Picture this: After weeks of running from pillar to post, you finally get front-row tickets to a live concert by your favorite singer. Your joy already knows no bounds, when you find out you also get to chat with them backstage for five minutes!!!
You’re beyond excited. The day comes and you’re taken up to your idol, who’s on a phone call. You wait for a minute, wondering if you should interrupt. You end up waiting for almost the entire five minutes, at the end of which, they disconnect the call, shake hands with you, and walk away before you even get a chance to say, “How do you do?”
I am guessing you’ll end up at least disappointed and disillusioned, if not entirely heartbroken.
This is exactly how a new employee can feel when they join your company and do not receive a warm welcome. Their admiration and respect for your company can take a massive hit. And their excitement can fade away, for good.
Since we don’t want that to happen, here’s a primer on how to welcome a new employee to the company.
We’ll take you through the different ways that companies can create effective and engaging welcome messages for new employees—from the essential elements to include in a message to creative and unique ideas for making a new hire feel valued and supported.
3 best practices and top tips for welcoming new employees to the company
If you’re asking yourself what the best way to welcome a new colleague is, here are three tips we’ve culled out from our employee onboarding playbook at OSlash. They’ve helped us come a long way while avoiding the hitches and glitches that often accompany the process.
1. Setting clear expectations
Setting new employees up for success starts with clearly outlining their roles and responsibilities. This helps ensure that they understand what is expected of them, and can hit the ground running on their first day. At OSlash, this has resulted in some of our engineers pushing their first PR to production as early as on Day 2 of joining!
2. Facilitating a smooth induction
Investing in onboarding activities and resources is a great way to help new employees acclimate to the company and team. Onboarding checklists can take the load off the employee as well as the HR department by standardizing the steps to be followed. In addition, providing mentorship or pairing new employees with experienced team members and ensuring they have access to the tools and training they need also has a positive impact on new employees’ engagement and productivity levels.
3. Building real connections
Fostering a sense of community is important to retain new hires and align them with the company’s mission. Team-building activities that help new employees get to know their colleagues, such as a team lunch or after-work get-togethers are a big hit with many companies, as are periodic company offsites.
Helping new employees build connections with their coworkers and other members of the organization can make them feel more comfortable, create a feeling of belongingness, and gather the support they need to make the transition seamless.
Now that we’ve got the basics out of the way, let’s double down on some of the more nuanced stuff.
What to say to welcome a new employee to the team?
Welcoming a new employee to the team is not as hard as you might think.
Your welcome message can be an email, a Slack message, a quick wish on the company WhatsApp group, a short and sweet LinkedIn update, or even a handwritten note that awaits the new employee at their desk on their first day.
All it needs to do is convey your happiness and excitement at having them join your team, mention the qualities of theirs that make them a great hire, describe the kind of colleagues and culture they can expect to work with, and wish them success with their new role and responsibilities.
You can also express your willingness to help them out with anything in the first few days and remind them that they should not hesitate to reach out in case of questions.
Simple, right? Below is a quick checklist to help you craft the perfect welcome message or email for the new hires in your organization.
What should be included in a new employee welcome message?
These are the five essential ingredients of a new employee welcome message:
- A warm welcome. It’s always a great idea to begin the welcome message by expressing excitement and enthusiasm for the new employee joining the team. For example, "We're thrilled to have you on board and can't wait for you to get started!"
- A quick introduction to the team. Provide a brief introduction to the new employee's colleagues, including their names and roles within the company. For example, "You'll be working closely with Alec in Marketing and Sarah in Sales."
- A word on the company’s culture. Give the new employee a sense of the company's values, mission, and overall atmosphere. For example, "At [company name] we take pride in bringing our quirks to work."
- A summary of what to expect. Outline the new employee's job responsibilities, any relevant upcoming projects or events, and any important policies they should be aware of. For example, "You'll be responsible for managing our social media accounts and will be attending our weekly team meetings every Monday."
- An invitation to reach out. Encourage the new employee to reach out with any questions or concerns they may have as they transition into their new role. For example, "Please don't hesitate to reach out to me or any of your colleagues if you need any help getting settled in."
Research shows that organizations with a strong onboarding process improve new hire retention by 82% and productivity by over 70%. Further, 77% of employees who had a formal onboarding process successfully hit their first performance goals.
The right welcome message can set the ball rolling for your onboarding process, which is the key to setting both the company and the candidate up for success.
21 top templates to welcome new employees via emails and messages
By now, you should (nearly) be a virtuoso at crafting delightful welcome messages for new employees. But even the best wordsmiths may sometimes struggle with a serious case of writers’ block.
These 21 new employee message templates will help you extend the warmest welcome to your team members without endlessly exerting your mind.
5 best email templates to welcome new employees aboard
Use these five templates to welcome new employees via email.
