Sample Welcome Letters for New Employees

Two Sample Letters to Make Your New Employee Feel Welcome

Illustration of person writing new employee welcome letters

Chloe Giroux © The Balance

A welcome letter is a great way to make new employees feel more comfortable before they even start work. These simple letters serve to welcome your new employee to your organization and give them any relevant information for a smooth start. They are generally emailed to the new employee by the employee's manager. Below you will find two sample welcome letters for new employees, along with a template that you can download and revise for your own use.

Components of the Welcome Letter

Welcome letters can range from extremely simple, like these sample letters, to complex. Complex welcome letters often contain the new employee orientation schedule and the names and job titles of employees that the new employee will meet in the first few days. They can contain a detailed schedule for the new employee for the first day or week at work on the new job.

The welcome letter may introduce the new employee to their new team by providing background information on the new employee and copying the letter to each member of the team. Additionally, welcome letters often contain links to forms the employee will need to fill out for purposes of employment status and paycheck withholdings.

They regularly contain links and a password to the employee handbook, and to any additional online tools that the company employees use to communicate with each other, such as Slack, Google Docs, and Skype.

Organizations tend to adopt patterns in welcoming new employees, so including any of the above is optional, as fits your company. Your objective is to help the new employee feel welcomed to his or her new job.

Sample New Employee Welcome Letters

You can use these samples as models to write a welcome letter. Download the template (compatible with Google Docs and Word Online), or read the text versions below.

welcome letter sample
The Balance.

New Employee Welcome Letter (Text Version)


Dear (New Employee Name):

I'd like to welcome you to (Name of Company). We are excited that you have accepted our job offer and agreed upon your start date. I trust that this letter finds you mutually excited about your new employment with (Name of Company).

As mentioned during the interviews, while your new position reports to me, I'd like to welcome you to the (Name of Department) on behalf of all of the staff. Each of us will play a role to ensure your successful integration into the department.

We're expecting you for new employee orientation on (Date), Tuesday at 9 a.m. You will meet with me to discuss your successful integration into our company and with Human Resources staff to learn about employment-related issues. You'll also meet with several co-workers so you can get a feel for the overall work of the department. Our dress code is casual.

Your new team anticipates taking you out to lunch to get to know you and to make sure that you meet everyone with whom you will be working. Your meeting agenda for the rest of your first day will involve planning your orientation with me and setting some initial work goals so that you feel immediately productive in your new role.

I anticipate that your second day will involve more co-worker meetings to understand the department. You'll also have the opportunity to continue with your new employee orientation plan and your initial work for the department.

Again, welcome to the team. If you have questions prior to your start date, please call me at any time, or send me an email if that is more convenient. We look forward to having you come on board.


Name of the Department Manager/Boss

Second New Employee Welcome Letter (Text Version)

Hi (New Employee Name),

This is just a quick note to tell you that our whole department is excited about your decision to accept our offer of employment. We couldn't be happier to welcome you to the team. As we agreed, your first day on the new job is Tuesday, (DATE). We'll expect you at 9 a.m. FYI, the dress code here is business casual.

We offer flexible schedules for our employees and we can talk about your normal hours when you come in on Tuesday. You will also meet your new employee mentor, Paul Smith. He'll help you get to know the company and your new department.

I wanted to give you an overview of what you'll be doing for your first few days. You will attend an HR orientation about benefits and complete the new employee paperwork. We have put together a schedule for your first week.

Our goal was to orient you to both your new job and the company. With this in mind, in addition to your mentor, we have asked Margaret Briony to work with you to provide on-the-job training. She is experienced in all aspects of the job you need to learn. You'll also share an office with her so the training can be ongoing.

Additionally, we have set up a meeting schedule that will put you in contact with all of the departments you will need to learn. We've set up meetings with the employees you need to meet. We'll have this schedule finalized when you arrive on Tuesday.

If you have questions, please feel free to email or call me. My number is 910-244-3256.

We really look forward to working with you.



Department Manager

More Sample New Employee Welcome Letters