How To Craft An Effective Welcome Email For New Employees

Set the tone for employee experience with an effective welcome email.

How To Craft An Effective Welcome Email For New Employees

Congrats on making the hire! Now you need to bring that new recruit into the fold, which means it is time to craft the very best welcome email for new employees you possibly can. That first post-hire missive is a vital part of onboarding which shows off your company personality and values. It also sets the tone for the employee experience. No pressure, hey!

That aside, a great welcome email for new employees can make all the difference in how a fresh hire feels about their intro into your company. Plus, it's not hard to get it right - there are a few important boxes to tick, and you are then ready to set the stage for bottom line-boosting employee engagement.

Here are the guidelines to follow.

The ABCs Of Writing A Great Welcome Email For New Employees

1. Make It Personal

Whatever you do, don’t use an impersonal template when you send out this all-important email. At a time when 33% of South African workers do not feel that the employee experience is a priority at their company, dare to be different. Be the company that cares! Good onboarding may help to reduce voluntary employee turnover, but great onboarding boosts engagement like nobody’s business.

Address the candidate by name, and tell them why you are excited to have them on board. This is a great opportunity to bring them into the fold by explaining how you envision them adding value to the team. As an example:

Hello Nathan,

We are excited to welcome you to the team this coming Monday. Your through-the-line experience is truly impressive (that campaign you conceptualised really blew our socks off!), and we believe that you are going to add immense value to our marketing team. We can’t wait to get cracking!

Welcome To The Team

2. Say Enough But Don’t Try to Say It All

This email is not the place to sort out a whole lot of HR paperwork or do a mind dump of information. Keep it concise and to the point by stating the important things they need to know leading up to their first day at the office. This includes:

●   Where they need to be - address, building name, floor number, etc. Add some directions if there are tricky bits, and add a mobile-accessible map link.

●   What time they need to be there.

●   Where they can park if there is parking available for employees. Alternatively, make suggestions for the closest likely lot.

●   Who will meet them at reception, or who they should ask for upon arrival?

●   How they should dress - what is the go-to look around the office? Do they have to come buttoned up, or is it a more casual situation?

●   Whether there are things they need to bring along - ID, laptop, etc.

●   An agenda for their first day (see our handy onboarding checklist for reference)

First Day Orientation

It could look something like this:

Your first day will be April 3rd. Please arrive by 08:30, and bring along your ID. Our offices are located at No. 43 XYZ Street in the City Centre. We are on the second floor. Find a map here.

If you have any trouble finding us, you can call reception on (021) XXX XXXX.

Our office dress code is fairly informal, but most people tend to wear closed shoes, and collared shirts are preferred over T-shirts.

Parking is available around the corner on XYZ Avenue in a boomed lot. Bring your ticket to have it validated before the end of the day. You will be allocated a parking spot and provided with a security pass to the building parking garage, which you will be able to use in future during your onboarding.

Report at security, and ask them to let Martin Lewis at Company XYZ know that you have arrived. Proceed to the second floor, where Martin will receive you and round up the team.

You can find the agenda for your first day here. We will be lunching together with the marketing team to welcome you, so do let us know if there is a type of food you particularly enjoy and we will order in.

If you have any other questions leading up to your first day, please reach out to us. We’re here to ensure that everything goes as smoothly as possible.

3. Organise The Information

Keep your paragraphs and sentences in the email short and to the point. Use bullet points and/or numbering to indicate lists and break up the content for easier readability. Check your grammar and spelling with a free tool like Grammarly to ensure that there aren't any language gremlins knocking about.

How To Welcome New Employees

4. Tag in Relevant Stakeholders and Role Players

Make sure to CC everyone who will be playing a role in the newbie’s onboarding process. This includes your receptionist/admin personnel who will receive them, the manager to whom they will report, the CEO that they will meet with on their first day, etc.

Also, take care to type out their names and provide an email address for each in the body of the email. For example:

Here are a few important names and contact details to note:

Martin Lewis: Reception/Admin >>

Louisa Joubert: Marketing Manager >>

Xolisa Vusi: Marketing Assistant >>

Phillip Wilson: CEO >>

You will be working closely with all of them, and they look forward to meeting you. They have been CC'd in this email and will all be reaching out to you in the days to come.

5. Add Some Visuals

Make your email content more engaging by adding some visuals. This could include things like pictures of your team, fun GIFs (if it suits your company culture and overall corporate personality), infographics featuring your CI colour and branding, etc.


Writing an effective welcome email for new employees does not need to be a tall order. Following these guidelines will allow you to smooth the way for clear, open communication throughout your new recruit’s employee journey.

If you are looking to take onboarding to the next level, then get hold of &Team for a demo of our product. Our experience-driven software is sure to take your business from zero to hero in no time.