What is a welcome letter?

A welcome letter is an effective way of making your new employee comfortable when they join your organisation. The letter offers relevant information about what the new employee needs for their first day at work and prepares them for orientation. It should be straightforward, personal and set positive expectations for the employee about your work environment.

What to include in a welcome letter

Welcome letters vary significantly in terms of content and format. The letter should be simple, specific and straightforward. As an organisation, it’s a good idea to adopt a standardised format for your welcome letters. The overall aim should be to make your new hires feel at home as they join your company.

The following are some important details to include in the welcome letter:

• A clear aim for writing the letter. This helps to keep your letter purposeful and concise.
• A welcoming note. It shows you are excited to meet the new employee.
• An overview of the agenda of the day. This includes start date/time, team/group/department/program area, first-day schedule and arrival instructions.
• Additional information. Here, include any other information your employee needs to feel comfortable on their first day in your organisation, such as dress code and parking information.
• Use the best format for your employees. You can also include some images or videos (if it’s a digital letter) to make the letter more engaging and exciting.

How to create a welcome letter

Consider the following steps when writing your welcome letter:

1. Establish your aim

Before writing the welcome letter, it’s vital to determine what you need to include in the letter besides the welcome message. You can ask advice from your colleagues to know what’s important.

2. Create an outline

List all the crucial information to include in each paragraph. This will ensure you don’t miss any vital information.

3. Welcome the new hire

Use a few sentences to express your excitement as you welcome the new employee. You can also congratulate them for making it to be part of your team.

4. Introduce yourself.

This is an excellent opportunity to get personal. You can share your name and current role in the company. If you met them during the interview, you can revisit the conversation.

5. Share vital Information about the employee’s first day at work

In this section, share vital information the employee needs for a smooth first day in your company. This includes simple logistics like arrival time, dress code, must-have documents and items they will require for onboarding.

6. Outline other additional Information

Include extra information that the new hire may need for a seamless onboarding process. This may include a link to the employee handbook, a list of their team members, and contact details of various important people within your company.

7. Close the letter

A letter closing includes reiterated information on what the employees may do in the company, tips to help them stay longer in the company and thanks for acceptance to join the company team.

Related: Best Interview Questions to Ask Candidates

Welcome letter template

You can customise the template below to come up with your first welcome letter.

Dear [employee’s name]

Welcome on board! We are excited you are joining [company name] and the [department name] team. The entire team is delighted to have a new member. I’m confident [recent education, skills and unique experience] will be valuable in helping you achieve your goals.

Firstly, allow me to introduce myself. My name is [your name] and I’m the [your role] at [company name]. We’re impressed with your skills and educational background and we can wait to see you performing your duties.

As discussed earlier, you will start work on [start date] at [time]. Remember to bring some kind of identification such as a passport or driver’s license and be ready to complete the onboarding paperwork. Your direct manager will have a sit-down with you to take you through your daily roles and responsibilities. You will also take a tour of the [related departments]. Please note that our dress code is casual but professional.

[Companion’s name], [companion’s job title], will be your companion for the first three weeks. When you get to the reception, kindly ask for [companion]. They will introduce you to the team, show you around and ensure you have everything you require. [Companion’s name] will also organise a team lunch to meet and interact with all your colleagues.

Use this link [insert link] to access our employee directory to get further information about our company. Our aim is to ensure you’re fully comfortable as you work for us. We have also enclosed the employment contract and benefits forms. Review them before signing and submit them on the starting day.

We’re confident you’ll do an excellent job and eager to welcome you in person on [date]. If you have questions about your reporting day, email me at [email address] or call [phone number].

I’m looking forward to your exemplary performance here at [Company Name].

Yours,

[Your name]

[Designation]

[Your signature]

Welcome letter example

Dear Melissa,

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

Firstly, allow me to introduce myself. My name is Kerry Robinson and I’m the Head of Human Resources at Marvel Logistics. We’re impressed with your skills and educational background and we can wait to see you performing your duties.

As discussed earlier, you will start working on 1st July 2021 at 9.00 am. Remember to bring some kind of identification such as a passport or driver’s license and be ready to complete the onboarding paperwork. Your direct manager will have a sit-down 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.

Mark Weber, our Marketing Assistant will be your companion for the first three weeks. When you get to the reception, kindly ask for him. He will introduce you to the team, show you around and ensure you have everything you require. Mark will also organise a team lunch to meet and interact with all your colleagues.

Use this link to access our employee directory to acquaint you with our company. Our aim is to ensure you’re fully comfortable as you work for us. We have also enclosed the employment contract and benefits forms. 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 July 1st. If you have questions about your reporting day, email me at robinsonk@marvellogistics.co.uk or call 0756783430.

I’m looking forward to your exemplary performance here at Marvel Logistics.

Sincerely,

Kelly Robison,

Head of Human Resources

Marvel Logistics