New Employee Welcome Email Guide: Template and Examples
Bringing a new employee on board is like welcoming a guest into your home—you want them to feel comfortable, relaxed, and to get the lay of the land quickly (you know, like where the tea and biscuits are hiding). The same applies at your nine-to-five.
That’s where new employee welcome emails come in—they create a smooth onboarding experience that helps new staff members feel right at home.
It’s your chance to set the tone, give them an idea of what to expect, and reassure them they’ve made the right decision by joining your team. Plus, it saves them from frantically Googling “company parking rules” at 8 a.m. on their first day.
Join Thankbox as we dive into how to craft the perfect welcome email so their first day goes off without a hitch.
Let’s dive in!
What is a new employee welcome email?
A new employee welcome email is the first official communication a new hire receives after accepting the job offer. It serves as a warm introduction to the company and sets the stage for their first day. Think of it as your chance to make an outstanding first impression.
Beyond just a friendly greeting, a welcome email includes details to help them prepare, such as:
Their start date and time
Details about new hire orientation
Links to complete any required paperwork
Training materials and resources
Contact information for key team members
An option to ask questions or share any concerns
Additionally, it’s an opportunity to introduce team members, highlight your company values, and offer support as they transition into their new roles.
Five tips for writing a new employee welcome email
With the basics out of the way, let’s explore five tips to help you get started:
1. Start with a warm, friendly greeting
Make your new employee feel welcome by keeping the tone friendly and upbeat. Use their name, show how excited you are for them to join, and keep the message personal—avoid anything that feels too generic or formal.
2. Include essential first-day details
Your new hire will likely have some questions, so cover the basics—start date, time, location, and who they should report to. If they’re working remotely, provide the necessary virtual meeting details.
For more info on first-day essentials, check out our article, “Creating the Perfect 2023 New Employee Welcome Pack: 15 Must-Have Items.”
3. Introduce the team
Help your new hires get to know their coworkers. Mention key people they’ll be working with, and if possible, include a bit of personality—like fun facts or hobbies—to break the ice. These introductions help boost your company culture from day one.
4. Provide onboarding resources
Include links to any must-know onboarding tips and materials, such as training guides, videos, or documents. Giving them access to resources in advance helps reduce any first-day anxiety.
5. End on a positive note
Close the email by encouraging them to reach out with any questions and reassure them that the team is there to help. Highlight collaboration at work by letting them know they’re already part of the team.
Boost New Employee Welcome Emails with Thankbox
Make your new team members feel special from day one. Create a Thankbox today and see how easy it is to add a personal touch to your onboarding process.
New employee welcome email template
Here’s a simple template you can use for your email, feel free to customise it to fit your company and the specific details of your new hire.
Subject: Welcome to the Team, (New Employee’s Name)!
Hi (New Employee's Name),
Welcome to (Company Name)! We’re excited to have you join us as our new (Job Title). Your first day will be on (Start Date) at (Time). Please remember to bring your ID.
When you arrive, head to (Location) and ask for (Contact Person). They’ll show you around, introduce you to the team, and help you get settled. If you’re working remotely, we’ll kick off your first day with a virtual meeting at (Meeting Time)—you’ll find the link attached.
In the meantime, if you have any questions, feel free to reach out to me or (Contact Person’s Name). We’re all here to help you get started.
We’re thrilled to have you on board and can’t wait to see the amazing work you’ll do at (Company Name)!
Best,
(Your Name)
(Your Job Title)
(Contact Information)
Three examples of new employee welcome emails
Whether you want a casual tone or a more professional approach, tweak these examples to match your company’s style.
Example 1: Formal and professional
Subject: Welcome to (Company Name), (New Employee’s Name)
Dear (New Employee’s Name),
On behalf of everyone at (Company Name), I’d like to extend a warm welcome as you join us as our new (Job Title). Your first day will be on (Start Date) at (Time). Please report to (Location) where (Contact Person) will greet you and guide you through the onboarding process.
Here’s your schedule for the day:
08:30 - 09:00: Building tour and team introductions
09:00 - 11:00: New hire orientation
11:30 - 13:00: Team lunch (location to be determined)
13:30 - 14:30: Workstation setup and technology orientation
15:00 - 17:00: Begin training with your new employee mentor
Should you have any questions before your start date, don’t hesitate to contact me or (Contact Person’s Name). We’re here to ensure your transition into our team is as smooth as possible.
We look forward to your contributions and are excited to have you with us.
Best regards,
(Your Name)
(Your Job Title)
(Contact Information)
Example 2: Remote work welcome
Subject: Welcome to the Remote Team, (New Employee’s Name)!
Hi (New Employee's Name),
Welcome to the (Company Name) remote team! We’re thrilled to have you on board as our new (Job Title). Your first day is (Start Date), and we start things off with a virtual team meeting at (Meeting Time).
I’ll be sending over a calendar invite shortly with a (Zoom/Microsoft Teams/Google Meet) link for our onboarding meeting. In addition, (IT Contact Name), will reach out to you shortly to make sure you’re all set up with the necessary tech.
If you have any questions before then or need help getting set up with any tools, feel free to reach out.
Looking forward to seeing you soon!
(Your Name)
(Your Job Title)
(Contact Information)
Boost New Employee Welcome Emails with Thankbox
Make your new team members feel special from day one. Create a Thankbox today and see how easy it is to add a personal touch to your onboarding process.
Example 3: Casual and fun
Subject: Ready to get started, (New Employee’s Name)?
Hi (New Employee’s Name),
Welcome to the (Company Name) crew! We’re so excited to have you join us as our new (Job Title). Your first day is (Start Date), and we can’t wait to show you around. Meet us at (Location) at (Time), and we’ll give you the full tour (don’t worry, we’ll point out the coffee machine first).
Your team can’t wait to meet you, and we’ve lined up a welcome breakfast so everyone can get to know each other!
If you have any questions before then, feel free to reach out. We’re all here to help!
Welcome aboard!
(Your Name)
(Your Job Title)
(Contact Information)
Make new hires feel right at home with Thankbox
When it comes to welcoming new hires, Thankbox online group cards are the perfect companion. While the new employee welcome email handles the essentials, Thankbox adds a personal touch that goes beyond just a standard message.
With Thankbox, your entire team can join in on the welcome. Whether it’s a quick hello, a funny GIF, or even a video message, coworkers can add their own unique touch and show off a bit of personality!
Simply put, your whole team gets to say hello—not just the manager. You can even include a digital gift card or a flower delivery to your Thankbox. After all, who doesn’t love to be welcomed with open arms?
Create a Thankbox today or book a demo to find out more.
Images: Cover | Man and a woman taking a selfie | Man using laptop
