What is a New Employee Welcome Email?

A new hire welcome email is a series of emails timed at regular intervals to deliver relevant and useful information to the new hires before and after onboarding them. You can use templates of emails to send to your new hires at timed intervals to have a constructive onboarding experience.

It sounds like a lot of manual work for every person you have offered. Well, it need not be a tough long process. We have 12 email templates for the entire breakdown of the onboarding process, pre and post included. You can use Onboarding software that comes with simple email automation tools, like Freshteam to put these templates once, automate, and Voila, you are done. 

Three things to be mindful about New hire welcome emails:

 

  • Time it right
  • Don’t be theoretical but personal.
  • Procure feedback as much as possible

 

Onboarding is often seen as an entry to a corporate labyrinth when ideally it should be looked at as footsteps to the excitement, motivation, and success. What makes it easier for your new hires is to break down information that you have to give to new hires into a more digestible chunk so that it is consumed right.

Importance of a New Employee Welcome Email Campaign

1. Establishes a good rapport and avoids post-offer drop-off surprises.

First off, your new hires are new to your system and it goes without saying that they would certainly be super excited to join the company. But wait? Does the excitement last until they join on their first day? Well, maybe. Maybe not. 

"Good talent is always in demand and will be contacted by multiple companies. In the worst-case, such things could signal their minds to try their luck with other companies."

Now, the pre-joining time is the most vulnerable period and the reason is that they lose contact with you after receiving an offer from you. Sometimes they just don’t hear from you at all. Good talent is always in demand and will be contacted by multiple companies. In the worst-case, such things could signal their minds to try their luck with other companies. New Employee Welcome Emails is one of the best ways to keep your candidates engaged and posted so you don’t slip out of their minds during this vulnerable period rather you cultivate a good relationship with them.

2. Negates the frustrations due to late responses

All companies, especially HR folks have tons going on and it is practical that sometimes they take a light year to respond to any queries that their new hires might have during the welcome period. To keep them excited and motivated you can keep dripping out inspiring stories about the company and useful information for the new hire in a timely fashion. Break down every information that you have to give to new hires into a more digestible chunk so that it is consumed right. These constant communications from you would make them reconsider the frustrations caused due to late responses.

Pro Tip: Having the right tool with you also helps your HR folks to reply to that long lost email with timely reminders, etc., 

3. Gets your new hires to love you even before they join

Send amazing and mind-blowing content as part of your welcome email to your new hires. The sole purpose of sending New Employee Welcome Emails is to engage your new hires and not bore them with some boring stuff. So be mindful of what you send. Do your research work on what their interests could be and where it lies. When they get the sense that they are exactly where they should be with your company, you have yourself a loyal employee who loves you before Day 1. 

What goes into a new employee welcome email campaign: Day-wise break up

Setting up a new employee welcome email campaign is a breeze if you know what key information you want to drip out and how you are going to time it. You have sent the offer. The candidate has accepted it and the D-Day ie Joining Date is also informed. Is your job done? No. You send a series of emails before and after the D-Day to ensure the best onboarding experience. But, what are these emails, what should they have? Let's dive in and find answers to all that.

"We all know onboarding just doesn’t start from day one but way earlier. Hence, this includes the set of emails that you want to send both pre and post onboarding them."

Let’s begin from 13 days before D-Day ie Day -13th to Day 60th after the employee is Onboarded. 

 

Email #1: Sent  on -13th Day: Thank you email for offer acceptance

The purpose of this mail is to thank your new hires for accepting your job offer. You might think. “Well, who even thanks candidates for accepting an offer?” But, it does add a lot of value to the whole onboarding process. It’s the baby step to helping them feel good about having chosen your company. 

You might as well make use of the same email to comb through some valuable feedback about the interview process so that you can go back to reiterate on that too. You can also the candidate/new hire to send their social media or professional profile handles which we will use in our next email. 

Template for a thank you email for offer acceptance

Subject:: Thank you and Welcome! <Name>

 

Hello <Name>,

We are very glad you accepted our offer for the post <Job Role> and look forward to seeing what you bring to the table. 

