-by Grace Carter

Grace Carter is an online writer and editor at UKWritings writing service. She helped many businesses writing HR texts and proofreading content. Also, Grace is a tutor at PaperFellows and Assignment Writing Service, where she helps students improve grades.


There are complexities to hiring an employee and their first day. 

There are tax forms, guidelines and rules, handbooks and contracts. A welcome letter confirms an employee’s new status and start date as well as making them feel at ease within their new role. This letter may also include, have attached or link to, onboarding paperwork.

What to Include

Include a confirmation date and an address indicate where the new employee should go on their first day, maybe they need to check in the HR or reception first. Also indicate if there is any additional information they need to bring like social security details or proof of identity. Some companies want to add mission statements, handbooks or guidelines to the letter, but this is not a necessity.

“Consider sharing information on what the employee should expect on their first day, this will help them feel at ease when arriving. Welcome letters also indicate what they should expect on their first day and often guidelines on what to bring and what to wear,” advises Kate Cullingham at Elite Assignment Help.

The tone should make the reader feel welcome and excited for their new pathway. Tone should be less formal then other internal letters you may send but still keep an air of formality to it as it is still work based. The level of formality can change based on the industry you are working in, workman or factories could be less formal than academic or medical institutes.

Why Should You Send

This letter will reinforce your commitment to this new employee and will make them feel valued by the employers. If they are satisfied with their employer and feel welcome, they are more likely to produce high quality and committed work.

Including items like start times, location and dress code will make the employee feel more at ease and avoid some of the first day nerves. Sending this letter will also allow HR to send other forms in advanced like employment forms, tax forms and next kin confirmation. Avoid it being too much about paperwork as it makes the company look too HR orientated.

Use Writing Resources

Having spelling mistakes or typos in your welcoming email can be very embarrassing for both you and the company. If this is something you are concerned about don’t be afraid to look to external resources to help make that welcome letter look as perfect as it can. Here are some that we recommend:


Example #1

Subject Line: Welcome!

Dear Joel,

It is my pleasure to welcome you to the bursary department at The John Smith Company. I enjoyed meeting with you last week, and am looking forward to seeing you on April 19.

When you arrive, you’ll be greeting by Sophie at the reception area. She’ll take you to get your ID, and log in details, before showing you your workspace, and introducing you to the rest of the team. We’re looking forward to working with you.

Welcome to the team!


Alexandra Manning

HR Administrator


Example #2

Your Name




City, State, Zip Code



Dear Lucia,

We are very happy to welcome you to the sales team here at JS Limited. You are joining us at an exciting time of year, as we move ahead with brand new projects over the summer months.

We are hopeful that with your fresh ideas and passion, this will be one of our best and most productive seasons.

As we discussed during your initial interview, we are projecting unprecedented growth this year, and are hope you will help us reach those goals.

When you arrive on Monday, April 23, stop by my HR office, on the 2nd floor, and I’ll show you to your office before introducing you to Alison and Dawn, who were out of town during your second interview. We are all looking forward to working with you and are certain that you are going to be a great fit for this team. Welcome aboard and we look forward to our future together.


Yours truly,

Alexandra Manning


Your goal should be to make new employees feel prepared to start their new role. Include practical details as well as greetings, also attach any other information they may need. The message you want your welcome email to send is that you’re a warm, friendly yet organized establishment.

10 Responses to “How To Write a Welcome Email to New Employees”

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