Welcome letters are a common thing in many employment circles. When managers want to build a relationship with new employees, this usually is the starting point. It’s a simple and effective way of welcoming them into the organization. This article will outline how you can write the best welcome letters for new employees.
Purposes of a Welcome Letter
- The welcome letter is meant to make the new employees feel happy, excited and welcomed to the employee fraternity.
- It serves as an excellent reminder to the new employees of the high expectations that are placed upon them as they begin working.
- The letter introduces the new employee to other members of staff especially those who will work closely with him/her. It gives their backgrounds and portfolios.
Importance of New Employee Welcome Letters
- Welcome letter serves as a formal welcome to the organization.
- It highlights the anticipation that the organization has to have an employee work for them.
- Also, it serves as a tangible evidence of which the employees will commemorate their start at the organization.
The Welcome Note
This part is very basic. It doesn’t take a lot of words to welcome someone; thus, the welcome note should take a few sentences. Express your genuine happiness and excitement to have the new employee on-board. Share how you value the privilege of being the one tasked with the responsibility of welcoming the new employee.
Self-Introduction
This is where you as the manager will introduce yourself to the new employee. Begin by stating your full name followed by your position in the company. You can get a little personal but ensure that you don’t wash down the formal elements of the welcome letter. Give a summary of your history with the organization and the current role you serve.
Since the context is of a new appointment, you could do well by sharing your own personal experience as a new employee. It might lighten up the atmosphere for the new employee as you would make it look that it’s quite a normal experience. Adding your personal experience as a manager will also make you look more personable and approachable. But don’t go overboard. Remember that the welcome letter is not a friendly letter. You can share more in person when you get to meet the new employee. The welcome letter should still be able to look like a professional formal letter.
The Must-Knows
As the name suggests, these are the mandatory things that the new employees should be briefed about. For example, the reporting times, the business hours, the induction process, and any other preparations that should be made before the first day of work.
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Ensure that you explain the must-knows in a clear way to minimize awkward moments for the employee on the first day. It is surprising that only 40 % of employees know about their company’s goals, strategies, and objectives. Your goal as the manager should be to make everything flow smoothly on the first day of work for him/her by giving enough information about the company.
You can also include an orientation schedule in the letter so that the employee knows it in advance.
Give a Hint of the On-boarding Process
At this point, your aim should be to give the new employee a feel of what their on-boarding journey will be like. A sure way of doing this is explaining the journey from the time of hiring to becoming a fully-fledged member of a department. Let them visualize where their career is going and what they should expect in the professional journey while at the organization.
Sample Welcome Letter
Here’s a sample welcome letter that you can use as a model.
“Dear Jane,
We are writing this letter with much excitement after you accepted our offer of employment. As a department, we can’t hold back our elation as we welcome you to our team.
My name is Mrs. Rowland, and I’m the team leader of the marketing department. I have been in this position for the past 5 years. It is a great privilege for me to welcome you to our team as a marketing officer. You are what we have been looking for in our team, and we can’t wait to work with you.
I served as a marketing officer too for 6 years, and I still remember my first day at work. It was a mix of both excitement, tension, and nervousness. I’d like to tell you in advance that there is nothing to worry about as you report for your first day at work. The environment here is quite friendly, and the members of the department are quite bubbly. It’s almost a second home for most of us here. We are sure you will love it.
Our company offers numerous benefits for our employees. We also offer flexible working schedules. We can talk more about these benefits and working hours once you report on Monday.
It is our custom to have employee mentors for new employees. To that effect, we have already assigned to you Miss Kate of the HR department, who will act as your new employee mentor. She will help you get around and also know the company as well as your department.
On the first week, you will undergo an orientation together with other new employees in the department. I would like to give you a brief overview of the orientation process so that you are well informed. On Monday, there will be an induction meeting. On Tuesday there will be an orientation seminar, and lastly, on Wednesday afternoon there will be a luncheon in favor of the new employees. We have enclosed the full program for the orientation process.
You will join our marketing team as a marketing officer. I can assure you that the position requires a lot of diligence and an unrelenting spirit. With the right mindset and attitude, you will grow your career prospects. The sky is the limit.
To help you get acquainted with the department, we have assigned a secondary mentor, Mr. Staq, who will double as your supervisor and mentor. He is part of the marketing department and will work with you hand in hand. You will share an office, and he will provide you with all the help that you’ll need as you embark on your tasks.
If you want to make any inquiries, feel free to contact me via phone or email. My number xxx-xxx-xxxxx.
We look forward to meeting you.”
Kind regards, Mrs. Rowland Kelly. Marketing Manager.
Well, the sample letter above can be used as a model to write your own welcome letter. Emulate it, be creative and craft one that will endear the new employee to your organization. This is the first impression that you have to make to the new employee.
Conclusion
A welcome letter is a show of professionalism on the part of the company and serves to make the new employee feel less nervous and more eager to start working. Follow the tips above and borrow a leaf from the sample given to come up with your own.
Do you have any more tips on how to write a new employee welcome letter? Tell us more about them below.
About the author: Thomas Glare is an experienced copywriter and digital marketer with a master’s degree in media studies. He helps his clients identify their brand identity and core message, attract customers, and sell services. Thomas also loves blogging about marketing. It helps him to stay on top of all the emerging trends in the fast-changing world of advertising. In his free time he loves to play arcade games such as book of ra.
