Welcome to the Team Email Templates

A welcome to the team letter is sent to a new employee at a company to give them an official welcome to the team and to let them know that they are already viewed as a part of the group. It helps to get a new employee off on the right foot and sets a positive and welcoming tone for new hires.

The letter is typically sent out by the Human Resources department or from the hiring manager. This letter serves as a confirmation of the new employees’ status as well as the date that he or she will officially start work. The welcome letter also refers to any required paperwork. It includes answers to commonly asked questions that are usually covered, along with company policies and standards in attachments or inclusions if sent in a mailed packet format. It can be sent as a physical letter to the new worker’s address or as an email. We’ve included everything you need to know about creating an email template or a letter template to welcome new employees to your company.

  • Official welcome to the team. The typical welcome letter/Email is addressed to the new employee and begins with an official welcome to the team statement.
  • Detailed information about the first day of work. The letter/email also details the start date, where to report on the first day of work, the expected arrival and departure time for the shift, and what to expect on the first day if special arrangements are being made to orient the employee.
  • What To Bring Along and Where to Take It. A detailed explanation of what the employee will need to bring along to confirm the identity and work eligibility statuses such as social security card, driver’s license, and other relevant documents as needed. Details about when to meet with HR to submit necessary documents for the employee contract, benefits sign-up, tax documents, and acknowledgment of receipt of the employee handbook.
  • Orientation To the Job. If an orientation is planned, information about this is included along with the date, time, and duration. If a less formal orientation is offered, then it is discussed in the letter/email with details about when the new employee will meet the team for an introduction, a tour of the facilities, and how training will proceed on the first day.
  • Attachments for Emails/Enclosures for Letters. Welcome to the Team Emails usually include a statement that points to the attachments or links that provide necessary information for employees. Letters often include the same information in printed form. Many employers include a copy of the mission and vision statement, an employee handbook that outlines dress codes, employee behavior, and the policies that the new employee must read through. In most cases, an employee is asked to sign an acknowledgment that he or she has read the policy handbook and submit to HR for the employee file.

Welcome to the Team Email (Format)

The subject line of Email: Welcome to the (Name of Company)

Dear (Employee Name),

Congratulations! We are happy to welcome you to our team! As agreed, your start date is (date). Your regular work shift is from (starting time) to (ending time). We look forward to seeing you at (where to report) by (time to report for the first day). Our dress code is (State the dress code).

Please bring along (necessary ID and other documents).

At (Name of Company), we strive to provide employees with everything needed to perform at their best. Your work station has been prepared with the necessary equipment and supplies. (Name of manager in charge) will provide you with a tour of the facilities and will introduce you to members of the team you’ll be working with. (Discuss any extra amenities in this line, e.g., parking space).

We’ve planned your first day to acquaint you with your new position and to help you settle in. Please find the necessary documents, which include (tax information, employee handbook). You will be greeted by (name of the manager) at the HR Department. After completing your paperwork, you will meet with your (hiring manager name) to discuss your first steps. If you have any questions before you arrive, please call or email me and I’ll be happy to help you.

We look forward to working with you and accomplishing our common goals as members of the team.

Best Regards,

(Your Name)

(Your Email)

(Your Phone Number)

Sample Welcome To The Team Email

Subject: Welcome to Johnson Glass, Inc.

Dear Alexander,

Congratulations! We are happy to welcome you to our team! As agreed, your start date is Monday, June 15, 2027. We look forward to seeing you at the Human Resources Department at 8:00 AM. Your regular work shift begins at 8:00 am and ends at 5:00 pm with a lunch hour from 12:00-1:00 pm. Our dress code is casual business as discussed in the attached employee handbook.

Please bring along your social security card and valid state-issued identification with a picture. A Driver’s license will do.

Jack Anderson, your direct supervisor will greet you at the HR department to arrange for a tour of the facilities upon completion of your paperwork. He will provide you with a tour of the facilities and will introduce you to members of the team you’ll be working with. He will also point out your parking space and give you an overview of the daily processes.

At Johnson Glass, Inc., we strive to provide employees with everything needed to perform at their best. Your work station has been prepared with the necessary equipment and supplies. The IT team will assist you in setting up your computer and login into the system to set up your account on the first day.

We’ve planned your first day to acquaint you with your new position and to help you settle in. Please find the necessary documents which include tax information and the details of your benefits package. If you have any questions before you arrive, please call or email me and I’ll be happy to help you.

We look forward to working with you and accomplishing our common goals as members of the team.

Best Regards,

Sandy Preston, HR Director

SPreston@johnsonglass.com

(405) 865-9923

Sample New Employee Welcome Aboard Letter

John Anderson

Hiring Manager

Johnson Glass, Inc.

490 Elmwood Drive

Portland, Oregon, 07087

Monday, June 8, 2028

Alexander Dumas

Accounting Specialist

8097 West Clearwater Rd.

Portland, Oregon 07087

Dear Alexander,

Congratulations! We are happy to welcome you to the accounting department at Johnson Glass, Inc. You’re joining us at a time when our company is experiencing rapid growth. It’s an exciting time and we are glad that you are a part of our progressive team.

