Write a Welcome Email lto New Employees that Wows (Free Scripts)

If you remember your very first day of work, then you already know how stressful it can be. As an HR leader, you have the power to put your new hires at ease and set them up for success in their new work environment. 

As revealed in Wellhub’s State of Work-Life Wellness 2024report, 98% of people say their belonging at work is important to their overall wellbeing. And you have the perfect chance to make them feel like they belong right off the bat!

Get it right, and you’ll transform those first-day jitters into genuine excitement. The perfect welcome email depends on the candidate and company. Use these expert tips and email templates to start everyone off on the right foot.

Why a Stellar Welcome Email Matters

The first interaction with your new hire sets the tone for their entire time with your organization. Think about it: By the time you send that welcome email to a new employee, you’ve already invested significant resources in recruiting and hiring that candidate. You know they’re the perfect fit for your company, but they might not be sure about what to expect from you. 

A welcome email is the first sign of a structured onboarding process, whose importance cannot be overstated. In fact, new hires who go through a structured onboarding process are 50% more productive than those who don’t, according to an SHRM survey.

That’s why first impressions matter, and even more so in such a competitive job market. With employee replacement costs running up to three times an employee’s yearly salary, according to a 2022 SHRM study, retaining your new hires is super important for the bottom line. A thoughtful welcome email helps prevent early turnover by making new hires feel valued and prepared from day one.

So, these emails are your chance to build excitement, share logistics, and create a sense of belonging in the new hire before they even start their first day. It’s your first opportunity to reinforce that they made the right choice in accepting your offer and to demonstrate your organization’s commitment to their success.

5 Essential Elements of an Effective Welcome Email

To create an impactful welcome email, you’ll want to pay careful attention to content and tone. You want to share important information with the candidate. But you also want to be warm and welcoming at the same time. 

Here’s what to include in your welcome emails:

1. Subject Line That Grabs Attention

Your subject line needs to stand out in a crowded inbox while remaining professional. Strike a balance between excitement and clarity. Remember, the email needs to be easily findable when your new hire searches for important details later.

Here are some examples that work well:

• Welcome to the [Company Name] Crew, [New Hire Name]!
• Get Ready for an Amazing Journey, [New Hire Name]!
• The [Company Name] Team Cannot Wait to Meet You!
• Welcome Aboard, [Name]! Important First Day Details Inside.
• Everything You Need to Know for Your First Day at [Company].

2. Warm and Welcoming Tone: Striking the Right Balance

The tone of your welcome email should reflect your company culture while staying professional. Write as if you’re speaking directly to the person, using natural language that makes them feel like they’re part of the team.

Shoot for enthusiasm without overwhelming them. Use contractions to keep the language natural and vary sentence length to keep them engaged. Nobody wants a boring wall of text! You could even include one or two personal touches that reference their interview process or role. But keep the overall message professional.

Remember to:

• Express genuine excitement about their arrival
• Acknowledge their specific role and team
• Reference any memorable moments from the interview process
• Keep paragraphs short and scannable

3. Key Information: What New Hires Need to Know Before Day One

While enthusiasm is important, it’s just as important to communicate important information clearly. This can reduce first-day anxiety and help new hires show up ready to hit the ground running. With almost two-thirds of employees reporting that their job is a source of stress, according to OSHA, you don’t want an unclear onboarding email to add to that mental anguish. Include the following information to appease all first-day nerves:

• Arrival protocol: Include the specific start time and date, office address, parking information, building access details, and floor and office number — all in one clear section.
• Welcome team: Share the name, title, and contact information of the person in charge of greeting them. It’s also good form to include a backup contact in case the assigned person has an unexpected emergency.
• First-day essentials: Give your new hire a list of everything they should bring on their first day, from identification documents, tech requirements, and any tools. This is a good time to mention the dress code, and, if possible, give them a brief overview of their schedule on their first day.

