.

[Person’s name], [person’s job title], will be your contact person for the first three weeks. When you get to reception, ask for them. They’ll introduce you to everyone, show you around and ensure you have everything you require. They’ll also organise a team lunch so you can meet your colleagues.

Use this link [insert link] to access our employee directory for further information about our organisation. We’ve also enclosed your employment contract and the benefits forms. Please review them before signing and submit them on the starting day.

We’re confident you’ll do an excellent job and are eager to welcome you in person! If you have any questions about your first day, feel free to email me at this address or call [phone number]. I’m always happy to explain anything that’s unclear or offer support.

I’m looking forward to having you join us here at [company name]!

Sincerely,

[Your name]

[Role]

[Your signature]

It’s a good idea to add your signature to the welcome letter before sending it, as this is a perfect way of adding a small personal touch for the recipient.

Welcome letter example

Here’s an example of how a welcome letter might read after adding the relevant details to the letter template and making a few tweaks to personalise the message and wording to your organisation’s style.

Dear Alice,

Welcome on board! We are excited that you are joining ABC Logistics and the marketing team. The entire business is delighted to have a new team member. I’m confident that your passion for marketing will be valuable in helping us achieve our goals.

At our office, you’ll find a welcoming, collaborative environment designed to help you integrate smoothly into our organisation. We are committed to supporting not only our employees but also the wider community through our various outreach initiatives.

Firstly, allow me to introduce myself. My name is Jo Robinson, and I’m the Head of Human Resources. Your skills and educational background left a great impression at your interview, and we can’t wait to see you performing your role.

As discussed earlier, you will start working on 1 July at 9:00 a.m. Remember to bring some kind of identification, such as a passport or driving licence, and be ready to complete the onboarding paperwork.

Your line manager will have a meeting with you to take you through your daily roles and responsibilities. You will also take a tour of the finance, logistics and technical departments. Please note that our dress code is casual but professional.

Mo Hussain, our Marketing Assistant, will be your contact person for the first three weeks. When you get to reception, kindly ask for him. He’ll introduce you to the team, show you around and ensure you have everything you require. He’ll also organise a team lunch so you can meet and interact with all your new colleagues.

Use the included link to access our employee directory and acquaint yourself with our company, from all your colleagues to key customers and clients. We have also enclosed the employment contract and benefits forms. Please review them before signing and submit them on the reporting day.

We are confident you’ll do an excellent job, and we’re eager to welcome you in person on 1 July. If you have questions about your reporting day, you can contact me at this address or call +44 20 7946 0000.

I’m looking forward to your performance here at ABC Logistics. I’m confident you’ll do great things.

Sincerely,

Jo Robinson

Head of Human Resources

ABC Logistics

Welcome letters to new clients or customers

Welcome letters can also be used as a formal way to acknowledge a new business relationship. When a new customer or client begins using your products or services, sending a welcome letter is often considered a thoughtful gesture.

Such welcome letters can create trust, positive anticipation and mutual respect from the onset of a new relationship. The welcome letter for a new customer or client also solidifies the business relationship and provides a plan for future communications.

Welcome letter templates for PDF & Word

Download these welcome letter templates to set clear guidelines for your employees on when they can and can’t work from home.

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labour or employment regulations.