Let's face it, nailing that first impression with a new hire is crucial. That's where crafting the perfect welcome to the team email templates comes into play. This is about helping to integrate that new employee into your team as smoothly as possible.
Once the candidate nails the interview, follows up to thank you, and successfully negotiates their salary offer, it's time to officially bring them onboard.
You might think onboarding isn't really that important, and that it's more about making sure people have the passwords and equipment they need to perform their role. But the truth is that onboarding is your first impression, and 69% of employees are more likely to stay with a company for three years if they experienced great onboarding. And that onboarding experience all starts with an e-mail!
In this article, you'll learn all about how to write the perfect welcome to the team email. You'll learn what to include and what to avoid at all costs. You'll also learn a few tips to help your new team member hit the ground running and eager to contribute.
What Should The Right Welcome to the Team Email Say?
Welcome emails are a crucial part of integrating new employees into your team, especially in customer support, sales, remote work environments, tech sectors, and office jobs. Crafting an effective welcome email is more than just a formality; it sets the tone for an employee's experience with your company. Here’s how you can make sure yours hits all the right notes.
Something along the lines of "We're really glad to have you part of our team" can go a long way to making a new team member feel welcome and appreciated right off the bat.
Convey Warmth and Enthusiasm
The primary goal of a welcome email is to make new hires feel genuinely excited about joining your team. Use positive language that conveys warmth and enthusiasm. A simple "We’re thrilled to have you on board!" goes a long way in making someone feel valued from day one.
Introduce Them to Your Culture
Your welcome email should also give newcomers insight into your company culture. This might include links to any relevant documents or pages on your website that discuss company values or traditions.
Personalize the Email
Sure, you can use a template to welcome your new hire to the team, but personalize this and the onboarding experience as much as possible. Ideally, you'll know enough about your new hire at this time to make this transition clear and seamless.
Organizations can no longer ignore the needs of onboarding at all levels. By identifying target populations, creating semi-customized journeys, and enlisting stakeholder support, they dramatically speed up the integration and acclimation process and set new employees up for greater success.
-Rose Hollister, Leadership Consultant
Encourage Them To Start Contributing Right Away
There's always a tentative period when someone starts with a new company, right? To avoid this awkwardness, encourage your new team member to contribute right away. This will help them feel more welcomed and validated - which will also help everyone be able to mesh together sooner.
Provide Essential Information Clearly
New employees are often inundated with information during their first few days. Make their transition smoother by including essential details such as:
- Login credentials for necessary tools or platforms,
- Contact information for their mentor or go-to colleague,
- A brief overview of their first week’s schedule,
- Any upcoming team meetings they should attend.
Try not to overload someone or their schedule on their very first day, but you can use the welcome e-mail to set some expectations.
One common mistake is offering a perfunctory experience that consists of a day of orientation and a packet explaining benefits. What is less recognized — but equally destructive and prevalent — is that some companies “over-onboard” their employees. In my work as a learning design consultant, I hear stories of managers who, on their new hires’ first days, read through every single page of the employee manual with them and expect them to get up to speed with Slack, email, Box, and all the other platforms all at once. Or managers who take employees on a “quick tour” of a manufacturing plant and then point out all the different features in rapid succession.
-Julia Phelan
When Do You Send Your Welcome to the Team Email?
The ideal moment is right after they've accepted the job offer—this way, they start feeling part of the team before officially starting. It signals that you're organized and eager about having them aboard which significantly influences their initial perception and eagerness to begin working.
Choosing this moment skillfully not only kindles enthusiasm but also alleviates the nerves associated with embarking on a novel endeavor. A well-timed email assures them that they made the right decision joining your team and boosts confidence as they prepare for their first day.
8 Welcome To The Team Email Templates
Creating a warm and informative welcome email is crucial for integrating new team members smoothly into your organization. Here are eight welcome email samples tailored for different situations, each designed to make the new team member feel valued and prepared for their new role.
Note: When you have to write emails like this (or any emails), use the free Magical Chrome extension. With Magical you can store your templates and all them up with one click. Magical even instantly personalizes your emails with detail like your recipient's name. Check it out:
1. Welcome to the Corporate Team
Subject: Welcome to the [Company Name] Family, [Employee Name],
Dear [Employee Name],
I am thrilled to welcome you to the [Company Name] team as our new [Position Title]! Your experience and talents will be a great addition to our team, and we look forward to seeing your contributions.
You will find your workstation ready on [Start Date], and your team leader, [Team Leader's Name], will meet you at [Location/Time] to start your onboarding process. Your first week will include a series of orientation sessions to familiarize you with our operations and culture.
Please feel free to reach out to me or [HR Contact Name] at [HR Contact Email] if you have any questions before your start date.
Welcome aboard!
Warm regards,
[Your Name]
[Your Position]
[Company Name]
Dear [Employee Name],
I am thrilled to welcome you to the [Company Name] team as our new [Position Title]! Your experience and talents will be a great addition to our team, and we look forward to seeing your contributions.
