Write a welcome aboard email for a new employee: Templates & tips

When onboarding a new employee, it’s important to make them feel welcome and make sure they have all the information they need to succeed in their new position. And a “Welcome aboard” email is a great way to get the job done.

If you are wondering what a professional welcome email should look like, why not try our templates and useful tips to welcome your new employee to the team?

by Alyssa Schmitt

How do you make new employees feel welcome?

You probably put in a lot of time and effort to find and hire the best new employee for your company. Now that they have joined your team, you want them to feel included in the team, empowered to have a great onboarding experience, and inspired to make a meaningful contribution to the company going forward. So, when writing your welcome email, your goals should be to:

• Make the new employee feel welcome, valued, and happy they joined your company
• Build trust by providing clear directions and instructions
• Give them an introduction to your company’s communication culture

Ok, so how do you welcome someone professionally?

A welcome email to a new employee should reflect the internal culture of your company. In other words, if you have a casual workplace, feel free to write in a casual style. Or you can write a professional email if that is a better fit, but it does not have to be as formal as a message to a client, for example. You should express enthusiasm about the new team member joining your company, but the focus should really be on sharing the details they need for a successful first day and week.

What should be included in a welcome email to a new hire?

Starting a new job can be nerve-wracking – finding your way around the new office, remembering the names of all your new coworkers, wrapping your head around your new tasks… One way that companies can take some of the pressure off new employees is with a welcome email that is sent several weeks BEFORE the first day of work. This means they can come fully prepared, and don’t have to waste time trying the figure out what to wear, where to park, etc.

However, if you already sent out a hiring message explaining the nuts and bolts of when your new hire should arrive on the first day and what they need to do to get set up, you can also choose to have a welcome email waiting for them when they log in at their workstation for the first time.

Depending on your company, the practical information listed below may prove useful.Ideas for your welcome email:

• Start date and work hours
• Parking information
• Arrival instructions (e.g., pick up badge at reception)
• Anything they need to bring (e.g., ID, paperwork)
• Office dress code
• Schedule for first day or week, including welcome / onboarding events
• Where to find workstation, break room, etc.
• Links to onboarding documents
• Contact person for questions
• Anything else you want the person to know before or on their first day!

What about automated welcome emails?

Your company may have an automated system in place to send welcome and onboarding messages to new hires. Such automatic emails can be an effective way to make sure that your new employee receives resources they need in a timely manner. Having a template that you can simply update with the new employee’s name, department, starting date, etc. is certainly more effective than starting from scratch each time. Just make sure that your templates allow for enough customization so that your new team member feels personally welcomed and isn’t flooded with information that is not relevant to them.

Check out our sample welcome emails to see how they can be customized for your new hire!

Welcome email subject lines

An email subject line starting with “Welcome” clearly communicates your intentions and ensures that your new hire won’t overlook this important message. Here are five subject line ideas to get you started:

1. Welcome aboard, [recipient’s first name]!
2. Welcome to [company name]!
3. Welcome to the [company name] team!
4. Welcome to [company name], [recipient’s first name]!
5. Welcome to the team, [recipient’s first name]!

Welcome email examples

When writing a welcome email to a new employee, feel free to adapt one of these samples:

New employee welcome message – Example 1

New employee welcome email – Example 2

Welcome aboard email – Example 3

We hope these templates will help you craft an engaging welcome email for your new employee! We look forward to your feedback below.

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