Write welcome onboard emails to new employees

 Welcome onboard email

A welcome onboard email is sent to a new employee either by a prospective direct manager, head of the department, or a team member once the employee has accepted the job offer and the offer letter has been signed by both parties, the employee and the employer. This must be a professionally written email that sounds polite and gives the new hire an overview of the firm’s culture and what is expected of them as an employee of the organization.

It is a good practice to send a welcome email to new employees as it makes them feel that they are already part of the organization and their experience is appreciated by the new employer. It also helps starting a new working relationship on a positive note. Below are some points that may help you draft a welcome onboard email to a new employee of your organization:

  • Welcome the new employee and express your enthusiasm for their arrival.
  • Mention the joining date, name of contact person, and the time of arrival on first day at work.
  • Share a brief explanation about what the new employee should expect on their first day at work, in addition to details of orientation programme, office hours, dress code, and any documents they need to bring along etc.
  • In the closing paragraph, let them know how their position aligns with the organization goals and that you look forward to having them onboard.

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Below are samples of welcome onboard emails to a new employee and a new team member:

Welcome onboard email for an Employee

Subject: Welcome onboard!

Dear Mr. Leung,

Welcome aboard! We thank you for accepting the job offer and are delighted to have you join ABC Global Tech as Marketing Director. As discussed in the interview, you will be leading the marketing function and reporting directly to me. This is a critical role that contributes significantly towards the growth of our organization.   

Your joining date will be 20th April, 2020 as agreed earlier. Our company’s dress code is formal work attire and regular office hours are  9:30 am to 6:30 p.m. Please reach office at 10:00 am  on your first day at work and ask for Mr. Lee at the reception. He will hand over your office ID card, show you around to make you familiar with the amenities, and answer any administrative questions you may have.

The orientation programme is scheduled to take place at 11:00 a.m. on the same day. During the orientation, you will be briefed about company’s policies, daily tasks, and a regular day at work. There will be an introduction and a lunch meeting at 12 noon with your team members and other colleagues. At 2:00 p.m., you and I will be having a meeting to discuss the organization goals, agenda for the rest of the week,  and upcoming travel plans.

We are a fast growing organisation that takes pride in its lively and collaborative culture. This is an exciting time for us as we continue to increase our new business opportunities internationally. We know that you would be a great asset to our firm and we would do our best to ensure your success in this new role.

Please do not hesitate to contact me, should you have any questions or require any further information. I look forward to working with you.


Simon Wan


ABC Global Tech

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Welcome onboard email for a Team Member

Subject: Welcome aboard!

Dear Andrew,

Congratulations on your new role as Marketing Manager at XYZ Lifestyle Ltd. I along with the rest of the team members, marked in the email, warmly welcome you to be a valued part of our Marketing team.

Your first day at work will be on Monday, 6th April 2020. Our company’s dress code is formal office wear and regular working hours are from 9:30 a.m. to 6:30 p.m. Please come to office at 10:00 a.m. on your first day and ask for Mr. John Lewis. John is our administrative assistant who will hand over the office Id card, parking pass, and cafeteria lunch coupons, and will also show you around to make you comfortable and familiar with the environment.

The employee induction programme begins at 11 a.m. on the same day and will be conducted by our training and development manager Ms. Katie Brown, to brief you about our organization’s goals, policies, reporting structure, and expectations from you as an employee of the firm. We have organized a formal introduction and lunch with the team members at 12:30 p.m. The induction programme will resume at 2:00 p.m. after lunch. During the orientation, your job description will also be discussed in detail to give you a fair idea about the role, responsibilities, and a regular day at work.

I have enclosed profiles and contact details of all team members. Please do not hesitate to contact either me or anyone in our team, should you have any questions or need any help. We look forward to a positive working relationship and meeting you soon.

Yours truly,


Marketing Director

XYZ Lifestyle Ltd.


Further reading:

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