1. The classic, formal welcome on board email
Subject: Welcome to [Company Name] - [Employee Name]
Dear [Employee Name],
On behalf of the entire team at [Company Name], I would like to extend a warm welcome to you as we embark on this journey together. We are delighted to have you join our team.
Your first day will be on [Date] and your start time is [Time].
You will be reporting to [Manager's Name], who will be your primary point of contact.
We will provide you with a laptop and activate your email address and other access credentials on your first day itself. We will also arrange an office tour so that you can get to know the various departments and colleagues right away.
To make your first few weeks with us as smooth as possible, we’ve compiled a handy list of resources, including company policies, procedures, and benefits, that you can refer to at o/onboarding.
We understand that starting a new job can be overwhelming, but please know that we are here to support you and help you feel comfortable in your new role.
If you have any questions or concerns, please do not hesitate to reach out to [Manager's Name] or me.
Once again, welcome to [Company Name]. We look forward to working with you.
Pro tip: You can use a link management tool such as OSlash to replace long, confusing URLs of your onboarding documents with handy shortcuts like o/benefits, o/sop, o/attendance, o/org-chart etc. You can also combine these shortcuts into a folder or collection called o/onboarding. This can significantly improve the onboarding experience for the new employee as they don’t have to waste time searching and trying to remember where which onboarding document was located.
2. The warm and considerate welcome email
Subject: Welcome to the team, [Employee Name]!
Hey [Employee Name],
Huge congratulations on landing the position! You did an incredible job during the interview process. We’re sure your skills, experience and unique perspective will add tons of value to our team.
We understand it can be overwhelming to start a new job. To make the transition seamless, we've put together some essential resources in a quick onboarding guide.
It will walk you through the important company policies and procedures, so make sure you get familiar with it as soon as possible. We’ll also host a brief orientation for you on your first day to help you settle in comfortably. In the meantime, don't hesitate to reach out to me or any of your colleagues if you need any help or have any questions. We're all here for you
Once again, welcome to the team, [Employee Name]! We're excited to have you on board and can't wait to see what you'll bring to the table.
Good luck and let's make some magic happen!
PS: A fun surprise awaits you on your first day. (We, for one, can’t keep calm!) 😀
3. The peer group welcome email
Subject: A warm welcome (and warm hugs) from all of us, [Employee Name]
Hey [Employee Name],
Woohoo, we did it! We finally found the missing puzzle piece, and it's you! We're so excited to have you join our team as [role] and we know you're going to kill it.
We all want to take a moment to congratulate you on landing the position.
Your [personality trait 1], [personality trait 2], and [personality trait 3], your [skill 1], [skill 2], and [skill 3] are exactly what we were looking for and we're confident you'll help us scale new heights.
Your first day happens to be a Friday which is when we usually host a TGIF (a fun, informal catch-up). We’ve planned a host of fun activities (read: quizzes, ice-breakers, and more) for you to get to know the team and settle in.
If you can’t wait for that long, we've got good news. You can join our Watercooler channel on Slack right away where conversations, jokes, and hilarious memes never stop. Brownie points if you send us cool GIFs by the dozens ;)
Once again, a big welcome (and big virtual hugs) from all of us. We can’t wait to work with you!
[Names of all team members]
4. The remote employee welcome email
Subject: A virtual welcome to the team, [Employee Name]
Hey [Employee Name],
Welcome aboard! I am thrilled to have you join our team and so are the rest of your colleagues.
Since we are fully remote, we all want to extend a warm welcome to you over a Zoom call before we start working together, officially. Please let me know if [date 1] [time 1] or [date 2] [time 2] works for you?
Further, here is a quick list of resources that can help you bridge the distance and integrate more smoothly into the team.
* o/directory [Link to org chart and bios of team members]
* o/policies [Link to company policies]
* o/first-week [Link to first week plan]
* o/ employee-handbook [Link to employee handbook]
* o/website & o/help[Link to company website and help center]
I’ve already sent you your login credentials for all the tools we use, on your personal email address.
We know that working remotely can be different from working in an office, but we're confident that you're the perfect person for the job and we're excited to work together to make it a success.
Welcome, once again! Don’t hesitate to ping or email me anytime in case you face any issues at all. I am always here to help.
P.S. We’ve also put together a special welcome package for you which will arrive at your address shortly. We sincerely hope you’ll enjoy it!
5. The super cheery welcome email
Sub: Welcome to the [Company Name] fam!
Dear [Employee Name],
Welcome to the [Company Name] fam! We're beyond thrilled to have you on our team. Your knack for solving problems is exactly what we've been looking for in a [role] and we can't wait to see all the amazing things you'll do here.
We hope you're just as excited as we are for your first day on [date]. [Human resources representative/team contact] is going to be your tour guide and they can't wait to show you around and introduce you to the rest of the gang. They’ll meet you at the reception of our main office at [address] at [time].
