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How To Write a Welcome Email To a New Employee [Free Drafts]

How To Write a Welcome Email To a New Employee [Free Drafts]

welcome letter with “welcome” across the top with a pen, cup of coffee, and a chat box around it
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There’s nothing like an empty inbox to kick off a new day. But for new hires, logging in to find a barrage of emails and back-to-back meetings is usually unavoidable. 

What’s something that is preventable? Impersonal and unhelpful welcome emails.

There are lots of reasons your first impression might miss the mark. Maybe your new hire receives redundant emails because no one has documented their templates. If welcome templates *do* exist, maybe they’re outdated because no one has been trained on your new email platform. Separate but related: maybe nobody on your team has the time to sit through an hour-long tutorial video. 😵‍💫

It’s easy to put things like creating/maintaining email templates and hosting tool training sessions on the back burner. But taking the time to tailor, update, and polish your outreach can make a world of difference for a nervous new hire. 

To take some work off your plate, we’ve put together eight templates and our top tips for writing a welcome email to a new employee.

What to include in a welcome email to a new employee

You can help your newest teammate start on the right foot by prioritizing what they need to know on their first day in their new hire welcome email. Essentials can include their start time, dress code, and any documents they need to share with HR.

Other information, like project rundowns, may not be helpful to cover in detail on the first day. You can send links or files for awareness and go over them together later.

Here’s some information you may want to include in any type of welcome email to a new employee:

  • Start date and time 🕘
  • What to expect on their first day (especially if you’re treating them to lunch!) 🥪
  • Upcoming meetings (their first 1:1 with their manager, standing weekly meetings, a watercooler talk to say hello, etc.) 🖥️
  • Work schedule and first tasks 📅
  • Dress code (for hybrid or in-person workplaces) 👔
  • Address, directions, parking information, and other special check-in instructions if they’re working in person 🗺️
  • Login instructions and credentials 🧑‍💻
  • Employee handbook, role milestones, and other expectation-setting materials  📕
  • Instructions to access the company wiki, learning management system, and similar databases 🗃️
  • Other process documentation to help them get settled (independently!) on their first day 📄
  • List of onboarding paperwork or items to prepare 📁
  • Checklists and other resources to help them keep track of their onboarding tasks ☑️
  • Contact information for troubleshooting, questions, or feedback (use an email signature generator, if you don't have one set up already!)📱
💡 Tango Tip

Capture the steps to customize, edit, and send your emails in your email marketing platform. Trust us—a great how-to guide can get anyone unstuck, fast.

a list and illustrations explaining who sends welcome emails, why they send them, and when along with a bonus tip: “Keep email templates and responsibilities in your new hire onboarding SOP.”

Welcome email examples

We organized our templates below based on different scenarios, from who’s sending them to the overall purpose.

It may sound obvious, but your teams will operate (and communicate) differently. Direct managers may assist in new hire training and provide in-depth email overviews. Others on your team may share other onboarding details in a single welcome email or response.

Go ahead and modify these templates based on your team's onboarding process (and don't be afraid to spice them up a bit to let your personality shine!).

If you find one you like, select the “click to copy” button to quickly put the template into action.

a side-by-side list showing what resources and documentation can help answers common new hire questions along with a bonus tip at the bottom, “Document your new hire’s FAQs to get ahead of them in the future”

Welcome email example #1: General template

Hiring managers help transition teammates from the hiring process to the onboarding process. Their initial email can help new hires understand what they can expect before their first day. 

  • Goal: Set new hires up with everything they need to know before starting their first day.
  • When to send: Before their first day.

Subject line: First day at COMPANY
From: HIRING MANAGER
CC: DIRECT MANAGER


Hi NAME,

I'm excited to officially welcome you to COMPANY! We're so happy to have you on board because REASON. I'm reaching out to give you a quick rundown of your first day.

I'll help with TASKS as you get started. You will be reporting to MANAGER (who is also CC'd).

On your first day, you'll take time to get to know our team and get settled. Here is the general schedule you can expect on your first day when you start at DAY, DATE, TIME, TIME ZONE:

  • MORNING SCHEDULE
  • AFTERNOON SCHEDULE
  • BEFORE THE END OF THE DAY

Please review the below resources before your first day:

  • Onboarding Paperwork Checklist (including documents you'll need on Day One)
  • New Login Setup SOP
  • Employee Handbook
  • OTHER DOCUMENTS

You'll see some calendar invites come your way for onboarding trainings, team meet-and-greets, and other meetings. TEAMMATES will follow up with information on TOPICS, so keep an eye out for those emails.

