How to Write the Best Welcome Email for New Employees?

How to Write the Best Welcome Email for New Employees?

Hey, glad to see you back over here!

Today we are going to check a very important aspect of your professional life that you may have faced before or maybe you are about to.

Today’s topic is: How to write the best welcome email for your new employee or new hire.

Why is a welcome email important?

But first, as always, you may be wondering: Why do I even need to read this article? I already know how to write emails, I do it every day. I EAT EMAILS FOR BREAKFAST. Well, the thing is, it is not only about the email, but rather what lies beneath. It is about the onboarding process.

The employee onboarding process isn’t just a day in which you welcome your new employees and you tell them where their new office is going to be placed (at least not only). A proper onboarding process starts days or even weeks before, basically from the moment a vacancy applies for the job up until 1 day before starting.

There are many stages that this process may come through and we are going to explore them in this blog. So, make sure to stay updated with our articles.

As you may see, one of these stages is the welcome email. A welcome email is the first time you are having direct contact with your selected new employee, so you have to make sure that it is the best one. Remember you never get a second chance to make a good first impression, even if you are the one hiring people.

What should you consider?

To write the best email of your life you must have in mind what kind of people you are talking to. This will be the axis of your decisions when writing the email. And, as always, planning in advance will be crucial. The first thing you must do is do some research and gather information about your new hire. This will help you determine who your new employee is going to be:

  • How old are they?
  • Will this be a casual or a formal email?
  • What 's their slang? How do they talk?
  • Where do they come from? Is this their first job?

All this will help you to empathize with them and understand how they behave. Once you have the profile in mind, you may start by reminding them the good news: they have been selected for the job! Keep in mind that this email must have a welcoming and helpful tone.

Then you must ask yourself questions about what they will need to start in your company. Remember, even if they know you, your company’s culture is of some intrinsic value that is difficult to transmit, so act with the idea that they know nothing about you.

We have prepared a checklist for you to start with

  • Info about start date
  • Work hours
  • Schedule for their first day (or week, in case you have a long onboarding process)
  • Location of the office or working space
  • Instructions for when they get to the place (e.g.: “Tell the receptionist why you are here and she will guide you”)
  • Special events for onboarding (team building practices; lunch with the team)
  • Personal contact info (remember you will be their guide in this process, they need to have a person of reference)

Tip: Don’t stick to these guidelines and adapt them to your own company and your own culture. This will be a high differentiating factor to create a warm and welcoming environment.

Template examples

Here we have created two examples of welcome emails, one is casual and the other has a more formal tone.


Subject: Welcome to the family!

Hey [employee name], welcome aboard!

My name is [insert your name] and I will be your guide in this process. I’m glad you are starting with us at [company name], hope the process hasn’t been rough. If you are here is because you will be a very valuable piece in our team for sure!

Anyways, I wanted to remind you that we will be starting on April 2. Our regular schedule would start between 8 and 9 a.m. but the first day please come at 9:30 a.m. and we will meet in the main office [insert office location]. When you are there, ask Thomas (our receptionist) for me and I will come to welcome you.

Just a quick glance: From 9:30 a.m. to 11 a.m. I will show you the installations and after that you will meet with Fred, your department manager so you can know each other. Remember we will have lunch with him and other department managers in the cafeteria, next to the IT department, you will love it! If you have any eating conditions just tell me and we will arrange it properly.

At [company name] we don’t have any defined dress code so feel free to come as comfortable as possible (specially for the team building game we have prepared after lunch, it’s a surprise so don’t tell anyone ;) )

By the way, this is my company email address [insert email address] but in case you have any questions and want a more direct communication here you have my phone number: [insert phone number].

When composing an email, you should be pay attention to the type of communication styles to be used.

We are so excited to have you here! See you on your first day, I hope you enjoy it as much as we do!

[insert your name]

Quick tip: We know that onboarding a new employee to your company is a lot of work. Not because it is exhausting but rather because it takes a lot of time in planning and preparation as well as in execution.

With Uphint you can save 93% of your time in repetitive activities in which you have to teach new hires important information about your company. Make sure to use the proper methodologies and tools to develop these kinds of activities. We also encourage you to find out what are SOP's and types and how to create how to guides step by step so you can better share information with your new hires. If you don’t know what an SOP is, please check this other article, it will be of great help!

I recommend that you read sop training and swot anlaysis to learn more about it. I also suggest you take a look at the following articles

step by step guide template, the best project management softwares and sop for business

Related: What are SOPs and why you need them.


Subject: Welcome to [company name]

Dear [employee name],

Welcome aboard to [company name]. We are excited to have you in the company and look forward to starting working with you on April 2. Our regular schedules would start from 8 to 9 a.m. However, please remember to come at 9:30 a.m. to our main office in [insert office location]. Thus we will have a tour so we can show you the installations.

Once you are in the building please ask the receptionist who you are and he will give you your personal badge, so remember to bring your ID with you that day.

Our schedule for your welcome day will be the following:

  • 9:30 a.m. to 11 a.m.: Tour through the installations
  • 11 a.m. to 12:30 p.m.: Meeting with head department manager
  • 12:45 p.m. to 13:30 p.m.: Lunch with the team at the cafeteria

The dress code is just business casual.

In case you have any doubts, do not hesitate to email me or call me at [insert email and phone number].

Welcome aboard! We look forward to seeing you on your first day! You are of great value in this company.


[insert your name]


As you can see these two emails differ in shape but not in content. So have in mind to adapt it to your own culture and values, don’t try to play a different role, be real and sincere! Remember to use the proper methodology when dealing with new hires and save 93% of your time doing so with Uphint.

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