What Goes In a New Hire Welcome Email [Template]

how to write new hire welcome email

Jumpstart your new hire's first day by engaging them from day one. Follow our step by step guide on how to write a great new hire welcome email that will make your new teammate feel welcome!

Growing your team is an exciting time for the business. You’re adding talent, striving for bigger goals, and building even greater camaraderie.

But it can also be a stressful time if you don’t have the right tools in place to welcome a new employee. In order to commence a stellar onboarding process, it’s important that you kick things off on the right (and a high) note. Start with a simple welcome email.

A welcome email not only provides the new hire information they’ll need to get started fast, it also gets them excited for that first day of work. This article offers tips for each component of your employee welcome email: the subject line, the first day instructions and the first day agenda. Taken together, makes an excellent template. Feel free to use liberally and be sure to apply your company’s tone and personality so that it feels authentic to your employer brand. 

Craft an exciting subject line

Never underestimate the power of a great subject line – after all, this is your gateway to grabbing attention!  You can use the subject line of your welcome email to get that new hire pumped up. Freel free to have fun with the copy. Nab any the sample subject lines below or use them for inspiration.

Sample email subject lines:

  • Welcome to [Company]! We. Are. So. Excited.
  • Can you hear us cheering from here?! See you on [new hire start date]!
  • Is it [new hire start date here] yet?!

Pro tip: Use emojis! An email for such an exciting occasion deserves it.

Provide first day instructions

We all know the feeling of getting psyched up for that first day, and then arriving only to feel lost. Your welcome email should offer point-by-point details for how to navigate their way to and around the office. Below are examples you can use in your email, but be sure to tailor based on your company specifications and perks.

Hi {insert new hire first name},

On behalf of the whole team at [company name], we cannot wait to officially welcome you to our team! We know that this is the start of something beautiful, and we’re really looking forward to working together.

Before you join us on [start date] we wanted to queue you in to a few things that might be helpful for navigating your first day.

  • Where to go: Input your office address here. Describe any specifics if they interviewed remotely or haven’t been on site.
  • Parking details: Take this opportunity to detail any helpful parking, public transport and building entry details here.
  • When to arrive: Insert preferred arrival time and a reminder about your office dress code.
  • How to check in: Let your new hire know how to get situated upon arriving. If the first thing to do is ask for their manager, let them know. If they’re joining an orientation session, this is also the perfect place to give those details.
  • Food: Give the 411 on meals at your company. Is it a tradition to go out to lunch on a new hire’s first day? Do you have in office snacks? Are there neighborhood recommendations that your team enjoys that she/he can check out? Jot a few ideas here.
  • Equipment: Deliver details about what sort of equipment your new hire may need to bring or can expect to be provisioned with. If your company provides computers to your employees, be sure they are notified ahead of time so that they’re prepared for your new teammates’ arrival. 

Attach a first-day agenda

New employees don’t just need their parking validated and directions to the bathroom. Onboarding means giving them an agenda for that first day or even week. Use the end of your email to leave a brief agenda, things your new teammate might want to bring to the office, and any pre-reading that you’d like her/him to complete before arriving. This way, you’ll both be on the same page and off to a productive start.

Pro Tip: What do you wish you had known on your first day? Crowdsource your team to collect helpful advice and documentation here.

As you prepare to send this email to your new hire, be sure that you’ve covered all of your bases by checking out 10 Ways to Prepare for an Employee’s First Day. Starting a new job is a big step for every employee; by maximizing your employees’ engagement from day one, you’ll be sure to lay the foundation for a successful journey on your team. Good luck!

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