Feel free to reach out to me via email or through TEAM MESSAGING SYSTEM (I'm in CITY AND TIME ZONE) if you have any questions.

Thanks, and welcome to the team!

Welcome email example #2: General template tailored to a hybrid or remote teammate

New hire welcome emails are especially important for hybrid and remote teammates. On top of the usual first day information, you can also cover remote-specific resources. These can include your team’s remote work expectations and internal communication SOPs. 

Polished process documentation is especially important to finalize before your remote teammates start. They’ll lean on these guides for their go-to resources (instead of emailing you, interrupting a more experienced coworker, or asking someone to share their screen). 🙏🏾 

  • Goal: Set remote or hybrid new hires up with everything they need before logging on to their first day.
  • When to send: Before their first day.

Subject line: First day at COMPANY
From: HIRING MANAGER
CC: DIRECT MANAGER


Hi NAME,

I'm excited to officially welcome you to COMPANY! We're so happy to have you on board because REASON. I'm reaching out to give you a quick rundown of your first day.

I'll help with TASKS as you get started. You will be reporting to MANAGER (who is also CC'd).

Here is the general schedule you can expect on your first day when you log on at DAY, DATE, TIME, TIME ZONE:

  • MORNING SCHEDULE
  • AFTERNOON SCHEDULE
  • BEFORE THE END OF THE DAY

Please review the below resources before your first day:

  • Onboarding Paperwork Checklist (including documents you'll need on Day One)
  • Logging in on Your First Day - Process Doc
  • Remote Work Expectations
  • Internal Communication SOP
  • New Login Setup SOP
  • Employee Handbook

You can reach RELEVANT TEAMMATE, ROLE directly at CONTACT INFORMATION for any questions about setting up your accounts and logging in.

You'll see some calendar invites come your way for onboarding trainings, team meet-and-greets, and other meetings. TEAMMATES will follow up with information on TOPICS, so keep an eye out for those emails.

Feel free to reach out to me via email or through TEAM MESSAGING SYSTEM (I'm in CITY AND TIME ZONE) if you have any questions.

Thanks, and welcome to the team!

Welcome email example #3: General template tailored to a new teammate who relocated for the job

Teammates who recently relocated likely have a lot on their plate. On top of juggling a new job, they’re probably still knee-deep in boxes. 

Help your new teammates feel welcome by offering any support you can during their transition. It also doesn’t hurt to throw in your team’s local tips or a list of places not to miss (like that coffee place around the corner that does fun latte art). ☕

  • Goal: Set new hires up with everything they need before starting their first day in the office.
  • When to send: Before their first day.

Subject line: First day at COMPANY
From: HIRING MANAGER
CC: DIRECT MANAGER


Hi NAME,

I'm excited to officially welcome you to COMPANY! We're so happy to have you on board because REASON. I'm reaching out to give you a quick rundown of your first day.

I'll help with TASKS as you get started. You will be reporting to MANAGER (who is also CC'd).

Here is the general schedule you can expect on your first day when you start at DAY, DATE, TIME, TIME ZONE:

  • MORNING SCHEDULE
  • AFTERNOON SCHEDULE
  • BEFORE THE END OF THE DAY

Our dress code is DRESS CODE. You can find examples of that and answers to common first day FAQs here: LINK

Once you arrive, I'll meet you at LOCATION to show you around and introduce you to the team. Let me know of any dietary restrictions so we can plan for your welcome lunch.

Please review these resources before your first day:

  • Onboarding Paperwork Checklist (including documents you'll need on Day One)
  • New Login Setup SOP
  • How to Find and Enter the Office
  • Employee Handbook

You'll see some calendar invites come your way for onboarding trainings and other meetings. TEAMMATES will follow up with information on TOPICS, so keep an eye out for those emails.

Lastly, we know you're new around here, so we're also sending over a list of our team's favorite spots around town: LINK

We hope that this helps you get settled in!

Feel free to reach out to me via email or through TEAM MESSAGING SYSTEM (I'm in CITY AND TIME ZONE) if you have any questions.

Thanks, and welcome to the team!

a venn diagram comparing what information and documentation to include in welcome emails for remote and in-person teammates

Welcome email example #4: Direct manager template

A new hire welcome email from you (as their direct manager) may focus on day-to-day work and initial projects. It can also include an agenda or a list of documents to review before your initial meeting. Tip: include how-to guides to show them how to set up key accounts on their own beforehand!

