Employee Welcome Handbook: Step by Step + Template

Employee Welcome Handbook: Step by Step + Template

Starting a new job can be hard. That's the reason organizations create Employee Welcome Hand Books in order to have a great onboarding experience. In this article, we will show you how to craft an effective welcome handbook and all the information required to make it absolutely efficient. From company culture to policies, benefits, everything is covered. Let's bring clarity, confidence and a warm welcome to the new team members!

Related post: Automated Onboarding

What is an employee welcome handbook?

An employee welcome handbook, is a concise and precise document provided to new hires when they join an organization. It is used as a valuable resource which will introduce and explain to them the company's policies, procedures, culture and expectations. Within the handbook we can read information about the company's mission and values, code of conduct, employee benefits, employment policies, work schedules, performance expectations and other types of guidelines.

This will help new employees understand better and quickly the organization's structure, policies and practices, which will ease the onboarding process into the company's workspace. The employee welcome handbook sets clear expectations, and promotes consistency, facilitates the onboarding experience for new employees.

See: Welcome Email for New Employees


Orientation and integration

The handbook is used as a guide during the orientation and onboarding process, enabling new hires to quickly adapt and familiarize themselves with the company's structure, culture, and values, more effectively.

Key information

The handbook offers vital information about the organization, such as its mission, vision and goals. It includes others details about departments, roles and responsibilities. This helps employees understand better how they can adapt into the company effectively.

Standards and policies

The handbook is a vital resource for communicating clearly internal standards and policies. It serves as a guidance on important issues such as the code of conduct, human resources policies, workplace safety and standard operating procedures. 


The employee handbook provides a precise and standardized source of information, ensuring consistent communication of the company's policies and more. This handbook provides clear information on different aspects of the organization. It's a time-saver because new hires don't need to search for scattered information or ask repetitive questions. 

Anxiety reduction

Starting a new job can generate anxiety and stress for employees. A well-crafted employee handbook can help alleviate this anxiety by providing clear and detailed information about what they can expect in their new work environment. This gives them peace of mind and confidence in their ability to adapt and succeed in their new role.

Check out this post: Employee Onboarding

Elements that should have

  1. Welcome message: A warm and personalized welcome message from the company's leadership or the HR department sets a positive tone and makes new hires feel valued and appreciated.
  1. Company overview: Provide an overview of the organization,which includes the company's history, mission, vision, values and key achievements. This will help employees understand the company's purpose and feel more familiar with it. 
  1. Organizational structure: This will explain the company's hierarchy, the structure. Which includes, departments, teams and reporting lines. The main goal is to help new employees understand how different roles and functions fit together within the organization.
  1. Employee policies and procedures: This clearly outlines important employee policies and procedures, such as attendance, leave, workplace safety, confidentiality, equal opportunity, dress codes, data security and more. 
  1. Employee benefits and perks: Detail the employee benefits and any additional perks offered by the company, this includes healthcare plans, health insurance, retirement contributions, vacation policy, employee assistance programs, employee discounts, or professional development opportunities.
  1. Employee expectations and performance standards: Communicate clearly the expectations for employee performance, behavior, and the company's performance evaluation. There is any specific expectation related to the job performance. Which helps set clear expectations clearly.
  1. Health and safety: Offers quality information on workplace health and safety protocols, emergency procedures and any specific guidelines or regulations that employees need to follow to ensure their safety and well-being.
  1. Communication channels: Explains the different communication tools and channels used within the company, including email, project management tools, instant messaging, and any other relevant protocols.
  1. Employee resources: Provide information about resources available to employees, this includes employee handbooks, online portals, assistance programs, training materials and support systems for professional and individual growth.
  1. Contact information:This offers a list of important contacts, such as IT support, HR representatives supervisors and other key departments who can assist and answer their questions or concerns.
  1. Frequently Asked Questions (FAQs): Include a section addressing common questions that new hires may have, covering topics like time off, benefits enrollment, payroll, and other administrative processes.

See: Training Manual

Create it Step by Step

1. Determine the scope and purpose

Determine the main objectives and goals and clarify the purpose of the handbook, such as providing essential information, promoting company culture, and ensuring compliance. Identify the information you want to include and set the tone. Consider the needs of your employees and align the content with your company values and culture.