On behalf of [Company Name], I am delighted to welcome you to our organization.

Some of the best takeaways from your interview was that you are really good at <enter feedback>, <enter feedback> and we cannot wait to see how you put all those talents to grow yourself here along with the company. While we are on the topic of feedback, here are few areas our experts felt you can touch upon before your big first day, <enter feedback>, <enter feedback>. 

Also, in our next email to you, we will be introducing you to your manager, and for the same, we would like to get links to your Profiles to enable a sensible introduction, kindly share this with us as early as possible. 

Looking forward to you joining us, 

[Your name]

[Email signature and contact information]

Email #2: Sent  on -12th Day: Meet your team

The manager is responsible for announcing the role, previous experience, interests, and hobbies, and other interesting facts about the new hire so that they can introduce them to their team effectively. But before that, draft an email tagging both the manager and the candidate so that they can catch-up with each other beforehand. Also, this email shall act as a trigger to remind the manager about introducing his new hire to the team. 

What you can address in this mail (for the managers)
Template for Meet your Team Email

Subject:: Welcoming [Employee’s name] to [Company name] / [Department]

 

Hi <Manager's Name>, Ccing the New Hire. 

I am very pleased to announce that [New Hire’s name] will be joining us as a [Job title] on [Start date.]

[New Hire’s name] will work with your [department/ team]. He/She has previously worked at/in [Add information about employment background] / He/She has recently graduated from [Insert information about academic background]. Here are links to his/her profiles you can have a look at to know more about him/her. <Insert links>

Please do start a thread of your own to communicate and meet other team members, assign a buddy, etc., and make <New Hire Name> comfortable and familiar with your team. 

Best regards,

[Your name]

[Signature]

Email #3: Sent  on -10th Day: Documentation Reap 

Now imagine, what would you want to do as a new hire? You don’t want someone to ruin your first day by swamping you with a ton of paperwork. In that case, you as an HR, have to be proactive and get all the paperwork done before D-day. You can consider automating most of this portion by employing a comprehensive HR stack for onboarding that allows your candidates to e-sign, create an onboarding checklist, and do more. 

Nudge the new hires with gentle reminders in case they have not submitted their documents as they near the deadline. Get all the documents signed and submitted before day one. You can also grant access to an Employee self-service portal where the new hires can enter their important details all by themselves. This also ensures that there’s no room for human errors and saves a lot of time.

Here is an email template where you can introduce the employee to your portal, ask them to log in and finish necessary paperwork procedures as instructed in the tool. 

Template for Documentation Reap Email

Subject:: Let's finish your Paperwork - Important 

 

Hi <Name>,

As part of your journey with <Company Name>, there are certain documents to be submitted, signed, and verified to initiate your Onboarding into the company. To make things easy for our employees, we have a smart tool where you can self-service in submitting, signing, and verifying the documents necessary as mentioned in the portal. 

Please click this <link> to set up your employee account for the portal, and start right away with all the steps assigned to you. For any doubts or clarifications, please feel free to ping us. Happy Onboarding! 

Best regards,

[Your name]

[Signature]

Email #4: Sent  on -5th Day: New Employee Tips for Success by HR

Done collecting all the imperative documents? Now is the time to share some stories. As an HR, you can encourage, engage, and motivate employees with short anecdotes about some of the successful employees in your company. When new hires are seeing it for themselves, it’s going to ring a bell. In fact, they would be more than happy to learn about the footsteps that such people have taken across the timeline. Create a newsletter of sorts for each department, say Sales, HR, Marketing, Product, Leadership, etc., with each one having stories from people of that domain. Do not think this is a big job, just a one time job which you can update when something huge has to be cut down or added. Trust me, its worth it. 

