Welcome Letter to New Employee ›› Welcome Letter Sample


Welcome letters to new employees are very common. In my experience, they are nice to receive, as it makes you feel welcomed to the team.

The information in the letters can differ substantially from company to company and is also commonly referred to as onboarding.

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Business owners often want their new employees to be happy and feel welcomed to the job; this is because of the time and expense that may be provided in training that person.

The owner certainly doesn’t want to spend that time and effort only to have an unhappy employee quit their relatively new job.

A welcome letter can help the new employee understand what will be required of them and the company culture before they begin, this can avoid any unpleasant surprises or misunderstandings.

Today we will look at a few sample letters and explain what they mean.

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Example One

Welcome to the (Business/Department Name) Team!

We are thrilled to have you on board and look forward to an exciting future working together.

As a valued member of our team, you will be responsible for (brief description of Job responsibilities).

If you ever have any questions or are not sure about something feel free to speak to your friendly team supervisor (name), he/she is there to help you do your best.

All of our employees receive some fantastic benefits from (Company Name). For example, you receive a 25%  discount on any of our products at any time. Also included in your employment contract are up to two weeks vacation every year! Just give us a heads up to let us know when you want to take your well deserved time off.

You have been allocated a secure locker in the Employees room to store your personal items while working. We kindly ask that you please leave your cell phone there so as not to distract you from attending to our valued customers.

In the employee lunch room are free coffee and tea supplies along with hot water and biscuits. Feel free to grab a coffee even when working if you like, but please make sure you are always ready to help our customers unless you are on your designated break. You’re also welcome to use the fridge, just make sure your name is clearly marked on anything that is yours.

With this letter, you will find our employee welcome pack and handbook that explains our company’s policies and procedures. Please study this and let your Team Supervisor know when you have read through it.

We are so happy to have you as part of our team and look forward to a productive future together.

Kind Regards


(Company Position)

(Contact Details)


In this example, the person is joining a company that has face to face contact with its clients. The letter opens by warmly welcoming the new employee/team member and explaining what they will be doing.

The next part talks about the benefits that come with the job and who their supervisor is, where they can store their things and what is available to them from the lunch room.

Finally, it references the welcome pack they have received; this includes a handbook that they need to read early on to understand what the company expects of them, also what is allowed or forbidden.

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Example Two

Good Day (Name of new Employee)

Thank you for accepting our offer of employment, we are so happy to have you work with us! As was discussed, your first day of work is on the (date) starting at 8:30 am.

Our dress code is Business Casual. Please wear the business branded shirt that we have provided to you. It is your responsibility to look after it and make sure that it always presents a dignified appearance of the company you now represent. If you need a replacement in the future, please let the Human Resources department know.

Upon your arrival, your department manager (name) will meet with you and introduce you to the rest of your colleagues. He will also provide you with an orientation meeting and get you set up. Please approach our Office Receptionist when you arrive who will call him/her to meet up with you.

During the first two weeks of your employment, you will be working along with different ones in your department so that you can become familiar with everyone’s roles and how you will fit into the team. We trust you will enjoy this team building time.

If you have any further questions, please feel free to contact me via my cell 000 000 0000, Office Phone: 00 000 0000 or email: [email protected]

We look forward to seeing you next week on your first day!

Best wishes


(Company Position)

(Contact Details)


This letter has a more formal vibe, often used for Business professionals, this type of Welcome Letter is more direct and to the point.

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Beginning by informing the person of the expected start date and dress code, it continues to explain where to go and with whom to speak on arrival to their new place of work. And finally, it outlines what they can expect to be doing within the first few weeks of beginning.

A contact reference is provided for any additional questions or doubts the person may have before the commencement of the job.

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Depending on the work being offered to the person the letter can be adapted, changed to mention any relevant details that they would need beforehand.

Many new employees are nervous when they begin, so a welcome message goes a long way in making them feel comfortable and welcome.

It costs very little time and effort to write and can make a large impact on the person and the relationship they’ll have with the company.

If you are looking to write a welcome letter, write down the things you would have liked to know when you began. Put it into an easy to understand form and make sure the message flows smoothly with a warm, welcoming vibe.

Depending on the type of company you work for, you may need to choose your wording carefully, does the letter need to sound more formal or can it be more friendly?

Remember to include your contact details and any other company details they might need.

We hope this post helps you understand any welcome letters you may receive in the future or help you in writing your welcome letter for a prospective employee.  Don’t forget to check out our other blog posts on our site as well.

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