Best 9 New Employee Email Templates
Seamless Employee Onboarding starts here: Discover our best 9 new employee email templates!
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Did you know that the average new employee welcome email has a 91 percent open rate? That’s over 30 percent more than most HR emails.
When you think about it, it’s not particularly surprising that most people open (and presumably read) these emails. After all, introducing new employees to your organization is an essential step in setting the stage for a positive and productive working relationship.
With that in mind, how do you write an effective welcome email to a new employee? What information should you include or not include?
In this article, we present our best 9 new employee email templates that can help you make a lasting impression and ensure a warm reception for your new team members.
How to Write a Welcome Email to a New Employee?
When writing a welcome email to a new employee, you should always begin with a warm and friendly greeting. Introduce yourself and the company, provide essential information such as their start date and schedule, and express excitement for their arrival.
Be sure to offer any necessary instructions or next steps as well. For example, if the new employee needs to sign up for benefits or register to receive payments via direct deposit, let them know how to handle these tasks in the welcome email.
Curious about how to incorporate all these elements into a “welcome new employee” email?
Here are some welcome email to new employee examples to reference.
Example 1
Email subject line: Welcome to [Company]
Dear [Employee’s name],
Our team at [Company] is excited to welcome you on [date]. [Team member name] will meet you in the lobby of our building at [time]. Please remember to bring your driver’s license or another form of ID!
When you arrive, [Team member’s name] will show you to your office/workstation and introduce you to other key members of [team]. It’s important to us that you feel comfortable in your new work environment, so please let us know if there are any specific accommodations that you need.
We are preparing a robust onboarding schedule to help you feel at home as soon as possible, which will be sent to you shortly. After reviewing it, please let us know of any necessary adjustments.
We look forward to working with you. Welcome to the team!
Sincerely,
[Your name]
[Job title]
Example 2
Email subject line: Welcome to [Company]
Greetings, [Employee’s Name].
Welcome to [Company]! We are excited for you to join our remote team as [position].
As a reminder, your first day is [date]. I will send you a calendar invite shortly with a link to log on at 9 a.m. and join our onboarding meeting.
We are currently in the process of scheduling meetings for you to connect with your colleagues, including [other team members’ names and titles]. In the next day or two, we will send calendar invites for each of these meetings, along with an orientation and onboarding schedule.
In addition to colleague introductions and orientation, your first day will include a virtual team lunch. We will send a gift certificate for takeout to your inbox shortly!
You will hear from [Name], our IT director, in the next couple of days to ensure you are set up with all the necessary technological equipment before your start date.
Don’t hesitate to reach out if you have any questions between now and your start date. You can email or call me at [direct line number].
Welcome aboard! We are happy to have you on our team.
Best,
[Your name]
[Job title]
Example 3
Email subject line: Welcome to [Company] and [Location]!
Hi, [Employee’s Name],
Welcome to [Company]! We are delighted to have you aboard.
We also want to welcome you to [Location]. Attached is a list of resources to help you settle in, including recommendations for restaurants, local attractions, gyms, neighborhoods, schools, and parks. Please let me know if you need more assistance with your relocation or have questions about the area.
We are looking forward to your start date of [date]. Please arrive by 9 a.m. at [office location] and remember to bring your ID. When you arrive, [Team member’s name] will meet you in the lobby and give you a tour of the office, introduce you to the team, and take you to your workspace.
If you have any questions before [date], feel free to email or call me at [direct line number].
I (and the rest of the team) look forward to meeting and working with you!
Sincerely,
[Your name]
[Job title]
Example 4
Email subject line: Welcome to [Company]!
Welcome to the team, [Employee’s Name]!
We are so excited to have you on board. Although you met many of us during your interviews, we wanted to reintroduce ourselves.
[Name] is our [role]. [Insert a fun personal fact]. You can reach them at [phone number and email].
[Name] is our [role]. [Insert a fun personal fact]. You can reach them at [phone number and email].
[Name] is our [role]. [Insert a fun personal fact]. You can reach them at [phone number and email].
We are currently planning your onboarding training sessions and meetings, as well as some activities to help you get to know your new colleagues.
Please don’t hesitate to reach out to any of us for information or advice. We’ve all been in your shoes and are happy to help!
We’re looking forward to working with you!
Sincerely,
[Department/Team]
Example 5
Subject line: Welcome aboard, [Employee’s name]!
Hi [Employee’s name]!
Welcome to the team! We are thrilled for you to join us at [company]. We know you will be a valuable asset to our company.
Just a reminder, your first day is [Date]. Please arrive by 9:30 a.m., and feel free to park in any unmarked spot in the parking lot. All you need to bring is yourself and your driver’s license or another form of ID for your I-9. We have a casual dress code, so wear something comfortable!
When you arrive, check in with [name] at reception. She will provide you with a security badge. I’ll meet you in the lobby to introduce you to the rest of the team and show you around.
