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5 Things Every New Hire Welcome Email Should Include

Posted by Optimize | Jul 11, 2017 10:01:00 AM

What are the key things to include in welcome emails to new hires? It’s important to strike a balance of setting up your new employee’s expectations - so there’s no room for disappointment or confusion - whilst also making sure not to overwhelm your new hire with information overload.




Beginning a new job is tough, and there’s lots to learn. Most likely no matter how easy you make the first day, they’ll go home with a headache and the impending weight of all there is to learn BUT you can make that transition easier.

By the first week, your new team member should feel that he or she can handle the tasks he or she has assigned. It’s important to ease any person into their job slowly. Give them manageable chunks to master each week until they feel confident that they can do the job well - and improve on the way things are done.

That being said, what do you include in a first day welcome email? Here's the 5 vital elements we think you should consider.

1. A General Welcome

First, you want to send a general welcome email. You want to welcome the candidate to the team, and give them basic information.

  • Start date
  • Start time

You'll also need to decide who will meet your new team member at the door, who they'll report to, and who will give them the run down, which should include: :

  • where to sit
  • provide any desk essentials
  • get them signed in to all relevant computer programs and software
  • set up their email
  • first day tasks and training(s)
  • what time to eat
  • where to eat
  • where to make beverages
  • where to store lunch
  • who they'll meet during the day (to understand what everyone does)
  • and so forth. 

2. Mention The Dress Code

Also in that general welcome (or in another email if you wish), you’ll want to let them know about the office culture and dress code. You want to save your new team member the embarrassment of dressing business casual when it’s a suit and tie office, or wearing a suit in a jeans and t-shirt environment. Let your team member know what people wear to work so they can fit in right away. The Advisory, Conciliation and Arbitration Service (ACAS) notes that dress code policies cannot be unlawfully discriminatory against one gender or another. 

3. What to Bring

You’ll want to let your new starter know what important documents to bring on the first day. Examples of documents include:

  • A passport
  • National Insurance Number
  • Bank details (to set up payroll)
  • Copies of degrees or transcripts

Let them know anything they need to bring that they wouldn’t normally for an everyday office scenario.

4. Parking Information

Whether your office can be reached by car, train, or foot is important information that you need to let the candidate know. Most likely the candidate will have found alternative arrangements on the interview day (if you didn’t let them know about the parking options on that day). The new hire will need to know where to park, how to get there, how to walk to the office from the parking place, or if it’s onsite. Will there be parking charges? Is there a parking pass provided by the company? If so, that needs to be sent to the employee before they start so they can fill it in and send it back. If they have to pay for parking the first week, make sure they know they need to have change, and will be reimbursed later (whatever your protocol). If the office is commutable by train, provide directions from their particular train to make the first day as easy and stress-free as possible.

5. First Day Expectations

Give a run-down of the first day expectations. Is the new hire meeting with everyone in the team or the office? Does the new teammate have training to do? The new employee’s manager should most likely set some first week tasks down in a list or spreadsheet to give them guidance. That way they can feel as if they're working independently, but still know what to do. Let the new team member know too, that they can ask as many questions as needed to get them comfortable with the working day.

A quick note on tone

Whether these elements are introduced in one email, two or several, keep the tone light, friendly, and excited. You want the new hire to know that you’re excited for them to start, to make them feel like part of the team from day one!

Get all of the above and more with our FREE Incredible Email Templates Pack: 

If you need more help, we have a free email template that lets you know exactly what to say in that New Hire Welcome Letter (and more).

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Topics: HR Problems

Written by Optimize

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