5 Welcome Email Templates to Say Hello to New Employees

No matter your industry, a welcome email can say a lot to a new employee about you and your business.

Think of a welcome email to your new employee as your chance to say hello, introduce yourself, and tell them everything they need to know before day one on the job. 

But, of course, writing new employee emails isn’t always that simple.

Overdo it, and your new hire may be overwhelmed. Slice things too thin, and they may not feel prepared to start.

To help you craft the perfect welcome email to your latest and greatest employees, we gathered a list of the best welcome email subject lines and templates.

With these tips, you’ll have the perfect new employee welcome email in no time!

• What to Include in a “Welcome to the Team” Email
• New Employee Welcome Email Subject Lines
• Welcome Email Examples & Templates
• Welcome Cards to New Employees
• Bonus: How to Respond to a New Employee Welcome Email

New Employee Welcome Email Subject Lines and Templates

Starting a new job comes with both excitement and nerves, so you want your new employee to feel as prepared and welcome as possible.

Let’s take a look at what info you need to include in their onboarding email, as well as some good examples to inspire your writing.

What to Include in a New Employee Welcome Email

First things first. Here are the essentials for a “welcome to the team” email:

• Reminder of start date and time
• Day 1 schedule
• Their regular work schedule (hold the vacation and holiday hours for a separate email)
• Business address
• Any special parking instructions
• Items to bring for the first day
• Your contact information

If you have other employees already working for you, be sure to let them know about the new hire, their start date, and as much of a bio as you can.

This will go a long way in helping a new employee feel like part of the team!

Best New Employee Welcome Email Subject Lines

When drafting your own subject lines for an onboarding email, try to keep things as specific as possible. Make it clear what the email is about, while being both descriptive and engaging.

With that in mind, here’s a list of our favorite welcome email subject lines to help inspire your own:

• Welcome to the [business name] family!
• Welcome to [business name]! We. Are. So. Excited.
• Here’s to a new career at [business name]
• Here’s to your future at [business name]
• Congrats on the new gig!
• Hello from everyone at [business name]
• Your first day at [business name] is almost here!
• Happy start day from [business name]
• Can you hear us cheering from here?! See you on [new hire start date]!
• Is it [new hire start date] yet?!

Extra credit: Want to make sure your email subject line is the best it can be? Try CoSchedule’s free email subject line tester to make sure you’re getting the most out of your subject line!

Free Welcome Email Templates for New Employees

Whether you want a fun, casual tone for your email, or you want to stick to the professional route, we have you covered. And of course, be sure to edit these templates for your unique business and make them your own!

Casual Example #1

Subject line: Welcome aboard, [new employee name]!

Hi [new employee name]!

Welcome to the team! We’re thrilled to have you here at [business name]. We know you’re going to be a valuable asset to our company, and we’re excited to see what you accomplish.

Just a reminder, your first day is [date]. All you need to bring is yourself and a form of ID for your I-9. Our dress code is casual, so wear something you’re comfortable in! As I mentioned before, we offer flexible work hours anytime between 7 a.m. and 7 p.m. For your first day, though, please arrive by 9:30 a.m., and feel free to park in any unmarked spot in the parking lot.

Check in with the front desk to get your security badge. I’ll meet you in the lobby to introduce you to the team, show you to your workstation, and take you on a quick office tour. (And help you with your first training task: learning how to use our fancy espresso machine!)

From 10 a.m. to noon, you’ll meet with our HR director for new hire orientation. And because I’m sure you’ll work up an appetite signing all that paperwork, we’ve scheduled a team lunch afterward. (Which reminds me — do you prefer Mexican or Thai food?)

At 1:30 p.m., I’ll introduce you to your new mentor,who will be your go-to person over the next couple weeks. They’ll help you with lots of crucial things, like how to log into the time tracking software, how to book conference rooms, and where to find the neon post-its. Once you’re properly set up, we’ll get you started on our training modules.

If you have any questions before Monday, feel free to email me or call me at [direct line number].

Once again, we’re excited to have you on the team and hope you’re looking forward to your first day as much as we are.

Welcome aboard!

Casual Example #2

Subject line: Here’s to your future at [business name]

Hi there [name of new hire],

We’re excited to welcome you to the team! We think you’ll be a great asset to [company name] and want to make sure you get settled in as smoothly as possible.

As we discussed, your first day will be [date]. Please arrive by [time] and wear whatever’s comfortable, as we’re business casual.

When you arrive, please check in with [name of receptionist or first contact] to get your security badge. I’ll meet you at [the lobby, elevator, etc.] and show you to your desk. I’ll show you where everything is and introduce you to your new coworkers.

We’ll take it easy on the first day, get you all set up, and then take a team lunch. Please let me know if you have any dietary restrictions. After that, you’ll get a chance to meet with [managers, HR manager, etc.].

Feel free to contact me at [number, email address, etc.] if you have any questions before you start. We’re thrilled to have you join us!

Welcome!

[Name]

Casual Example #3

Subject line: Congrats on the new gig!

Hello, and welcome to [business name]!

We are so excited to have you join our team. I hope you’re looking forward to starting this new position and meeting your new coworkers. We have you scheduled to start on [insert start date]. We will expect you at [insert appropriate time] at [insert appropriate address]. 

You’re welcome to park in any open spaces on your first day. We will assign you your own space as soon as possible.

