MightyRecruiterWhen writing a welcome letter to a new employee, you are sharing your first formal communication as two members of the same team. Your reader is no longer a prospective hire, and you’re no longer a potential employer: This partnership is official! And it should begin with a note of ceremony and celebration, a warm and emphatic greeting.
Keep in mind that your letter serves another purpose as well; as you sit down to write a welcome letter to a new employee, you’re also providing reassurance, confirmation, and instructions.
Specifically, you’ll need to provide info about next steps. What will the employee need to do to prepare for the first week? Where and when should the employee appear on the established starting date? What time should they plan to be there?
Welcome Letter to a New Employee Template
Dear {Employee’s Full Name},
On behalf of {Company Name}, I’d like to welcome you to the {department/team/group/program area}! We’re excited to confirm your acceptance of the role of {Job Title}. This is a full-time/part-time position in which you’ll be serving the {department or program area} and reporting to {supervisor’s name and title}.
As we discussed during your interview process, you’ll be serving the {agency, group or department} by {specific initiatives related to the role}. Your primary responsibilities will include {share one to three primary responsibilities}.
We look forward to your arrival on {start date and time} at {specific location including street address}. I’ve included directions and a map of our facility with this letter. Please bring two forms of identification for processing.
I’ve also included an organizational chart to provide an understanding of your role in the structure of the {agency/department}.
I speak on behalf of all staff and supervisors at {company name} when I express our excitement at the prospect of your arrival! We’re very pleased to welcome you on board, and we’re ready to do everything we can to support your success in this position.
If you have any questions or concerns, please reach out to me using the contact information below. We look forward to the start of a prosperous and enjoyable relationship!
Sincerely,
{HR Contact Person}
{Title}
{Contact Information}
Want to use this letter?
The Welcome Letter to New Employee Template above covers the most important bases and tells your reader everything they needs to know using a clear formatting style and language that’s both friendly and legally compliant.
Do note that you’ll want to tailor your letter to the nature of your organization and even the needs and specifics of each department and position.
Keep your primary goal in mind: preparing the employee for a happy, thriving relationship and a successful tenure on this job. That success starts on the first day, so share everything they might need to know, every item they may want to bring, and everything they can expect upon their arrival. For example, explain where to park, how to reach the right office location, how to find their way around the complex and what they’ll need to present in terms of paperwork and vital information.
Use this Welcome Letter to New Employee template, but be sure to review your final version with your legal team before you sign and send.