  • Goal: Get new hires acquainted with their manager, the projects on their plate, and anything else they’ll need to know before meeting their manager.
  • When to send: Their first day, before their first one-on-one meeting.

Subject line: Welcome to the TEAM team!
From: DIRECT MANAGER
CC: TRAINING MANAGER


Hi NAME,

Welcome to TEAM! I'm NAME, and you'll be joining my team. I'm looking forward to having you on the team because REASON.

During your first week, we'll get you started on PROJECT(S) WITH LINK(S) TO PROJECT INFORMATION.

We'll go over our team, details of your 30-60-90 plan, and your first project when we meet later today. Below are some notes and resources to guide our meeting. Please bring any questions you have about these!

  • Team Structure Overview
  • Helpful Extensions, Logins, and Resources List
  • ROLE Expected Milestones

Feel free to reach out to me via email or through TEAM MESSAGING SYSTEM if you have any questions on upcoming projects (I'm in CITY AND TIME ZONE). Find information for our meeting below.

Looking forward to it!

MEETING LINK AND OTHER INFORMATION

Welcome email example #5: Training manager template

Needless to say, onboarding training will vary from company to company. 

Your training manager’s welcome email can help set expectations from the start and clear up potential confusion or questions. It can also include training documentation and materials for a sneak peek of upcoming training topics.

This new hire welcome email can also help clear up what role a training manager will play (vs. your role, as their direct manager). 

  • Goal: Provide new hires with an overview of what they can expect during the onboarding training process.
  • When to send: Their first day, before their first onboarding training.

Subject line: Onboarding training schedule
From: TRAINING MANAGER
CC: DIRECT MANAGER


Hi NAME,

Welcome to TEAM! I'm NAME, ROLE, and I'll be leading onboarding trainings with you in TIME PERIOD to get you acquainted with your role and our best practices.

See our training schedule below with related training documentation:

  • TRAINING TOPIC (WITH LINK) @ DATE, TIME, TIME ZONE
  • TRAINING TOPIC (WITH LINK) @ DATE, TIME, TIME ZONE
  • TRAINING TOPIC (WITH LINK) @ DATE, TIME, TIME ZONE
  • TRAINING TOPIC (WITH LINK) @ DATE, TIME, TIME ZONE

You're welcome to take a peek at these resources if you have some extra time or need a break between projects. We'll go over that information in-depth together when we meet.

I'm sending over your role's expected milestones again so you can see how they align with our training: ROLE Expected Milestones (WITH LINK).

Feel free to reach out to me via email or through TEAM MESSAGING SYSTEM (I'm in CITY AND TIME ZONE) if you have any training-related questions. Find information for our meeting below.

Looking forward to meeting you!


Welcome email example #6: HR template

At the risk of stating the obvious: HR teams need to take care of a lot of important and sensitive information.

Where would we be if we didn't have HR taking care of our sensitive documents for us? They’re the ones who gather new hire W-2s, I-9s, and other paperwork—and ensure nothing falls through the cracks. 

Although you may not send this onboarding paperwork over email, starting with an introduction can help your new hires feel more comfortable with the HR team.

  • Goal: Get new hires acquainted with the HR team and learn who to reach out to for common HR-related questions.
  • When to send: Their first day, ahead of their document submission deadline.

Subject line: Onboarding paperwork
From: HR MANAGER
CC: HIRING MANAGER


Hi NAME,

Welcome to TEAM! I’m NAME and I’m the ROLE on the team. I’m looking forward to working with you during this first week to get your paperwork squared away.

Here’s a list of documents that we’ll need (that you can also find in our new hire Onboarding Paperwork Checklist):

  • W-2
  • I-9
  • Direct deposit form
  • OTHER DOCUMENTS

You can submit these forms by SUBMISSION INSTRUCTIONS AND DOCUMENTATION. Please send these over to us by DATE.

Feel free to reach out to me via email or through TEAM MESSAGING SYSTEM (I’m in CITY AND TIME ZONE) if you have any questions on payroll, transferring retirement accounts, and any other paperwork coming your way.

Looking forward to meeting you!

Welcome email example #7: Immediate team or department introduction template

Not every welcome email needs to be formal or full of action items! As a new hire’s direct manager, you can also send an email to introduce the teammates they’ll be working with most closely. Your new teammate can get a chance to know their team a little more before any lunches or meet-and-greets.

  • Goal: Get new teammates acquainted with their immediate team or department.
  • When to send: During their first week, before meeting their team or department.