From 10 a.m. to noon, you’ll meet with [name], our HR director, for new hire orientation. We’ve also scheduled a team lunch afterward (if you have any dietary restrictions, please respond to this email and let me know!).
After lunch, I’ll introduce you to your new hire mentor, [Name], who will be your go-to person as you settle into your role of [position].
If you have any questions before Monday, feel free to email or call me at [direct line number].
Once again, we’re excited to have you on the team!
[Your name]
[Job title]
How Long Should the Email Actually Be?
If you stuff your company’s welcome new employee email with too much information, you run the risk of overwhelming new team members. There’s also a greater chance of them missing key details because you’ve given them too much in one message.
Remember that an employee welcome email should be concise and to the point. Typically, these emails range from a few paragraphs to one page.
Regardless of the exact length, the welcome email for a new employee should always provide essential information while also maintaining a welcoming and engaging tone.
The following examples are short and sweet but also showcase an inviting tone that gets new employees excited about showing up for their first day of work.
Example 6
Email subject line: Welcome to [Company]
Dear [Employee’s name],
We are excited to welcome you to our team!
As agreed, your start date is [date.] We expect you to be in our offices by [time], and our dress code is [casual, business casual, etc.].
We have carefully planned your first days to help you settle into your role of [position] properly. You can find more details in the attached agenda.
Our team is excited to meet you and is looking forward to introducing themselves to you during [planned welcome event, lunch, etc.].
If you have any questions prior to your arrival, please feel free to email or call me at [contact information]. I’ll be more than happy to help you.
We are looking forward to working with you!
Best regards,
[Your name]
[Job title]
Example 7
Email subject line: Your first day at [Company]
Hi [Employee’s name],
We are thrilled that you accepted our offer and look forward to you joining our team!
On behalf of [company], I am thrilled to welcome you.
We hope to have you start on [date] at [time]. If you have any questions or concerns about this date/time, please feel free to reach out.
In the meantime, I invite you to review the attached resources to help you get to know our company a little better and get comfortable with your role of [position].
If you have any questions between now and your start date, here are a few contacts who you can connect with:
[contact name and info 1]
[contact name and info 2]
In the next few days, you will receive an email from your manager, [name], who will provide more details about your onboarding process.
We look forward to working with you!
Kind regards,
[Your name]
[Job title]
Example 8
Email subject line: Welcome to the team!
Dear [Employee’s name],
Welcome to the team!
It’s wonderful to officially have you on board at [Company], and I can’t wait to start working with you. We’re confident you’ll be a valuable member of our [team/department].
You are currently scheduled to start work on [date] at [time]. If you have questions or concerns about this date/time, please reach out as soon as possible.
In preparation for your first day, you can set up your new company email address [email address]. Use the following link, username, and password to get started:
[URL]
[username]
[password]
If you run into trouble during the setup process or have any questions, please feel free to contact me at any time.
All the best,
[Your name]
[Job title]
Example 9
Email subject line: Welcome to the team!
Hello [Employee’s name],
We’re so excited to have you join our [team/department] on [date] at [time]!
Here are a few things that you should know about us:
[team value 1]
[team value 2]
[team value 3]
We’ve each introduced ourselves below as well:
[Employee 1]
[Role]
[Fun fact]
[Contact information]
[Employee 2]
[Role]
[Fun fact]
[Contact information]
[Employee 3]
[Role]
[Fun fact]
[Contact information]
[Employee 4]
[Role]
[Fun fact]
[Contact information]
Before your start date, we invite you to connect with us on LinkedIn [Link] and explore our company website at [URL] to better understand what we’re all about!
We’re all delighted to have you join our team. If you have questions, please respond to this email and let us know!
Best wishes,
[Team/department]
What to Include in a Welcome Email to a New Employee?
There’s plenty of room for variety and personalization when it comes to writing a welcome email for a new employee. However, some elements should always appear in the message, including the following:
- Warm greeting
- Introduction to the company
- A brief overview of the employee’s role
- Key information (start date, schedule, relevant onboarding instructions, contact details, etc.)
What Not to Include in a Welcome Email to a New Employee?
At the same time, if you want to write an effective welcoming email to a new employee, you must take care to avoid certain things, including these:
- An overwhelming amount of information
- A lengthy company history
- Excessive administrative details
- Negative or irrelevant content
- Confidential or sensitive information
New Employee Email Template
If you’re still feeling a bit intimidated about writing a welcoming email to a new employee, a template can help.
GrabJobs offers a useful collection of welcome email templates that can guide you and ensure you don’t leave out any crucial details (or include any unnecessary ones). Use these templates as a jumping-off point to save time and simplify the writing process.
Write an Impressive Welcome Email to a New Employee Today
Your new employee welcome email is the first official introduction someone gets to your company.
To make a good impression, follow our best new employee email templates discussed above, and don’t forget to utilize our templates if you need additional help.
If you need more recruiting or onboarding advice, GrabJobs’ resource library has many other guides. Check them out today.
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