How to write a welcome email for new employees

A welcome email is an essential part of any onboarding strategy. Help to make your new employees feel a part of the team from day one with these welcome email tips.

Why does a welcome email matter?

It mightn’t sound like much but sending a welcome email to your new starter before their first day can make the world of difference.

Not only is it an opportunity to establish a good first impression of your company, but it will also help your new hire feel more confident and prepared for the days ahead. There are also benefits for the company. Research has shown that workplace inclusion improves the well-being of all team members, improves the economic performance of the business, and increases retention.

Your welcome email can:

• Introduce new employees, especially the direct team they will be working with.
• Include details on dress code, start date, work schedule, parking or other details essential before starting a new job.
• Set out an agenda for their first day/s.

While more than half of HR emails aren’t opened by employees, welcome emails have a whopping 91 per cent open rate.

If you don’t send any other email, make sure this is the one you do.

Writing your welcome email 

1. Welcome email subject lines

Since welcome emails have such high open rates, it’s worth spending a bit of time thinking about your subject line. This might be directive, personal or playful to match the TOV of your company.

Think:

• Welcome to [company name]! Let’s get started
• [First name], we’re glad you’re here!
• It’ll only get better after hello!

2. Choose a tone that fits your company

The welcome email should reflect the tone of voice of your company. It will be a balancing act managing this voice alongside a more professional tone to ensure you tick off any compliance requirements.

Best practice tips include:

• Use active voice.
• Avoid redundant adverbs, such as “really”.
• Limit exclamation marks, especially improper use (!!!).

3. Consider formatting

Ensure your email is scannable. Break up your body copy with visuals or other resources (such as links to your company PDFs). Where possible, include numbered or bullet-point lists to make your email readable. This will also ensure they don’t miss any of the important bits!

4. Be personal

This is a real person you are emailing – and soon to be your colleague in the office. Ensure your email isn’t just a copy/paste from a template. Use their name throughout the email and be sure to reference any personal circumstances you may have discussed in their interviews. For example, if you know they will be attending work after daycare drop-off and the main carpark is usually full by this time, advise them where the best spot to park might be.