We look forward to your expertise and we are depending on you to provide your input to help us arrive at our established goals. Your insights and fresh ideas will bring new energy to the team of skilled professionals who are happy to add another great mind to the strategic planning team.

When you arrive on Monday, June 15, please report to my office after meeting with the HR manager at 8:00 am to complete your paperwork. Bring your social security card and driver’s license to complete this step. If you have any questions, don’t hesitate to give me a call or send an email and I will be happy to help.

I am looking forward to introducing you to your teammates and giving you a tour of the facility and helping you get settled into your work station on your first day. We are all looking forward to working with you and we’re excited about the contributions that you will make to our team. Welcome aboard!

Yours truly,

Signature

John Anderson

Hiring manager

Welcome to the Team Email (Examples & Templates)

Here are some samples and templates to help you in writing a professional welcome letter.

Welcome Message Sample Email

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Welcome Email Example

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Classified Welcome Email To New Employee

vailschooldistrict.org
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Welcome Email As Security Officer

fastguardservice.com
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  • PDF

Welcome Email From Community

newriver.edu
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  • PDF

Welcome Email From Department

hr.duke.edu
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  • MS Word

Welcome Email From HR

das.ohio.gov
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  • PDF

Welcome Email From Day Care

nikkischristianlearningcenter.org
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  • PDF

Welcome Email From Office

nctreasurer.com
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  • PDF

Tips for Writing a Welcome to the Team Email

If you’re unsure about how to write a good welcome aboard email, here are a few tips that will help you write the best possible welcome aboard email:

  • Format the email to make your new employee feel excited and welcome. This is an anxious and exciting time for him/her. Keep the block of text small and provide useful information to help alleviate any fears or concerns. Too much information can be confusing or frightening. Keep the wording simple and use subheadings, bullet points, and bolding for the essential points, so the email is more readable. You can also include graphics, images, or links to videos if you have them.
  • Show your excitement. A new employee is coming onboard and probably doesn’t know anyone in the company. When you show your excitement in welcoming them on board, you are making them feel like they are already a part of the team that his or her input is essential to you and the other team members. Try to relax them with your words and make the employee feel welcome and excited about joining the team.
  • Start by congratulating the new member, then welcoming him/her on board in a friendly tone. This will make the new employee feel good and motivated about joining the team. There are several different ways of writing a welcome on board letter. We’ve given you a few ideas, but you can use other ways of greeting a new team member.
  • Be personal. Use the person’s name in the email as appropriate. Starting the greeting with just the first name is less formal, and it will help to put the person more at ease. Try to form a connection as one person to another with the welcome letter. Try to use the word you more than I or we because this puts the focus on the new worker. The welcome aboard email can help to build trust and a sense of belonging.
  • Ask if there are any concerns. Let the new employee know that if they have any questions or concerns, you are happy to help. This can also help defray stress or anxiety. It shows you care and you’re cooperative from the beginning. Please include contact information to make it easier for them to contact you. If there are times that are better for you to be contacted, include this in the email.
  • Show your company’s spirit. Show the new employee that the company has a unique culture. You can do this by including a few pictures of employees during break or fun events if your company is more casual. If the business is more formal, you can include graphics that show examples of dress standards, formal parties, and employees interacting. This is important so your new team member will have an idea about the climate and what to expect so he or she will know how to adapt to the environment.

Questions and Answers (FAQs)

What is a welcome aboard letter?

A welcome aboard letter is a confirmation that a person has been officially accepted for a position with your company. It is a way to greet the employee and to welcome them on board with the company, and to provide information about when to show up, where to show up, and what to expect on the first day. It is a brief letter that puts the new employee at ease and makes him or her feel welcome and less anxious about starting a new job. It’s also a means of making a connection and offering assistance to answer any questions or concerns in advance of the first day.

When should I send a new employee welcome letter?

This letter may be sent out immediately after the decision to hire the candidate has been made, and after an official offer has been made and accepted by the candidate. It serves as a confirmation of acceptance and conversations that discuss start dates either in person or on the phone.

Who should sign the new employee welcome letter?

Typically a Human Resources representative or the hiring manager sign the welcome aboard letters. Every company is different. You may have a member of the hiring committee as the lead person in your organization who completes the process.

Is there only one way to write a welcome aboard letter?

There are several different ways to write a welcome aboard letter. It should, however, include the necessary information we included to provide useful information for the new employee to alleviate stress and let him or her know what to expect for the first day. The letter should be customized to reflect the culture of your company so the employee will get a sense of the environment before arrival. We’ve provided a few different examples. All of them are correct, and they show you the basics so you can craft your own.

Conclusion

We’ve provided you with the basic format and rules for writing a welcome aboard letter for a new employee. The templates give you a general idea of what is essential to include and why it’s essential. Your business is unique, so you will need to develop the content to reflect the atmosphere and culture of your company.