Why Use a New Employee Welcome Letter?

6 Reasons to Send a New Employee Welcome Letter and a Sample Letter

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A welcome letter to a new employee who has accepted your job offer confirms the employee's decision to accept the position. The welcome letter helps the new employee feel wanted and welcomed. Depending on the goal of your new employee welcome letter, this sample gives you a template to follow.

Use this template to form the basis for your own company new employee welcome letter. Not convinced you need a welcome letter? Consider these reasons.

Why Send a New Employee Welcome Letter?

The new employee welcome letter accomplishes these goals as part of your new employee welcome process.

  • Reinforces your commitment to and satisfaction with your choice to the new employee and makes him or her feel valued by the new employer. Every new employee wants to feel welcomed and wanted by their new employer. This enhances their expectation of their ability to succeed in the new job.
  • Reiterates start date, start time, business dress code and other details that the new employee needs to know. The welcome letter confirms what the new employee is expected to do on the first day of employment. This saves the new employee some feelings of insecurity and avoids misunderstandings.
  • May provide the opportunity for Human Resources to send, in advance, some of the benefit forms and other employment forms so the new employee can review and fill them out with a partner or spouse.
  • Sending the employee handbook and other policies and procedures in advance, for the new employee's review, avoids the impression that the first day was all paperwork and HR orientation. Paperwork is not the most stimulating component of an employee's first day.
  • Reminds the supervisor to review the new employee orientation plan and ensures that a new employee is not turned off. Ensures that the employee's workstation and other equipment and software needed for immediate productivity are ready and available.
  • Sends the message that you are a class act as an employer: organized, trustworthy, welcoming, and prepared.

Who Should Send the New Employee Welcome Letter?

The supervisor of the position should always send a new employee welcome letter to encourage a successful reporting relationship from the start. Human Resources may also send a new employee welcome letter, for any of the purposes detailed above, but the HR letter should be in addition to the letter from the position's supervisor.

The new employee welcome letter is a prime opportunity to welcome your new employees in a memorable, remarkable manner. Don't miss the opportunity to continue making a favorable first impression.

Sample New Employee Welcome Letters

This sample new employee welcome letter tells the new employee what he or she needs to know to start work at your company. This example letter tells the new employee exactly what his or her schedule will look like in the first couple of days of work. This new employee welcome letter is warm, friendly, and informative.

Download the new employee welcome letter template (compatible with Google Docs and Word Online) or see below for more examples.

Screenshot of a new employee welcome letter
©TheBalance 2018

Sample New Employee Welcome Letters (Text Version)

Callie Lee
123 Business Rd.
Business City, NY 54321

September 1, 2018

Liz Jones
123 Business Rd.
Business City, NY 54321
123 Main Street
Anytown, CA 12345

Dear Ms. Jones,

We’re writing to welcome you to Acme Industries and to tell you how much we are looking forward to you joining our team. You bring experience, knowledge, and skills that enhance our capabilities.

We’re expecting you for new employee orientation on September 15 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. Our dress code is business casual.

Your new team anticipates taking you out to lunch to get to know you and to make sure you meet everyone with whom you will be working. Your agenda, for the rest of your first day, follows.

New Employee Agenda

9 a.m. Meet with me to detail your orientation plan and add your interests. Introduce you to your workstation and tools.
10 a.m. Meet with Human Resources to review employment information and policies.
12-1:30 p.m. Lunch with your new coworkers and me. The objective is welcome and meet the team.
1:30-2:30 p.m. Review your job description with me and set initial goals for orientation, learning, and contribution.
2:30 – 5 p.m. Meet with each of the coworkers, with whom you must work most closely to begin to understand how your jobs overlap and how you can support each other.

I anticipate that your second day will involve more coworker 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, please call me at any time. We look forward to working with you.


Callie Lee

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