Here are some tips on what you can add in the newsletter that will motivate your new hires: 

Template for New Employee Tips for Success Email
Subject:: All geared up to join us? Read stories similar to yours to pump up that energy

 

Hello <Name>,

How are you doing? Done with the documentation procedures, did you find them difficult or easy?  While you think of answers for that, here are few stories from people similar to you, in job role and passion from our company. These are stories of driven people who beat odds to grow themselves and the company. We are sure you have tons of questions and doubts lingering on your choice to join us and about your new role, we believe these stories will help. So dive in. 

< Insert Newsletter or Links or Stories>

Happy Onboarding,

[Your name]

[Signature]

Email #5: Sent on -1st Day: Culture stories

It’s quite natural for any new hire to learn about the insides of the company. This could be information pertaining to your culture, hierarchy, how teams function, social presence, etc. This is going to excite them indeed. Ruminating on that fact, perhaps, this is how word-of-mouth about your employer branding spreads!

Things you want to talk about in your culture stories segment

Template for Culture Stories Email
Subject:: All geared up to join us? Read stories similar to yours to pump up that energy

 

Hello <Name>,

Hope you are doing well. How did you like our stories on people from your domain? We hope they were helpful. Our company is highly branded for many things, one of the main reasons, our culture. As we scale, we continue to preserve the culture we had from the first by constantly reinforcing and talking about it to our employees. As our newest entry, we hope you know them too, inside and out before your D-Day to make the transition easy for you and feel one among us as soon as you join. Please read the stories on this <link> to know more about our Culture Stories. 

Happy Onboarding,

[Your name]

[Signature]

Email #6: Sent on 0th Day: What to expect on your first day

Your new hires might have a myriad of doubts as to what’s going to happen on their day one. Pry open all the ambiguities around onboarding and alleviate their first day jitters. Confused what you can include in the mail?

Things you can talk about in this mail

  • Dress code
  • Venue
  • Parking
  • Things to remember
  • Cool tips about office infrastructure
  • When should I arrive?
  • Where do I go when I arrive?
  • Do I need a buzzer or key to get into the building?
  • Is someone expecting me?
  • Whom do I call if I’m running late?
  • Is there on-site parking?
  • What should I wear?
  • What do I need with me?
  • What will my first day involve?
  • Should I bring lunch or do people eat out?
Template for What to Expect on your First Day Email
Subject:: It's here! Your D-Day is here. 

Hello <Name>,

Hope you are doing well. Are you excited to finally come into the office and start working with all us cool folks? I bet you are. Here are a few instructions and tips for you to ride the first day like a champion. 

We can't wait to have you join us at <Company Name>. We will be expecting you here on <Day and Date> Please try to get here by <Time> if you want to have some breakfast or the latest by <Time>. Your first session is at <time>. The first 3 days will go from <time> so plan your commute based on this. The onboarding program has been designed to give you the necessary information about our culture, company goals, and give you a sense of how we operate. It will help you acclimate to this new chapter with ease. You will all be meeting your buddy to help you get settled into your first day. 

First things first. Here's how you get to the office. You will receive an OTP via SMS on your mobile on the day of joining, which you can show at the main gate. Once you are in, please come enter via the <insert instructions>

Once in, the front desk will guide you to the <location>, where you can keep your bags. Your first session for the day is at <Time> and will be in the <location>. Please use the map below to navigate your way from <location and route>. 

<Insert map of your Office>

Here's a list of things that you'd need on your first day - you'll need only soft copies of everything except the photos, which you'll need physical copies as well. We'd suggest that you store all the documents you need on your personal Google Drive; you will get your work laptop on the day you join and you'll be able to access it from there.

Photo ID proof with address (Passport / Driving License / Voter ID) Academic qualification records Passport size photographs that were taken recently (5 copies) You will also need a PAN card. 

Other points to note:

  • We don't enforce a dress code at <Company Name>. We'll let you decide what you wear. We mostly wear smart casuals - but do carry a jacket/sweatshirt - the office temperature can get really cold. Also, get a bag to take your new office laptop back with you.
  • If you're coming by your own vehicle, you will have to park it at the visitor's parking on day 1. Please note that the visitor's parking is a first-come-first-serve paid service.
  • If you get stuck inside <office or location> or need any help getting there, feel free to give our front desk a call on <number>. If you have any questions, you can also reach out to me.