4. Company Culture Snippet

Now’s a great time to share a quick overview of what makes your company special! You can include your mission statement and core values, highlight recent company achievements, and describe team traditions or rituals. You can also share anything else that can help your new hire understand your workplace’s personality.

5. Call to Action

End with clear next steps and open communication channels. You can give them specific contacts for different types of questions or simply ask them to contact you with any doubts. The important part here is to let them know that questions are welcome, even before their first day.

Advanced Strategies for Impactful Welcome Emails

Taking your welcome email from good to great requires attention to detail. Here’s how to elevate your welcome message:

• Personal touches: Include specific references to their role, team, or conversations you’ve previously had with the new hire. You could even add memories from their interviews or note shared interests that came up during the hiring process. This makes it feel more like a casual chat than an intimidating induction email.
• Visual elements: Incorporate your company branding through logos, colors, and team photos. You could include a map of your office as an attachment or a virtual tour link to help them visualize themselves in their new (work) home.
• Resource access: Create a comprehensive list of important links, including the employee handbook, benefits information, training materials, company social media channels, and instructions for accessing internal platforms.
• Team introductions: Share a brief overview of their immediate team members, including roles and responsibilities. You can include recent team accomplishments, photos, and upcoming projects that they’ll be involved with. 
• Timing strategy: Plan to send the main welcome email three to five days before their start date, plus a brief, warm reminder the day before they begin. This timing helps them prepare and keep information fresh in their minds on the first day.

Welcome Email Templates for Different Scenarios

As you now know, any good welcome email must be tailored to the new hire, the position they’re going to fill, and the company culture. This also means that you should take a very different approach depending on the type of hire you’re welcoming. 

Is it a veteran with 20 years of experience, or a fresh college grad? Will they be working in person or fully remote? These circumstances can drastically change how you approach your email. And if you're still wondering how to welcome a new employee via email, here are four different email templates for different scenarios:

Script for Entry-Level Employees

Subject: Welcome to Your New Adventure at [Company Name], [New Hire Name]!

Dear [New Hire Name],

We’re thrilled to have you join the [Company Name] team! As someone starting their professional career with us, we want to do our best to help you feel prepared and excited for your first day on [Start date].

Your fresh perspective and enthusiasm are exactly what we look for in new team members. You’ll be joining our [Department] team, where you’ll work with talented colleagues who can’t wait to meet you and help you grow.

Here’s everything you need to know for your first day:

• Start time: [Time]
• Location: [Address, floor, suite]
• Ask for: [Greeter’s Name], your orientation buddy. If unavailable, then ask for [Backup’s name].
• Bring: Photo ID, completed new hire paperwork (attached)
• Wear: [Dress code details]
• Schedule: Team welcome breakfast, orientation sessions, lunch with your department.

We’ve set up your workstation with everything you’ll need. But feel free to bring personal items to make your space your own. Your orientation buddy will give you a full tour and introduce you to the team.

Don’t hesitate to reach out if you have any questions before your first day! You can contact me directly at [Phone] or [Email]. We’re looking forward to watching you grow and thrive at [Company Name]!

Best regards,

[Your Name]

[Your Title]

Template for Experienced Hires

Subject: Welcome Aboard, [New Hire Name]! Looking Forward to Your Impact at [Company Name]

Dear [New Hire Name],

We’re excited to welcome you to the [Company Name] team! Your experience in [relevant field/skill] will be invaluable as we work on [current project or goal].

I know transitions can be complicated, so we’ve prepared everything so you can hit the ground running on [start date]. Your team is excited to work with you and will be ready to welcome you to the family.

Key details for your first day:

• Arrival time: [Time]
• Office location: [Address, floor, suite]
• Your guide: [Name]
• Requirements: Photo ID, completed employment forms (attached)
• Dress code: [Details]
• Day one: Team introductions, systems setup, project briefings

We’ve scheduled meetings with key stakeholders across the organization to help you build connections right away. Your calendar for the first week is already populated with these introductions.

