Write a welcome aboard email for a new employee: Templates & tips
When onboarding a new employee, it’s important to make them feel welcome and make sure they have all the information they need to succeed in their new position. And a “Welcome aboard” email is a great way to get the job done.
If you are wondering what a professional welcome email should look like, why not try our templates and useful tips to welcome your new employee to the team?
by Alyssa SchmittA well-crafted “Welcome to the team” message can guide your new colleague through their first day.
How do you make new employees feel welcome?
You probably put in a lot of time and effort to find and hire the best new employee for your company. Now that they have joined your team, you want them to feel included in the team, empowered to have a great onboarding experience, and inspired to make a meaningful contribution to the company going forward. So, when writing your welcome email, your goals should be to:
Make the new employee feel welcome, valued, and happy they joined your company
Build trust by providing clear directions and instructions
Give them an introduction to your company’s communication culture
Ok, so how do you welcome someone professionally?
A welcome email to a new employee should reflect the internal culture of your company. In other words, if you have a casual workplace, feel free to write in a casual style. Or you can write a professional email if that is a better fit, but it does not have to be as formal as a message to a client, for example. You should express enthusiasm about the new team member joining your company, but the focus should really be on sharing the details they need for a successful first day and week.
What should be included in a welcome email to a new hire?
Starting a new job can be nerve-wracking – finding your way around the new office, remembering the names of all your new coworkers, wrapping your head around your new tasks… One way that companies can take some of the pressure off new employees is with a welcome email that is sent several weeks BEFORE the first day of work. This means they can come fully prepared, and don’t have to waste time trying the figure out what to wear, where to park, etc.
However, if you already sent out a hiring message explaining the nuts and bolts of when your new hire should arrive on the first day and what they need to do to get set up, you can also choose to have a welcome email waiting for them when they log in at their workstation for the first time.
Depending on your company, the practical information listed below may prove useful.
Ideas for your welcome email:
Start date and work hours
Parking information
Arrival instructions (e.g., pick up badge at reception)
Anything they need to bring (e.g., ID, paperwork)
Office dress code
Schedule for first day or week, including welcome / onboarding events
Where to find workstation, break room, etc.
Links to onboarding documents
Contact person for questions
Anything else you want the person to know before or on their first day!
What about automated welcome emails?
Your company may have an automated system in place to send welcome and onboarding messages to new hires. Such automatic emails can be an effective way to make sure that your new employee receives resources they need in a timely manner. Having a template that you can simply update with the new employee’s name, department, starting date, etc. is certainly more effective than starting from scratch each time. Just make sure that your templates allow for enough customization so that your new team member feels personally welcomed and isn’t flooded with information that is not relevant to them.
Check out our sample welcome emails to see how they can be customized for your new hire!
Welcome email subject lines
An email subject line starting with “Welcome” clearly communicates your intentions and ensures that your new hire won’t overlook this important message. Here are five subject line ideas to get you started:
Welcome aboard, [recipient’s first name]!
Welcome to [company name]!
Welcome to the [company name] team!
Welcome to [company name], [recipient’s first name]!
Welcome to the team, [recipient’s first name]!
Welcome email examples
When writing a welcome email to a new employee, feel free to adapt one of these samples:
New employee welcome message – Example 1
Use this template to welcome your new employee to the office on their first day.
Subject line: Welcome aboard, [recipient’s first name]!
Hi [recipient’s first name],
Welcome to your first day at [company name]! We are excited to have you on our team and can’t wait to see all the great things you’ll accomplish here.
Now that you’ve picked up your [badge and laptop] and gotten logged on, take a moment to settle into your workspace – and maybe grab a coffee from [the break room next door]! Then, please take some time to read through the attached [onboarding document], which contains [a schedule of training events for the coming week]. We’ve also included a link to the employee handbook, which outlines important information about company policies; please take time to review it during your first week.
You’ll see that we have your first onboarding session scheduled with [first and last name of contact, job title] at [time] today. [First name of contact] will come by a few minutes before to pick you up and show you the way to the meeting room – and will bring you to the cafeteria for lunch with your new team at the end of the session.
[Name] will also be available to answer your questions throughout your onboarding process. Feel free to reach out to her at [email address] or [phone number] anytime you need help.
We know that a new job can have a steep learning curve, and we are here to support you as you get comfortable in your new role. Have a great first day!
Best regards,
[Your name]
[Your contact information]
New employee welcome email – Example 2
Use this template to craft an email that is sent to the new employee before their start date
Subject line: Welcome to [company name], [recipient’s first name]!
Hi [New employee first name],
Welcome to the [company name] team! We are looking forward to welcoming you for your first day of work on [job starting date]!
Please arrive by [time] and check in with [receptionist name] at the front desk. Be sure to bring [a government-issued photo ID] so we can [issue you a security badge]. You’ll also get your parking permit – but on your first day, please feel free to park in one of the visitor spots. Also, our dress code is [casual, so be sure to dress for comfort]!
Once you are checked in, I’ll meet you in the lobby and take you on a short office tour, show you to your workstation, and introduce you to your new team. We can all have a getting-to-know-you coffee break before we [head back to HR to take care of your paperwork].
For your first lunch break, we can check out our on-site cafeteria, which caters to a variety of dietary needs. Then I will turn you over to [first and last name of contact], your onboarding partner, who will be showing you the ropes during your first week.
I hope I’ve covered all the basics here, but if you have any questions before your first day, please send me an email or give me a call at [direct phone number].
Welcome to an exciting new chapter of your working life! We are looking forward to the great things you’ll do here at [company name]!
Best regards,
[Your name]
[Your contact information]
Welcome aboard email – Example 3
This message can be sent to welcome a new remote worker
Subject line: Welcome to the [company name] team!
Hi [new employee first name],
Welcome to [company name]! We are so excited to have you join us on [date of first day of work]! My name is [your name] and in my role as [team lead], I’ll be your new-hire mentor in your first weeks with our team. You are welcome to reach out to me for assistance at any time during your onboarding process.
By the end of this week, a member of our IT team will also contact you regarding your technical set-up.
To get things started on your first day, we have an onboarding meeting scheduled at [time, including time zone]. Simply click the meeting link in the calendar invite. If there are any problems joining the meeting, please call me at [direct phone number].
The rest of the first day will be all about getting you set up in your new position:
First day schedule: [sample]
9 - 10 a.m.: Onboarding meeting
10:15 – noon: New employee orientation with HR
12 – 1 p.m.: Lunch break
1 – 2 p.m.: Internal software and tools with IT
2:30 - 3:30: Virtual coffee break to meet the team
3:45 – 5:00: Introduction to our training modules
If you have any questions before your first day, you can email me or call at [direct number].
We look forward to having you as an important member of our collaborative and dynamic team!
Best regards,
[Your name]
[Your contact information]
We hope these templates will help you craft an engaging welcome email for your new employee! We look forward to your feedback below.
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