Starting a new job can be nerve-wracking. The first day is exciting but can bring with it a lot of stress. You might be worried about finding parking, arriving on time, navigating the building, or meeting everyone else in the office (or all of those combined!). Did you dress appropriately? Where will your desk be? Will your office neighbors like you, and vice versa?
As an already-established member of the office, an HR team member’s or office manager’s job is to relieve a new employee of these anxieties so he or she will feel welcome on their first day. An easy way to help a new hire feel more relaxed even before they arrive at the office is to send him or her a welcome email. Nothing fancy — just a brief email that contains details about the office and the new employee’s first day. Outlining some basic points can put nerves at ease and make the onboarding process go smoothly for all involved.
Why should you write a new employee welcome email?
A welcome email to a new employee from a manager will help make the new hire excited to come to work on his or her first day. This promotes an inviting atmosphere in the office and shows the person that the office is open to his or her arrival. An email can also prevent first day worries from taking over the new employee’s experience by demonstrating that the person is already a valued member of the team. The professionalism of a quick email proves to the new hire that the office is efficient, organized, and already interested in his or her success within the company. It may sound small, but it is a simple gesture with a huge impact.
What should you include?
The welcome email for a new team member sets the tone for his or her first day with the company. It should be a few short paragraphs that show excitement and enthusiasm for the person’s arrival. When you send the email is up to you, but it should arrive in the new hire’s inbox close enough to his or her start date that he or she won’t forget about it before the first day.
Try placing yourself in the person’s position. What did you wish you had known before starting the job you have now? How was your own first day? Did you feel welcome and well-prepared, or were you nervous and confused? Taking stock of your previous experiences can help you compile the information that would help a new employee.
As for the content of the email, you should aim to be as specific as possible. Think about what makes your office different from other offices and why that is the case. What would someone need to know in order to feel like they already work in your office?
First, include the person’s start date and work hours as a brief reminder. You may also want to include the office dress code. If the new hire needs to bring anything with them, mention that, as well. This can range from outstanding paperwork to a form of ID so the person can be allowed access into the building. In addition, explain where the person may park on their first day, in case he or she is driving to work. Are there any reserved spaces that are off limits?
Then, explain what the person should do once they enter the building. Include the name of the receptionist that he or she should speak to, if applicable. Is there a certain door the person should use? If your office shares a building with other offices, be sure to mention that and explain where the new employee should go.
Finally, outline the person’s first-day schedule. This can be specific, with exact times and events laid out in a timetable format, or a more general list of things to expect throughout the day. In any case, the new hire should have an idea of what he or she will be doing and which people he or she will be meeting throughout the day. Provide names whenever possible so the person already feels acquainted with some of the other members of the office. Also, include your contact information or the contact information of someone the new employee can refer to with any questions he or she might have.
If the new hire still needs to complete any paperwork, you can attach those files to your email. You may also want to attach any relevant company literature that you want the person to read before they arrive. With all of this information included in your email, both you and the new employee will have nothing to worry about on the first day!
Still not sure what to write? Find our template for a new employee welcome letter below!
Mock Employee Welcome Email:
Subject line: Welcome!
Dear [employee’s name],
Welcome to the team! We are so excited to have you at [company name]. We know you’re going to be a valuable asset to our company and we can’t wait to start working with you.
Before you join us on [start date], we wanted to mention a few things that might be helpful on your first day. Please arrive by [time] - as a reminder, our hours are [hours]. Feel free to park anywhere in the lot behind our building. Just bring yourself, your ID, and your start paperwork. Our dress code is business casual.
You’ll check in with Susan at reception. I’ll meet you in the lobby to introduce you to the team, show you to your desk, and take you on a brief tour of the office. The IT team will help you set up your computer and your online accounts. You’ll also meet with Evan, our HR director, for your new hire orientation.
Later, I’ll introduce you to your new employee mentor, Naomi. Naomi will help you with anything you might need over the next few weeks - please feel free to ask her any questions you might have about the office and getting set up.
If you have any other questions before Monday, you can email or call me at [contact information]. Once again, we are excited to have you on the team and we hope you’re looking forward to your first day as much as we are!