Subject line: Welcome to the TEAM team!
From: DIRECT MANAGER
CC: ALL TEAM MEMBERS


Hi NAME,

Welcome to TEAM! I’m NAME, and you’ll be joining my team. I’m looking forward to having you on the team because REASON.

I wanted to virtually introduce you to the team before we get together! Get a run down of everyone below:

  • NAME (LINK TO COMPANY BIO/LINKEDIN): ROLE, LOCATION/TIME ZONE, CONTACT INFORMATION, FUN FACT
  • NAME (LINK TO COMPANY BIO/LINKEDIN): ROLE, LOCATION/TIME ZONE, CONTACT INFORMATION, FUN FACT
  • NAME (LINK TO COMPANY BIO/LINKEDIN): ROLE, LOCATION/TIME ZONE, CONTACT INFORMATION, FUN FACT
  • NAME (LINK TO COMPANY BIO/LINKEDIN): ROLE, LOCATION/TIME ZONE, CONTACT INFORMATION, FUN FACT

We’re looking forward to getting to know you at DAY/TIME/TIME ZONE. Find our meeting details below.

Looking forward to working together!

MEETING INFORMATION


Welcome email example #8: Broader team introduction template

Last but not least, you can send off an email to introduce your newest teammate to the broader team (beyond the people they’ll work with on a weekly basis). This note can be short and sweet. 🍭

  • Goal: Introduce new hires to the larger team.
  • When to send: Their first day.

Subject line: Welcome NAME to the team!
From: HIRING MANAGER
CC: ALL MEMBERS OF THE COMPANY


Hi team,

Please join me in welcoming NAME to the team! NAME will be joining the TEAM team as a new ROLE.

They come to us as a PAST ROLE with lots of experience in EXPERIENCE. You can learn more about them here (LINK TO PORTFOLIO/LINKEDIN/COMPANY BIO). Welcome, NAME!


Tips for putting together a new hire welcome email that they’ll actually read

You could copy an email template online as-is and call it a day. Or, you could take the time to personalize it and make your new hire feel really welcomed.

Oh, and remember that email platform everyone’s been avoiding? You may also need to sit down and create some documentation for it. A great email can’t help your new hire if no one knows how to send it!

Check out our list below for tips on putting together your email (and ensuring they read it). 😉

  • Make subject lines short and easy to find.
  • Include the most important details in the email and leave granular details for your workflow documentation.
  • Break up long blocks of information into multiple emails—with separate notes for HR paperwork and onboarding training.
  • Use bullets and bolding to break up text and highlight the most important information.
  • Use a friendly tone that’s true to your team’s culture.
  • Mention why you’re excited to have them join the team to give them a confidence boost and help them understand why they stood out.
  • List out contact information for those who can help with specific topics, like payroll questions.
  • Encourage them to ask questions and emphasize that your team is there to support them.
  • Check your new hire’s time zone before scheduling emails.
  • Tailor emails to your new hire’s situation, like removing paperwork reminders if they’ve already submitted everything.
  • CC teammates so they can introduce themselves.
  • Proofread the email for accuracy and to make sure you’ve updated placeholders.
  • Send yourself a test email, especially if you just updated the template.
  • Update your new hire welcome email templates, checklists, and other documentation as your team grows and feedback comes in.
  • Create documentation for navigating your team’s email platform so anyone can hop in and set up their welcome emails.

💡 Tango Tip

Jump on opportunities to replace long video recordings and impromptu screen shares with engaging documentation that makes learning asynchronously easy

It takes two seconds to share a Tango in a welcome email, they’re easy to maintain (especially if you use a live sharing option!), and they make quick work of learning in the flow of work.

The bottom line

Putting together the perfect welcome email to a new employee is an art and a science. Now you know what to write, when to send it, and who should take the lead in each case. 

But what happens when your seasoned hiring manager is on PTO during a new hire’s first week? Or when there's a gap between hiring cycles and it's just long enough to forget a step or two?

Including eye-catching how-to guides in your onboarding process can make a big difference. Great documentation can help your team confidently create and send emails with your email marketing platform, whether that’s HubSpot or MailChimp or a new solution picking up steam. 

Tools like Tango make knowledge sharing even easier by 1) capturing your steps while you work, and 2) guiding people to success in seconds. That means you can educate and empower others fast—while taking back some of your time. Sounds like a win-win in our book. 💃

Friends don't let friends learn the hard way.
Create how-to guides, in seconds.
Try Tango for free

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