2. Conduct research and gather information

Collect all the necessary information from different departments and stakeholders, including legal requirements, company history, values, benefits, details and any other revelation. Consult with different departments to ensure you capture the most accurate and up-to-date information.

3. Outline the structure and sections

Create an outline of the handbook's sections and structure. This will help you organize the information logically and make it easier for new hires to navigate. Common sections include a welcome message, company overview, policies and procedures, benefits and perks, and contact information.

4. Write clear and concise content

Write the content for each section in a clear and concise manner, in an easy-to-understand language which is easy for all the employees. Keep the tone professional and engaging. Ensure that the information is up-to-date. Use bullet points, heading and subheadings in order to make the information more accessible. Include examples to illustrate the key points.

5. Review and revise

Review the content carefully for grammar, spelling, formatting errors, and clarity. Seek feedback from  stakeholders and matter experts from different departments to ensure consistency and accuracy. Ensure the language is inclusive. Revise the content as needed.

6. Design and formatting

Create a visually appealing design and formatting of the handbook. Use style, colores, spacing to ensure readability and use consistent branding elements, such as company logos. Incorporate visual elements, such as images or icons, in order to make it more engaging.

7. Include necessary policies and legal requirements

Ensure that the handbook includes important policies and legal requirements specific to your organization, such as equal employment opportunity policies, harassment prevention, safety guidelines, and data protection regulations.

8. Obtain legal review and approval

Consult with legal professionals to review the handbook and ensure the handbook complies with all relevant laws and any specification regulations. Make any necessary revisions based on their recommendations.

9. Seek feedback and incorporate suggestions

Share the draft of the handbook with key stakeholders, such as managers and even a sample group of employees. Encourage them to provide powerful feedback and any suggestions for improvement. Incorporate them to enhance the effectiveness of the handbook

10. Finalize and distribute

Finalize the handbook determining the best method of distribution for the handbook. Ensure it is available in both digital and print formats for easy accessibility. During the onboarding process, distribute the handbook and make it accessible to existing employees for reference.

11. Regularly update and maintain

Keep the handbook up to date by regularly reviewing and revising its content. As policies or procedures change, ensure that the handbook reflects the most current information. Communicate any updates to employees and provide them with the latest version.

See: How to do a SOP Training Program

Free Template

Stop writing manually and doing screenshots of every single step of your how-to guide and start doing it automatically with Uphint and for free.

Check out this example:

Examples of other companies' Welcome Manuals

Welcome Message: A customized welcome message from the company's leadership, expressing excitement about the new team member joining the organization, for example: ClickUp.

Company Culture: An overview of the organization unique company culture, values, and mission, emphasizing the importance of collaboration, inclusivity, and innovation.

Onboarding Process: A step-by-step guide on what to expect during the onboarding process, including information about orientation, training, and introductions to various teams and departments.

Tools and Resources: An introduction to the different tools and resources that employees will be using, such as Slack's messaging platform, project management software, and other internal communication channels.

Company Policies and Guidelines: Detailed information about important policies and guidelines, such as code of conduct, ethics, data security, privacy, and any specific compliance regulations relevant to the organization, for example Salesforce.

Benefits and Perks: An overview of the employee benefits and perks offered by the organization, for example ClickUp, such as health insurance, retirement plans, flexible work arrangements, professional development opportunities, and any special employee programs.

Communication and Collaboration: Guidance on how to effectively use the organization's tools, such as Slack's messaging platform and other communication tools, including tips for efficient collaboration and best practices for remote teamwork.

Career Development: Information about the organization's commitments, for example Salesforce's commitment to employee growth and development, including training programs, mentorship opportunities, career paths, and resources for continuous learning.

Employee Resources: A compilation of useful resources, such as employee handbooks, FAQs, and contact information.


As you see, the Employee Welcome Handbook can be your secret weapon for a successful onboarding experience. By following the step-by-step guide and the examples, you are ready to create a concise and helpful resource that will welcome and help the new hires to adapt and familiarize with the company quicker, easier and more effectively. So, get ready to empower your workplace and your employees, make them feel valued and supported with the best Employee Welcome Handbook!

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