You will find your workstation ready on [Start Date], and your team leader, [Team Leader's Name], will meet you at [Location/Time] to start your onboarding process. Your first week will include a series of orientation sessions to familiarize you with our operations and culture.
Please feel free to reach out to me or [HR Contact Name] at [HR Contact Email] if you have any questions before your start date.
Welcome aboard!
Warm regards,
[Your Name]
[Your Position]
[Company Name]
2. Remote Team Member Welcome
Subject: Excited to Have You Join Us Virtually, [Employee Name],
Hello [Employee Name],
A big virtual welcome to you from all of us at [Company Name]! We are so excited to have you on board as our new [Position Title], bringing your skills and passion to our remote team.
Before your start date on [Start Date], we will ship your work equipment and provide the necessary access to our online platforms. Your direct supervisor, [Supervisor's Name], will arrange a virtual meet-and-greet with the team on your first day.
Should you have any questions or need further assistance, please don't hesitate to contact [IT/HR Contact Name] at [Contact Email].
Welcome to the team, [Employee Name]! We can't wait to achieve great things together.
Best,
[Your Name]
[Your Position]
[Company Name]
Hello [Employee Name],
A big virtual welcome to you from all of us at [Company Name]! We are so excited to have you on board as our new [Position Title], bringing your skills and passion to our remote team.
Before your start date on [Start Date], we will ship your work equipment and provide the necessary access to our online platforms. Your direct supervisor, [Supervisor's Name], will arrange a virtual meet-and-greet with the team on your first day.
Should you have any questions or need further assistance, please don't hesitate to contact [IT/HR Contact Name] at [Contact Email].
Welcome to the team, [Employee Name]! We can't wait to achieve great things together.
Best,
[Your Name]
[Your Position]
[Company Name]
3. Welcome to the Internship Program
Subject: Welcome Aboard, [Intern's Name],
Dear [Intern's Name],
Congratulations and welcome to the [Company Name]'s Internship Program! As a [Department] intern, you are about to embark on an exciting journey of learning and professional growth.
Your internship starts on [Start Date], and on your first day, you will be greeted by [Supervisor's Name], who will be your mentor throughout this journey. We've planned an orientation session to get you settled in and introduce you to the team.
Should you have any queries or require any pre-arrival information, feel free to email me directly.
Welcome to the team, and we look forward to supporting you in this exciting new phase!
Warmly,
[Your Name]
[Your Position]
[Company Name]
Dear [Intern's Name],
Congratulations and welcome to the [Company Name]'s Internship Program! As a [Department] intern, you are about to embark on an exciting journey of learning and professional growth.
Your internship starts on [Start Date], and on your first day, you will be greeted by [Supervisor's Name], who will be your mentor throughout this journey. We've planned an orientation session to get you settled in and introduce you to the team.
Should you have any queries or require any pre-arrival information, feel free to email me directly.
Welcome to the team, and we look forward to supporting you in this exciting new phase!
Warmly,
[Your Name]
[Your Position]
[Company Name]
4. Welcome to the Sales Team
Subject: Welcome to the [Company Name] Sales Force, [Employee Name]
Hi [Employee Name],
Welcome to the [Company Name] Sales Team! Your expertise and enthusiasm for sales are exactly what we need to reach our ambitious goals. We're all looking forward to working with you and hitting those targets together.
Your first day will be on [Start Date], starting with a welcome meeting with our Sales Manager, [Manager's Name], followed by an introduction to the sales strategies and tools we use.
If you have any questions before then or need any help settling in, please don't hesitate to get in touch with [HR Contact Name] at [Contact Email].
Here's to great success and a fantastic start at [Company Name]!
Cheers,
[Your Name]
[Your Position]
[Company Name]
Hi [Employee Name],
Welcome to the [Company Name] Sales Team! Your expertise and enthusiasm for sales are exactly what we need to reach our ambitious goals. We're all looking forward to working with you and hitting those targets together.
Your first day will be on [Start Date], starting with a welcome meeting with our Sales Manager, [Manager's Name], followed by an introduction to the sales strategies and tools we use.
If you have any questions before then or need any help settling in, please don't hesitate to get in touch with [HR Contact Name] at [Contact Email].
Here's to great success and a fantastic start at [Company Name]!
Cheers,
[Your Name]
[Your Position]
[Company Name]
5. Welcome to the Customer Support Team
Subject: A Warm Welcome to [Employee Name], Our Newest Customer Support Star
Hello [Employee Name],
I'm delighted to welcome you to the [Company Name] Customer Support Team. Your passion for customer service and problem-solving skills will be instrumental in delivering the exceptional service our customers expect.
On [Start Date], you will be introduced to the team and our customer support tools during an orientation session led by [Supervisor's Name]. This will set you up for a smooth start in making a positive impact on our customer satisfaction.
Should you need any assistance before your start date, feel free to reach out to [HR Contact Name] at [HR Contact Email].
Welcome to the team, [Employee Name]! We're thrilled to have you with us.