We’ll give you everything you need to get started. All you have to do is bring your ID and your enthusiasm 😀
Lunch for your first day is on the house. Everyone is excited to hear all about your exotic travels!
Now, we want to make sure you feel comfortable and supported, so if you have any questions or concerns, don't hesitate to reach out to me at [email address]. We're all in this together and we want to make sure you have the best experience possible.
Once again, welcome to the team!
You are, of course, always welcome (get it?) to customize these emails further. Sometimes, however, sending an email may not be necessary, especially if you’re not directly involved in the onboarding process.
In such cases, the following welcome message templates may be useful.
16 quick new employee welcome message templates
Choose from these 16 handy templates to hit the bull’s eye with a welcome message for your new colleagues on Slack, Outlook, or other communication tools your company may be using.
Congratulations, [Employee Name]! I’m so glad you’ve chosen to come work at [Company Name]. I’m excited to learn more about you and work with you.
Congratulations! You’re going to be an amazing addition to this team. Wish you a great first day.
Hey [Employee Name]! I couldn’t be more excited to have you join our team. Feel free to hit me up if you have any questions at all. Welcome to [Company Name], once again!
I’m super stoked to welcome you to our team! You couldn’t have joined us at a better time. We’ve exciting projects lined up and I’m sure that you will make the most of it. Looking forward to growing with you.
Congrats on your new role, [Employee Name]. You’re joining a bunch of smart, skilled, and talented people who are delighted to have you on board and achieve new milestones with you.
Welcome aboard [employee name]! We're all thrilled to have you as a part of our team. You truly impressed us during the interview process with your enthusiasm, initiative, and innovative ideas.
Welcome to the team, [Employee Name]. We’re all a bunch of data nerds too and think you’ll fit right in. Looking forward to crushing those spreadsheets with you!
Welcome aboard, [Employee Name]! I’m excited to have you join our team. I believe that your skills and experience will be a valuable asset to our team. Can’t wait to work with you.
Glad to have you on board, [Employee Name]! Let's make great things happen. If you have any questions or concerns, please don't hesitate to reach out to me or any of your colleagues.
Welcome to the team, [Employee Name]! I’m happy to have you with us. You’re in great company here. And we’re all looking forward to working with you.
Happy first day, [Employee Name]. I hope you’re having an amazing one. I'll be happy to show you around the office and answer any questions you may have as you get started.
Hey [Employee Name]. So cool to know that you’re a fellow [Messi] fan! I’m sure we’ll have a lot to talk about while working together. Have a great first day!
Welcome aboard, [Employee Name]! I am excited to have you join our team and can't wait to see the great work that you'll be doing. Let me know if there's anything I can do to help you.
Welcome to the team, [Employee Name]! I can’t wait to work with you and learn from you. Looking forward to getting to know you better at the team lunch this Friday!
Excited to have you on board, [Employee Name]! You’ve already impressed the team with all your brilliant ideas and we all can’t wait to work on them together with you. Cheers!
Welcome to the team, [Employee Name]! I’m happy to have you with us. Your role is critical to our success, and I’m confident you'll excel in it. Here’s to achieving our goals together.
These templates are guaranteed to make the tough job of breaking the ice with your new colleague fairly easy. If sending welcome messages isn’t your cup of tea, though, there are many other ways to make new employees feel welcome.
Wrapping up: How to make a new employee feel truly welcome?
Here are some creative ways to make a new employee feel welcome:
- Giving them a personalized welcome gift. This could be something as simple as a desktop calendar or a gift card to a local coffee shop, but it's a small gesture that shows you're excited to have them on board.
- Assigning them a mentor or buddy. Pairing the new employee with a mentor or buddy can help them navigate the company culture and get up to speed more quickly. 87 percent of organizations that assign a mentor or a buddy during the onboarding process say that it's an effective way to speed up new hire proficiency.
- Planning an office-wide welcome event. In-office teams can hold a small reception or party to officially welcome the new employee to the team. This will give them an opportunity to meet everyone in the office and feel included.
- Encouraging them to customize their work-space. Allowing the new employee to decorate their work space with personal items, pictures or plants can help them ease in and feel more at home.
- Showing them around the neighborhood. If the office is located in a neighborhood with lots of amenities, you can accompany the new employee on a tour to show them where the best places to eat, shop, and relax are.
Making a new employee feel welcome is like making a guest feel at home. It's important to ensure they have everything they need and feel comfortable in their new environment. It's crucial because it helps the new employee feel valued, and it allows them to focus on their work instead of feeling anxious or uncertain. A smooth transition period will also boost their productivity and engagement.
Lastly, you can use specialized tools, including OSlash to make the process of welcoming a new employee hassle-free—be it for sending out personalized emails faster using text expansion or for creating handy, memorable shortcuts to all the workplace information they need to start on a great note!