We put together a schedule for your first day to help you settle in quickly. First, we’ll make a stop at the coffee bar for a drink or snack and to introduce you to the area. Then, we’ll do a quick tour of the building. 

Here’s a list of what you should bring on your first day:

• Your ID
• A copy of your employment contract (signed)
• Your Social Security card

Once that’s finished, we’ll have a brief meeting to familiarize you with our policies, company culture, and vision. 

Our employee dress code is [insert appropriate style].

If you have any questions at all, please don’t hesitate to ask. Any questions about company policy can be directed to me at [insert your email address] or by phone at [insert your phone number]. Any inquiries related to your job responsibilities can be answered by your manager at [manager email] or [manager phone number].

Congratulations again on your new position! We are truly excited to have you on the team. and we hope you enjoy your time at [business name].

Looking forward to meeting you,

[your name]

Professional Example #1

Subject line: Welcome to [business name]

Dear [Employee’s name],

We are all really excited to welcome you to our team! As agreed, your start date is [date]. We expect you to be in the office by [time], and our dress code is [casual/business casual.]

[If necessary, remind your employee that they need to bring their ID and/or paperwork.]

At [business name], we care about giving our employees everything they need to perform their best. As you will soon see, we have prepared your workstation with all necessary equipment. Our team will help you set up [station, chair, table, for example] on your first day. 

[Plus, if applicable, mention any extra things you’ve prepared for your new hire, like a parking spot, a coffee mug with their name, or a company t-shirt.]

We’ve planned your first week to help you settle in properly. You can find more details in the attached agenda. You’ll have plenty of time to read and complete any remaining employment paperwork. 

For your first week, we also planned a few training sessions to give you a better understanding of our company and operations.

Our team is excited to meet you and look forward to introducing themselves to you during [planned event/lunchtime].

If you have any questions prior to your arrival, please feel free to email or call me, and I’ll be more than happy to help you.

We are looking forward to working with you and seeing you achieve great things!

Best regards,

[Your name]

Professional Example #2

Subject line: Here’s to your new career at [business name]

Welcome to [business name]!

We’re delighted you’ve chosen to use your extraordinary talent in [talent area] to take our company to new heights. Your knowledge and skills will be invaluable to our company mission.

We want to ensure your first day goes as smoothly as possible. Here are some key things you should know:

• When: [start date and time]
• Where: [Company address, including parking details and specific welcome location]
• Who: [Name of the human resources representative, manager, or co-worker responsible for greeting the new hire]
• What: [Summarize their first-day activities]

In the meantime, we encourage you to check out our [business website] to do some reading about your team and our work.

Please don’t hesitate to email me at [email address] if I can answer any questions or support you in any other way.

Sincerely,

[your name]

Extra credit: Here’s how to send birthday emails to clients and how to communicate via email about your business policies, complete with Schedulicity templates.

Welcome Cards to New Employees

In case you prefer pen-and-paper hellos, here’s what to say and where to buy cute welcome cards for new employees!

Short Welcome Message Examples for New Employees

#1: We are delighted to have you among us. On behalf of all the members and the management, we would like to extend our warmest welcome and good wishes!

#2: Congratulations on being part of the team! The whole company welcomes you, and we look forward to a successful journey with you! Welcome aboard!

#3: Congratulations on being part of our dynamic team! The entire office welcomes you, and we hope to have a long and successful journey together.

Where to Buy Welcome Cards for New Employees

If you’re going old school with pen and paper, you want the card to be creative and thoughtful. Here are a few of the best places online to buy welcome cards for your new employees.

• Posty Cards
• Zazzle
• Hallmark

Bonus: How to Respond to a New Employee Welcome Email

First of all, congratulations on the new job! 

Receiving a welcome email from your new employer is an exciting thing. It’s also the perfect time to make a first impression and share your excitement for the new gig. 

The perfect reply to a welcome email conveys your excitement and confirms details about the position. To help you craft a great reply, here are four pro tips to keep in mind!

#1 Start with an appropriate greeting

If you’re unsure how to address your new employer, look for the signature line in the welcome email and base your greeting on the name they use. Then, be sure to reply in the same way they addressed you. If your new employer uses “Sir” or “Mrs.”, it’s best to mirror that same greeting.

#2 Show your appreciation and excitement

Showing appreciation for the new position lets your employer know how excited you are about the job. It also gives them a great first impression: You’re ready to get going and make a difference! 

Feel free to keep this piece of your reply short and sweet. Here’s a quick example: “Thank you for the warm welcome. I appreciate the opportunity to work and grow with this company.”

The way you express your excitement in your reply sets the tone for your first in-person meeting.

#3 Confirm logistics and details

Replying to an onboarding meeting is also the perfect time to show how prepared you are for the position by confirming the details: Start date and time, goals, and so on.

Pro tip: If your new employee CC’s members of your team, be sure to hit Reply All, and e-introduce yourself to your new coworkers. This makes them feel seen and shows how thorough you are.

#4 End with a simple closing line and your name 

The end of your email is typically one closing line, followed by your name. Reinstate your appreciation for the opportunity and that you look forward to meeting everyone soon. 

Finish the email by including your name and any contact information they may need below your name. 

Extra credit: Here’s how to send an email to clients, asking for support during tough times for your business.

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Extra Extra!

Looking for more email tips? To help you make the most out of your email campaigns — from onboarding emails to newsletters — check out Schedulicity’s Guide to Email Marketing.