Given your experience, we’ve expedited some of the standard onboarding process to focus on what matters most for your role. Your guide will help you navigate our systems and processes to help you acclimate to our company.

Please reach out if you need anything before your start date. Looking forward to welcoming you in person!

Best regards,

[Your Name]

[Your Title]

Script for Remote Employees

Subject: Welcome to Our Virtual Team at [Company Name], [New Hire Name]!

Dear [New Hire Name],

Welcome to [Company Name]'s remote team! While we may not share a physical office, we’ve created a culture where distance doesn’t diminish connection.

Your home office setup kit has been shipped to [address] and should arrive by [date]. This includes your laptop, monitors, headset, and other essential equipment. Our IT team will guide you through setup on your first day.

Here’s your virtual onboarding schedule for [start date]:

• 9:00 AM Welcome Meeting (link attached)
• 10:00 AM: IT Setup and Systems Access
• 11:00 AM: Team Meet-and-Greet
• 2:00 PM: Project Overview Session

Here are some important resources that you’ll need:

• Company email: [Address] (temporary password attached)
• Slack workspace: [Link]
• Virtual office platform: [Platform name and link]
• Knowledge base: [Link]

We’ve assigned [Name] as your remote buddy to help you navigate the virtual workspace. They’ll be your go-to person for questions about our digital tools and remote work practices. You can reach them at [email].

Looking forward to seeing you online!

Best regards,

[Your Name]

[Your Title]

Template for International Employees

Subject: ​​Welcome to [Company Name]'s Global Team, [New Hire Name]!

Dear [New Hire Name],

Welcome to [Company Name]! We’re thrilled to add your international perspective to our global team. Your experience in [Country/region] will bring invaluable insights to our organization.

We understand that relocating internationally comes with unique challenges, so we’ve prepared comprehensive support for your transition: 

• Immigration support: [Contact Name/Details]
• Housing assistance: [Resource information]
• Banking setup: [Partner bank details]
• Healthcare registration: [Process overview]

We’ve assigned [Name] as your cultural buddy. They have experience helping international employees adjust to the workplace and local customs. They’ll help you adjust to both our company culture and your new location.

Please note all required documentation (attached) for your work authorization and benefits enrollment. Our HR team will assist with processing these during your first week. 

We’re excited to have you bring your global perspective to the team! Don’t hesitate to reach out with any questions.

Best regards,

[Your Name]

[Your Title]

Welcome New Hires with Wellbeing

A great welcome email is just the start of a new hire’s journey, setting the tone for their experience. This blog highlights how a warm and structured onboarding process can help your new hires feel confident and valued. Without it, companies risk turnover and disengagement, which can be costly and frustrating for everyone involved.

Pairing your onboarding efforts with a wellbeing program like Wellhub can elevate your new hire experience. Research shows 98% of HR leaders say wellbeing programs reduce turnover​. By offering resources like gym access, mindfulness apps, and stress management tools, you can make new hires feel supported, reduce their first-day anxiety, and create a sense of belonging.

Speak with a Wellhub Wellbeing Specialist to learn how to make every new hire’s first day a success — with wellbeing at the heart of your onboarding.

You May Also Like:

• How to Use Wellness Solutions as Talent Acquisition Ammunition
• How to Onboard New Employees Checklist
• Onboarding: The Start of a Great Relationship

References:

• Kosinski, M. (2023, May 30). Onboarding: The Key to Elevating Your Company Culture. Society for Human Resource Management. https://www.shrm.org/executive-network/insights/onboarding-key-to-elevating-company-culture
• Maven Clinic. (2024). Maven’s State of Women’s and Family Health Benefits 2024. https://info.mavenclinic.com/pdf/state-women-family-health-benefits-2024
• Navarra, K. (2022, April 11). The real costs of recruitment. Society for Human Resource Management. https://www.shrm.org/topics-tools/news/talent-acquisition/real-costs-recruitment
• OSHA. (2023). Workplace Stress - Overview. https://www.osha.gov/workplace-stress