A well-crafted welcome email sets the tone for a new hire’s experience. It’s a simple yet powerful way to make someone feel recognized, connected, and excited from the very start.
The welcome email should come from the new hire’s manager and go to the appropriate team or company-wide list. Its purpose is twofold:
Skip the generic “Please welcome…” formula. Instead, take time to write something meaningful. Highlight the person’s background, accomplishments, and passions—inside and outside of work.
Some questions to guide your writing:
This kind of detail makes the message stick and shows the new hire that they’re seen as more than just a resume.
Along with introducing the new hire, it’s helpful to provide a brief overview of the company—especially if they’re joining remotely or from a cross-functional team.
A short paragraph works well:
We're a product-led company dedicated to helping teams work more effectively together. We’re about 150 people globally, with hubs in New York, London, and Singapore, and a strong remote culture. We care a lot about transparency, collaboration, and shipping fast without burning out.
Don’t assume the new hire knows all the inside context. A little framing goes a long way in helping them feel grounded and confident.
Let them know they have someone to reach out to you.
If you ever have questions—big or small—please don't hesitate to reach out to me directly. Whether it’s where to find something, who to ask, or how to get unstuck, I’m here to help.
You can also call out others who will be part of their onboarding (IT, HR, a buddy, or their team lead) so they know who’s in their corner.
Give them a clear picture of what to expect on their first day. Here’s a quick checklist you can include in the welcome email or link to in your onboarding docs:
First-Day Essentials:
You can also include links to internal tools like:
Every email is an opportunity to show your company’s character. Don’t default to stiff or corporate language if that’s not who you are. Whether you’re playful, mission-driven, geeky, or people-first—let that come through.
Authenticity builds trust from the start.
You want the team to respond and say hi—but you don’t need 100 reply-alls.Use BCC to avoid inbox chaos while still encouraging individual replies or DMs. People can still connect, but the thread stays clean.
Include links to the new hire’s LinkedIn, GitHub, or Twitter if they’re open to it. This lets teammates follow and connect quickly.
Pro tip: Some companies now automate personalized LinkedIn requests as part of the onboarding flow. Timed to go out in the first week, these nudges help new hires feel supported and networked from the start.
Welcome emails are just the start. Sustained connection matters more. Keep momentum going with check-ins, team shoutouts, and recognition of birthdays, milestones, or personal wins.
Building a truly inclusive and welcoming culture takes more than a warm intro—it takes consistency and care over time.