Best wishes,
[Your Name]
[Your Position]
[Company Name]
Hello [Employee Name],
I'm delighted to welcome you to the [Company Name] Customer Support Team. Your passion for customer service and problem-solving skills will be instrumental in delivering the exceptional service our customers expect.
On [Start Date], you will be introduced to the team and our customer support tools during an orientation session led by [Supervisor's Name]. This will set you up for a smooth start in making a positive impact on our customer satisfaction.
Should you need any assistance before your start date, feel free to reach out to [HR Contact Name] at [HR Contact Email].
Welcome to the team, [Employee Name]! We're thrilled to have you with us.
Best wishes,
[Your Name]
[Your Position]
[Company Name]
6. Welcome to the Engineering Team
Subject: Welcome to the Engineering Team, [Employee Name]
Dear [Employee Name],
It's with great pleasure that we welcome you to the Engineering Team at [Company Name] as a [Position Title]. Your skills and expertise will play a crucial role in driving our innovative projects forward.
Your journey with us begins on [Start Date], starting with a comprehensive orientation about our current projects and technologies. [Supervisor's Name] will be your guide and mentor, helping you integrate seamlessly into our dynamic team.
Feel free to contact [HR Contact Name] at [HR Contact Email] if you have any questions or need any information before your start date.
Welcome aboard, [Employee Name]! We can't wait to start working together on groundbreaking projects.
Kind regards,
[Your Name]
[Your Position]
[Company Name]
Dear [Employee Name],
It's with great pleasure that we welcome you to the Engineering Team at [Company Name] as a [Position Title]. Your skills and expertise will play a crucial role in driving our innovative projects forward.
Your journey with us begins on [Start Date], starting with a comprehensive orientation about our current projects and technologies. [Supervisor's Name] will be your guide and mentor, helping you integrate seamlessly into our dynamic team.
Feel free to contact [HR Contact Name] at [HR Contact Email] if you have any questions or need any information before your start date.
Welcome aboard, [Employee Name]! We can't wait to start working together on groundbreaking projects.
Kind regards,
[Your Name]
[Your Position]
[Company Name]
7. Welcome to the Marketing Team
Subject: Get Ready to Make Waves, [Employee Name] - Welcome to Marketing!
Hey [Employee Name],
Welcome to the [Company Name] Marketing Team! Your creativity and strategic thinking are just what we need to elevate our brand and connect with our audience on a deeper level.
Your adventure starts on [Start Date]. We'll kick things off with a meet-and-greet with the team, led by [Team Leader's Name], who will also walk you through our ongoing campaigns and how you can make your mark.
For any questions or to get a head start on the tools we use, reach out to [HR/Team Contact Name] at [Contact Email].
We're excited to have you on board and can't wait to see your ideas in action!
Cheers,
[Your Name]
[Your Position]
[Company Name]
Hey [Employee Name],
Welcome to the [Company Name] Marketing Team! Your creativity and strategic thinking are just what we need to elevate our brand and connect with our audience on a deeper level.
Your adventure starts on [Start Date]. We'll kick things off with a meet-and-greet with the team, led by [Team Leader's Name], who will also walk you through our ongoing campaigns and how you can make your mark.
For any questions or to get a head start on the tools we use, reach out to [HR/Team Contact Name] at [Contact Email].
We're excited to have you on board and can't wait to see your ideas in action!
Cheers,
[Your Name]
[Your Position]
[Company Name]
8. Welcome Back to the Team
Subject: Welcome Back to the Team, [Employee Name]!
Dear [Employee Name],
It's a pleasure to welcome you back to the [Company Name] team in your new role as [Position Title]! Your previous contributions have left a lasting impact, and we're thrilled to have you rejoin us with new insights and experiences.
Your re-onboarding will begin on [Start Date], including a refresher on any updates or changes since you were last with us. [Supervisor's Name] will be there to assist you in settling back in and catching up on current projects.
If there's anything specific you'd like to discuss or need before your start date, please feel free to contact [HR Contact Name] at [HR Contact Email].
Welcome back, [Employee Name]! Here's to new achievements and great success in your new role.
Warm regards,
[Your Name]
[Your Position]
[Company Name]
Dear [Employee Name],
It's a pleasure to welcome you back to the [Company Name] team in your new role as [Position Title]! Your previous contributions have left a lasting impact, and we're thrilled to have you rejoin us with new insights and experiences.
Your re-onboarding will begin on [Start Date], including a refresher on any updates or changes since you were last with us. [Supervisor's Name] will be there to assist you in settling back in and catching up on current projects.
If there's anything specific you'd like to discuss or need before your start date, please feel free to contact [HR Contact Name] at [HR Contact Email].
Welcome back, [Employee Name]! Here's to new achievements and great success in your new role.
Warm regards,
[Your Name]
[Your Position]
[Company Name]
Conclusion
Making that first impression count is key. Crafting the perfect welcome to the team email does just that. It’s about timing, personalization, and setting a positive tone right from the start.
Remember to use Magical for saving these templates or create templates of your own. Magical is used by 650,000 people (and counting) to save 7 hours a week. Try it yourself!
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