Your Guide to Writing a Welcome Email to New Employees

hello spelled on chalk board

Your Guide to Writing a Welcome Email to New Employees

16:00 02 July in Articles, Best Practices, Business, Engagement, Human Business, Human Resources, Recruiting, Staffing, Workplace

Your welcome email

Sending a welcome email to a new employee is not only customary, but a great way to make them feel welcome at their new job. These letters are generally informal and sent in addition to the official offer of employment new hires receive. A welcome email should contain all the information necessary for the employee to be prepared for a successful first day on the job. It’s also common to thank the employee in advance for all the contributions that the management team is anticipating of them. “Starting at a new company can be quite nerve-racking, so it’s a good idea to write your email with a welcoming tone, reassuring the employee in their big decision, and letting them know you are pleased and excited to have them join your staff. A well-written letter can be just what a person needs to feel welcome and valued, and enjoy a smooth transition into a new role with new colleagues,” advises Scott Trejo, HR manager at OXEssays.

Start off with a polite and professional greeting. In the body, you can fill them in on all the necessary details, and information about their future duties and projects. Conclude by letting them know their department eagerly awaits their arrival, and offer to answer any questions or concerns they have. It’s most common to send out a welcome letter via email, but an especially innovative and tech-savvy supervisor could use a platform like Slack to welcome and introduce a new arrival to the staff. For a company with a laid-back atmosphere, a welcome message on the company channel is a great way to get a new hire communicating with their colleagues. They can meet many of their coworkers very quickly by using this platform and show up on their first day already acquainted with some of their coworkers, taking a little of the pressure off. Additionally, current employees can welcome a new member without interrupting a busy workday.

Use online tools for help writing the perfect welcome email

Writing doesn’t come naturally to everyone, so don’t be afraid to get some help from the professionals. Here are some good resources to get you started:

  1. ViaWriting and My Writing Way

Check out these writing guides for ideas and suggestions on how to improve your welcome email. Even good writers can benefit from some extra guidance now and then.

  1. Essayroo and UKWritings

These are online proofreading tools, suggested by UKTopWriters; you can use to make sure your email is polished and free of errors.

  1. State of Writing and Simplegrad

These are helpful grammar resources you can use to check over your email for grammatical errors. Don’t take any chances, get some help from the experts.

  1. Boomessays and BigAssignments

These are editing tools, recommended in Bigassignments review; you can use to make sure your email doesn’t contain any mistakes or typos.

  1. LetsGoandLearn and Academadvisor

Check out these career communities for advice and tips on how to improve your welcome email. You will find people who have been in your position before.

Sample welcome email

Dear Barbara,

I am so glad you have accepted our employment offer and are joining our staff. We believe your experience and ideas will be a big boost to our team, and I know the group is looking forward to collaborating with you.

If you find you can start sooner than the twentieth of November, please let me know, because everyone is excited to get the new project underway, as we discussed in the interview.

Tim Draper will be your team leader and will be happy to get you brought up to speed on the status of current projects and the direction planned for the final product. You’ll hear from him this week, to make your transition to the company as easy as possible.

If there is anything I can help you with in the meantime, please let me know. Welcome to the team. Everyone is looking forward to working with you.


Sandra Jamieson

Human Resources Manager


The first day of the job can be a bit nerve-wracking, but receiving a welcome email can help ease the transition. A good welcome email should give the new arrival all the information they need to have a successful and enjoyable first day at work.


Photo courtesy of Rawpixel.

The content, views, thoughts, and opinions expressed in text from blog contributors on or belong solely to the author of the article and are not necessarily congruous with the viewpoint of APS, Inc., makers of SmartSearch.

Grace Carter

Grace Carter is an HR manager at Academized and Paper Fellows educational portals. Also, she teaches online courses on writing at Assignment Help service.

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