Looking forward to an amazing day 1 at <Company Name>

Have a happy first day,

[Your name]

[Signature]

Email #7: Sent on 1st Day: Email from the CEO

Surprise them. It isn’t really difficult. Welcome your new hires with a good morning and all the best messages. It can make their day. Especially when it’s a recorded video from your CEO himself. This video can be made to look personal when the person is viewing the message but recorded once every 6 months or so to reinforce a message on what is currently important for the company. This can also be used to reinforce that you value every employee who is joining in and make them feel special. Make this email come from an email alias of the CEO (while it's still triggered by the email automation software) to give that excitement. This can go a LONG WAY and in shaping the experience.  Make them understand that those first-day jitters are always transient and natural and that in the end, it’s all going to be fruitful. We are attaching a template here that we all got from our CEO, you can tailor it to suit the tone and value of yours. 

 

Template for CEO Mail
Subject:: Welcome to <Company Name>!

Hello <Name>,

Welcome to <Company Name>.

Excited? or Confused? or Both?. It’s not every day that you join a new company, and I am sure you are trying your best to adjust to this change. I want to make sure everything is in place for you to feel welcome and at home here, at <Company Name>. I believe you’ve gotten a glimpse of our workplace. I sincerely hope that everything around you - the people, the atmosphere, the facilities - inspires you to be happy and productive at all times.

Culture is an important entity that the team tries to nurture and maintain as we grow to new heights. I consider this to be our biggest strength and a cherished asset. This culture defines how each one of us works together for the bigger cause of our organization. We are built on passionate people who love the work they do, take ownership, and go to great lengths to get their work done.

They are whom you can call friends, and they will push you to challenge yourself and strive for balance. I hope you bring the same kind of energy and passion to work every day. Once again, I welcome you to <Company Name>.

Cheers,
<CEO's Popular Name>

Email #8: Sent on 2nd Day: How was your Day 1?

Survey them --- Ask them a bunch of thoughtful questions and understand what they liked/disliked about the onboarding and given a chance what would they want to change about it. By this, you will come across as someone who genuinely cares about how they feel and hence give them the satisfaction of voicing out their concerns without much effort. There are so many survey tools that you can use to collect and store these data over time to analyze and implement changes in your Onboarding Process. 

Template for How was your Day 1 Email
Subject:: How was Day 1 at <Company Name>?

Hello <Name>,

How was your first day at <Company Name>? Did you like it, enjoy it? Is there anything you feel we could have done better for you? Did you get clarity and answers? 

That's too many questions, too fast and in random order, isn't it? Well, let's make this simple for you. Go to this <Survey Link> and answer our simple questions to share your day 1 experiences with us. This helps us understand what works and what doesn't. Will you do that for us? 

With warm regards, 

[Your name]

[Signature]

Email #9: Sent on 3rd Day: Employee Handbook to help

After two days of introduction, they are going to get started with their work with the new team. But before that, they might have some general concerns about the following things especially in the lines of job satisfaction, payroll& benefits, leave policies, IT security, and other facilities. We are sure most organizations would cover this all in their Onboarding session, but not everyone takes notes or remembers everything they hear. Given there is so much information coming at them, your new hires would want a document to refer to whenever they can to get answers to their questions like the below. So, create an Employee Handbook document that you share with the new hires easily after the onboarding session is over. Again, does not take much work to compile this but has huge benefits. You would hardly need to update them as most of these procedures stay the same for years. 

  • What are people at the workplace like?
  • Do I have my work desk setup?
  • What should I do if I’m unhappy with any aspect of my job? Who can I reach out to?
  • When and how do I get paid?
  • What are my Flexible Benefits Plan (FBP) components?
  • What is PF and where can I view my account details?
  • Who can I reach out to if I have any queries regarding PF formalities?
  • How does holiday work?
  • What’s the process if I’m sick?
  • Can I avail of the cab service to travel to and from the office?
  • Whom should I contact if there’s a problem with my computer?
Template for Employee Handbook Email
Subject:: Here is your Handly Employee Help guide

Hello <Name>,

Now that all your sessions are over, do you remember all the important points and instructions you were told, in case you missed a few points or don't remember them now, do not worry, we have an employee handbook attached in this email with answers to all popular and infamous questions new hires have asked us before. I am sure you will find your answers there. 

