4 Ready-To-Use Welcome Email Templates for A New Employee

A welcome email is a message you can send a new hire once they’ve accepted your job offer. Communication is key to employee engagement, and a welcome email is the first of the many little gestures you can pose that go a long way. 

A welcome email should be sent prior to a new joiner’s arrival. It’s a good opportunity to let them know what to expect on their first day and highlight key information, such as:

  • First day essentials (date and start time)
  • Key people (such as a point of contact or reference)
  • Pepper in your company spirit

Just don’t jam-pack everything in one email. The point is to make new joiners feel appreciated and help build excitement for the first day on the job. Make it personal, make it fun, make it simple. You can always share more information once the new joiner starts working.

Hey—we’re not leaving you dry! Scroll down for sample welcome emails that you can copy, paste and put your own spin on.

A New Employee Is Joining Your Company Remotely

Here is a sample of a welcome email to a new joiner starting a new job from home:

[Subject]: Welcome to [company name]!

Hi [new joiner name],

Welcome to [company name]! 🎉 We have no doubt that your skills and experience will bring something great to the table.

To make sure we’re on the same page for your first day: you start on [month and day]. Our regular hours are 9 AM to 5PM, but for your first day please make sure you’re logged in for 10 AM.

We went ahead and arranged a few meetings for your first day, which you’ll find in your calendar invites: 

  • 10AM-10:30AM: 1:1 with your team lead [name]
  • 10:30AM-11AM: Meet  your teammates
  • 11AM-NOON: Orientation with our HR manager [name]
  • 1:30PM-2:00PM: Meet your buddy [name]

Your first day will be dedicated to making sure you are properly set up, filled out the right paperwork and have all the information you need to get started.

We know remote onboarding can feel a little different, but we’re here for you! If you have any questions or concerns before your first day, don’t hesitate to reach out.

Excited to have you on board!

[Your signature with contact details]

Pro tip 💡 

Show your support of remote work realities, by adding something along the lines of:

Mental health is important when WFH! We’ve included a to-go mug in your Welcome Package, so you can take your coffee with you outdoors, as we encourage walk breaks between meetings! 🧘‍♀️☕️

A New Employee Is Joining Your Company In-Office

Here is a sample of a welcome email to a new joiner coming to a physical workplace:

[Subject] Welcome to [company name]!

Hi [new joiner name],

Welcome to [company name]! We have no doubt that your skills and experience will bring something great to the table.

To make sure we’re on the same page for your first day: you start on [month and day]. Our dress code is casual but professional, so clean jeans are welcomed. Our regular hours are 9 AM to 5PM, but for your first day please arrive at 10 AM.

[name and role] will greet you. They’ll show you around the office, bring you to your desk, and introduce you to your team. 

We’ll share a more comprehensive first week schedule later on, but here’s what to expect for your first day:

  • 10AM-11AM: Office tour and team meet-and-greet with [name]
  • 11AM-NOON: Orientation with our HR manager [name]
  • NOON-1PM: Planned team lunch (so don’t bring your own)
  • 1PM-3PM: General set up with your buddy [name] 
  • 3PM-5PM: Time for paperwork and other HR essentials

Your first day will be dedicated to making sure you have all the information you need to get started, but if you have any questions before then, don’t hesitate to reach out.

Excited to have you on board!

[Your signature with contact details]

Pro tip 💡 

Inject your company spirit and highlight your values, by adding something along the lines of:

Our office is plastic-free! Bring your favorite mug so you can enjoy our unlimited, free espresso machine with a green conscience. ♻️☕️

Go the Extra Mile: Share the Good News on LinkedIn!

“We’re excited to welcome [@ tag new joiner’s LinkedIn profile]. [New joiner name] will be taking on the role of [role here]. Here’s to our amazing (and growing) team![Note: add a visual, preferably one that includes a picture of the new joiner]”

An Employee Is Coming Back After a Leave

Here is a sample of a welcome email for a reboarding:

[Subject] Welcome back! We missed you.

Hi [employee name],

Welcome back to the team! We’ve missed working with you, and we’re glad to have you back starting [month and day]. 

We arranged a few meetings for your first day back, including with your team lead  [name] to catch you up on what you missed and update you on upcoming projects. You’ll find them in your calendar invites.

As always, we’re here for you. If you have any questions or concerns, don’t hesitate to reach out.

Excited to have you back on board![Your signature with contact details]

Pro tip 💡 

Be sensitive to different reasons for taking a leave of absence:

If an employee is coming back after a maternity/paternity leave, you could arrange for a team “post baby” gathering to celebrate their return. They might even share pictures! 🎉 If they’re coming back after a medical leave of absence, however, it is best to respect their privacy, not pry for details, and ensure they feel well supported to start working again.

An Employee Is Moving to a New Team

Here is a sample of a welcome email for a cross boarding:

[Subject] Same office, new team? Welcome!

Hi [employee name],

Welcome to your new team! We’re happy to support you as you take on new challenges, and excited that you’ll be bringing your skills, experience and a fresh perspective to new projects.

Your new role starts on [month and day]. Your new team captain [name and role] will book you for a brief session, so keep your eyes peeled for that calendar invite!

We’ve also assigned you a team buddy/reference: [name and role]. They’ll be able to fill you in on the rest. Make sure you send them a Slack message.

As always, we’re here for you. If you have any questions on your new role, don’t hesitate to reach out to me.

Go forth and conquer. You got this!

[Your signature with contact details]

Pro tip 💡 

Positive reinforcement opportunity for employee loyalty:

If an employee is choosing to take on new responsibilities and stay at your company, that shows commitment. A small token of recognition, like organizing a champagne toast with their new team at the end of their first day, can make a big impact. 🥂

The Takeaway

Think of it this way: welcome emails are a proven part of effective onboarding, and effective onboarding may help you avoid being one of the 20% of employers that can’t retain a new employee after 45 days (that’s a lot!).

But taking the time to appreciate new joiners shouldn’t be left to external hires alone—internal hires, existing employees joining new teams or joining back after a leave of absence, should be shown the same love.Now that you’re set up with the right templates, go ahead and use them as part of your onboarding and cross boarding plans with Softstart (which you can try for free), where you can take welcome emails to the next level with personalized videos and more!

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