Office Tips

What to write in the new employee’s welcome email?

One of the most important steps in welcoming a new team member is the new employee welcome email.

After all, this e-mail is one of the main elements of the onboarding process – which occurs after hiring and before the first day -, essential to introduce the newcomer to the team and the company.

This way, he will feel valued and know exactly what to expect in his first few days at the organization.

Check now how to write this text and what to write in the new employee’s welcome email!

The importance of the welcome email

Sending a welcome email to new employees is a great way to “break the ice” early in the employee lifecycle onboarding process.

After all, new employees are already excited about signing the contract and need that feeling to remain alive until the first day of work.

Many companies fail to take advantage of the many benefits of welcoming a new professional precisely because they do not recognize how fundamental the enthusiasm and humor of the newcomer is.

After all, a new employee welcome email is a simple and quick way to perform a pre-onboarding activity at no additional cost.

In addition to demonstrating that the team is in agreement with the new addition to the team, it ensures that the professional is satisfied and feels part of a family.

The announcement of the new employee can be carried out in several ways: the most common is through a welcome email from the new employee.

Another way, if there is a need for an alternative, the announcement of a new employee can also be done on social networks, especially on LinkedIn.

This is great for their personal brand as professionals and the employer brand of the new organization.

What to include in the new employee’s welcome email?

Before we address exactly what to write in the new employee’s welcome email, it is essential to understand the essential elements of this type of document.

A welcome email usually comes from the new hire’s direct manager or the head of their department.

Overall, the tone should be very welcoming and helpful, reflecting the company’s culture.

Some essential items to cover in the new employee welcome email include:

    • Start date reminder;
    • Work schedule;
    • Dress code;
    • What to bring (e.g. ID, documents, contracts, etc.);
    • Where and how to find your workstation;
    • Information about the break room (e.g. where to find coffee, snacks);
    • Parking information;
    • Arrival instructions (i.e. check-in at reception);
    • First day schedule;
    • Welcome events (i.e. team lunch);
    • Contact information.

Welcome email examples

When writing a new employee welcome email, it’s critical to consider the company’s culture and the new hire’s situation.

Check out how to write a new contributor welcome email below!

1. Fulfillment of the welcome email

When deciding how to greet a new employee, the default is to use their first and last name.

When writing a formal email, it’s normal to use “Dear” followed by the person’s name.

However, the formal rules about starting an email do not apply to internal emails!

It’s essential that the email is warm and welcoming, not cold and impersonal. Therefore, it is possible to start it simply with “Hi” or “Hello”, for example, followed by the professional’s first name!

2. Welcome email body

Unlike a formal email to a client or client, the welcome email format for a new employee is flexible.

You can be creative, funny, or even take a more formal approach in the body of the email.

This step essentially consists of just two parts:

  • Welcome greeting;
  • Self-introduction.

In addition, also in this part, all information relevant to the employee’s first day at the company must be included, such as:

    • Important dates;
    • Time of entry, exit and break;
    • Dress code;
    • Description of the organizational culture;
    • Necessary documents;
    • Necessary equipments;
    • How to find the workplace;
    • Parking options;
    • Other professionals in the department;
  • What is expected in the first, second, third and fourth weeks.

3. Welcome email signature

When it comes to deciding how to end an email, the general rule of thumb is to use the same tone you chose to start your email with.

That is, if the new employee’s welcome email started with “Hi”, it is possible to end it with “See you later, …” or, if you opted for “Dear”, it is a good etiquette to end it. lo with a more formal signature, like “Sincerely,…”.

You can also include a functional email closing sentence before the signature.

Check out some examples of phrases that can enhance the positive feelings of your welcome wishes:

    • “We look forward to working with you!”;
  • “We are excited to have you on board!”;
  • “Thanks for joining us and welcome aboard!”;

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