<Attach Handbook> 

With warm regards, 

[Your name]

[Signature]

Email #10: Sent on 4th Day: Your first Month with <Company>

Everyone likes to know what they’d be up to at the end of 30 days when they join a new company. Tag and remind the manager about setting goals for the new hire. The manager can take it forward from there. They can sit together and chalk out job-specific goals.

 

Template for 30-day plan email
Subject:: Your goals and plan for the first month

Hey <Name>,

How are you liking the new team? We hope all’s well there. 

We’d love to channelize your energy into setting some SMART and consistent goals. It’s going to be a quick 30-day goal so that you can hit the ground running from day one. Worry not, <Manager Name> is going to help you with this and this mail is just a quick reminder for you and <Manager Name> about the same. 

You two can take it away from here.

With warm regards, 

[Your name]

[Signature]

Email #11: Sent on the 30th Day: Checking In

Your role as an HR is not over as you reach the end of the first week of onboarding rather, it is here from where it all starts. Moving forward, you can begin proving your ingenuity through frequent check-ins about how they are feeling about work so far.  Ask them the right questions in your email or maybe attach it as a survey, however you like, but do check in with them after their first 30 days. 

Template for 30-day Check-In Email
Subject:: How has your journey been so far?

Hey <Name>,

How are you? How is your new role suiting you? We hope everything is going great. 

As part of your 30-day check-in, there are a few questions we would like you to answer to better help us understand how your time so far at <Company Name> has been. So, here goes. 

  • Do you have all the resources you need to settle into your role?
  • Are you clear on what the goals are?
  • Where do you need help?
  • Do you have a clear understanding of your career path and promotion plan?
  • Do you feel welcomed by the team?
  • Do you feel like you fit in [company name] company culture?
  • Overall, are you satisfied with the onboarding process?

Kindly send your answers to these questions in an elaborate fashion and we can take it from there. Have a great day :)

With warm regards, 

[Your name]

[Signature]

Email #12: Sent on the 60th Day: Checking In #2 

This is one of the most important check-ins that you do as your new hires would have figured things out by now. They know whether or not they like the company, how much they fit into the culture, how are they transitioning into the new role and how valued they feel. Ask them all. If possible, fix a 1-1 with them and understand their pain points and sweet spots. Studies say that by the first 60 days a new hire thinks of other opportunities if they do not see a clear career path in their current company, so it is very important to have this check-in to better your employee retention rates. 

 

Template for 60-day Check-In #2 Email
Subject:: Are you happy and satisfied?

Hey <Name>,

How are you? It's been two months since you joined us. Happy two-month anniversary. I am sure you are more accustomed to your role and the team by now and have clarity on what is expected of you from the team. This is the time for you to discuss any concerns you have with the role or your team to us. We can quickly catchup this week to understand how your journey has been, please click on this <link> to book a slot with your HR partner. 

Some of the questions we want your answers for are: 

  • Do you feel like you have started contributing to your team?
  • Is your manager helping/supporting you to be successful?
  • Are you clear on your goals/responsibilities for the next 6 months?

Kindly think of your answers for these and we can meet soon to discuss them. Have a great day :)

With warm regards, 

[Your name]

[Signature]

That’s all! Your new employee welcome email templates are ready and done! The true power of a well-timed welcome email lies in understanding what type of content your candidates would like to read from you and then timing it right. And, you can nail setting up a welcome email campaign by just personalizing content for your new hires to keep them engaged, motivated, and excited about their new job. 

If you get this right, be sure no employee would leave your company anytime soon. Happy Onboarding :)

They love us, you will too