What to Say in a Welcome Email for New Employees to Make Them Feel Valued
A well-crafted welcome email for new employees sets the tone for their entire onboarding experience. Here's how to write the perfect one!
The first message a new hire receives after signing their offer does more than confirm logistics—it sets the tone for their entire experience with your company. A thoughtful welcome email communicates your culture, makes them feel valued, and reduces first-day nerves. Done well, it’s not just a formality—it’s the opening move in a successful onboarding journey.
Think of it like the “back-to-school” letter from a teacher—it helps your new employee know what to expect, and reassures them that they’re in good hands. This idea feels especially timely as the school year kicks off across the Greater Twin Cities. Buses are back on their routes, drop-offs are part of the morning routine again, and sidewalks are buzzing with students.
I’ve started a new routine too: today I returned to a co-working space in our local downtown. Just like new hires, I’m finding energy in fresh beginnings and connection. And that’s exactly what a great welcome email provides for employees—a confident start and a sense of belonging.
Key Takeaways:
What makes a welcome email effective (and what mistakes to avoid).
5 types of welcome emails, with examples you can copy or adapt.
How to use welcome emails as a springboard for stronger onboarding.
What Makes a Great Welcome Email?
A welcome email doesn’t need to be long or elaborate, but it does need to be intentional. The best ones include:
Warm, genuine tone — Professional, but human
Clear information — First-day details, schedule or next steps.
Personalization — Mention their role, team or something unique.
Culture touch-points — Subtle ways to show what your workfplace values.
Remember to skip the jargon. Think about what you’d want to read the night (or week) before starting a new role.
5 Types of Welcome Emails (+ Examples You Can Use)
Every organization has a slightly different style. No matter your style, be sure that they are personalized for your new hire. Here are five common approaches—and sample templates you can tailor to your team:
1. The Warm and Personal Note
Use when you want to highlight excitement and connection.
Example:
Hi [First Name],
We’re so excited to have you joining us as our new [Job Title]! 🎉 Your skills and experience are going to be a huge asset to the team, and we can’t wait to see the impact you’ll make.
Your first day is [Date], and we’ll be ready to welcome you at [Time]. Expect a quick team coffee chat to get settled in before we dive into your first project.
We’re thrilled you’re here—welcome aboard!
Warmly,
[Your Name]
2. The Informational Welcome
Use when clarity and logistics are most important.
Example:
Hi [First Name],
Welcome to [Company Name]! We can’t wait to officially meet you on [Start Date]. To make your first day smooth, here’s what you need to know:
Start time: [Time]
Location/Link: [Office address or Zoom link]
Parking/Access info: [Details]
What to bring: [Laptop, ID, etc.]
Dress code: [Casual/Business Casual/etc.]
You’ll also meet your onboarding buddy, [Buddy’s Name], who will show you around and answer any questions.
We’re looking forward to helping you settle in!
Best,
[Your Name]
3. The Team-Centered Welcome
Use when you want to emphasize belonging and relationships.
Example:
Hi [First Name],
The whole [Department/Team Name] team is so excited to welcome you as our new [Job Title]. We’ve already planned a casual lunch on your first day so you can get to know everyone.
To break the ice, here’s a fun fact about the team: [Insert detail, e.g., “We never miss Friday donut day” or “We’re undefeated in office trivia.”]
We’re counting down the days until you’re here—welcome to the family!
Cheers,
[Your Name]
4. The Leadership Welcome
Use when you want to signal that leadership cares about every new hire.
Example:
Hi [First Name],
I want to personally welcome you to [Company Name]. We’re thrilled you’re joining us as a [Job Title].
Our people are the heart of what we do, and I’m excited to see how your unique perspective and skills will help us grow. At [Company Name], we believe in [insert company value, e.g., “collaboration,” “innovation,” “supporting each other”], and I know you’ll feel that from your very first day.
Thank you for choosing to be part of our journey. I look forward to seeing all the great things we’ll accomplish together.
Sincerely,
[Your Name]
5. The Culture-Driven Welcome
Use when you want to highlight what makes your workplace unique.
Example:
Hi [First Name],
Welcome to the team! At [Company Name], we do things a little differently. From [weekly team rituals] to [annual traditions], our culture is something we’re proud of—and we’re so glad you’ll be part of it.
On your first day, you’ll get a taste of what makes us unique, including:
A [company tradition, e.g., “welcome breakfast with the team”]
A tour of [office/virtual tools/community spaces]
Your very first [company swag/ritual]
We can’t wait for you to experience the energy, creativity, and fun that make [Company Name] special.
Welcome to the team,
[Your Name]
Create your own welcome email!
Your welcome email may feel like a small detail, but it has a very large impact. It sets expectations, reduces first-day anxiety, and signals that you care about the employee experience. When personalized, it becomes more than an email—it becomes an invitation into your company’s culture. Whether you use one of the templates above or take pieces from all of them, be sure to also send it ahead of time so that your new hire has time to email back any pertinent questions for their first day.
A welcome email is just one part of an intentional onboarding journey. It’s something I help organizations plan out to ensure every new hire feels supported from day one. If you’re ready to strengthen your onboarding systems, explore my onboarding intensive packages.
FAQs About Welcome Emails for New Employees
How to introduce a new employee to clients?
Keep it short and clear. Example: “I’d like to introduce [Name], our new [Role]. They’ll be working with us on [Project/Area]. We’re excited for you to meet them!”
What are some good welcoming messages?
Warm and simple is best. Examples: “We’re so glad you’re here” or “Welcome aboard—we can’t wait to get started.
How do I write a professional welcome email?
Stick to a friendly but clear tone. Cover the basics (who, what, when, where) and add one or two personal touches to make it feel human.
