Welcome Letter - Format, Meaning, Importance,

Examples, and More

You understand how important it is to attract and retain good applicants, especially in
these times of severe talent competition. Despite this, statistics suggest that 40-50
percent of new employees quit within the first three months. A poor onboarding
experience is cited by many of the new hires as the reason for their dissatisfaction.
Although a welcome letter may appear to be a minor component of the onboarding
procedure, it is an important aspect of the overall process. And typical welcome letters
are a thing of the past; in today's recruiting process, prospects and new hires expect to
be welcomed, if not celebrated, before they even start working.

Let's look at what a welcome letter is, why it's necessary, and what you should include in
welcome letters for one for your new hires. At the end of the article, you'll receive a
welcome letter template and examples for the same.

Let's get started!!

What is a Welcome Letter?

A new hire welcome letter is a document that you present to new hires. New employee
welcome letters or emails introduce key team members and provide basic information
to prepare the new employee for their first day on the job. Rather than producing a
unique letter for each new hire, many firms utilize a template for all new workers that
can be rapidly updated to match the demands of the new employee's role and
department.

If you are an HR looking for such Welcome Letter templates and other HR Letter
templates, we are here at your service. Ultimate Business Systems is the best HRMS
Software in India offering the collection of all the HR-related letters and other
documents under one roof i.e., UBS HR Toolkit.

A new employee's welcome letter makes them enthusiastic for their first day, prepares
them for orientation, and provides important first-day information. It should be tailored
to them, with specific reasons for their employment. This type of letter is also known as
a new employee orientation letter.

Why Is Providing a Welcome Letter to New Employees a

Necessity?

Making new employees feel welcome makes them feel better about their decision to
work for you and speeds up their integration.

We understand that we only get one chance to make a good first impression.
Candidates acquired their initial impression of your organization during the recruiting
and interviewing process, but now that they're employees, their continued impressions
will be based on how valued they feel once they've joined. Those impressions will either
actually confirm their opinion that they are a good fit for your company.

In so many ways, a warm and heartfelt welcome letter with the proper tone pays
dividends.
● It’s informational
● Reinforces company culture
● Makes them feel they are the part of the inner circle
● It establishes the tone for the collaboration.

What to Include in a New Hire Orientation Letter?

Welcome letters can be brief and straightforward or lengthy and intricate. The length
and content of the letter will be determined by the letter's objectives. Some businesses
use the welcome letter to congratulate new employees and inform the date and time of
onboarding, while others use it to provide links to vital company documents,
onboarding forms, and other resources.

In your welcome letter, include the following information:

● A welcome greeting
● Your name and your job title
 ● Basic must-know information
● Reminding the employee of his or her start date and time
These are some of the elements you could include, but they aren't required:

● Onboarding or orientation schedule

● Names and positions of immediate coworkers
● A typical day's schedule
● Onboarding forms can be found here.
● Links to the Employee Handbook
● Employee tools and resources can be found here.

How to Write a New Employee Orientation Letter?

A welcome letter can be written in a variety of ways. The steps to consider when writing
a new welcome letter are as follows:

Step 1: To get the most attention, start with the company's letterhead, name, and email
address.
Step 2: Make a note of the date.
Step 3: Express your gratitude to the recipient.
Step 4– Write a warm welcome note and include some background information about
the organization.
Step 5– Learn more about the company's accomplishments and its responsibilities to it.
Step 6– Give them a rough concept of what to expect on their first day (where to go,
who to contact, business dress code, and so on).
Step 7– Provide your contact information in case they have any questions or concerns.
Step 8– Express your eagerness to collaborate with them.
Step 9– Conclude and close by expressing a desire to meet them.

Above are the basics of a Welcome Letter. Now, let’s take a look at the template and
examples of a Welcome Letter.

Welcome Letter Template

Greetings, [employee name],

Congratulations, and thank you for joining our team. You have been the only person
we considered out of [number of candidates for the position]. We chose you because
[describe the candidate's special skills/abilities/attributes].

We hope to see you for your [orientation/training/first day of work] on [day they're
meant to start] at [time they're due to start].

When you arrive, ask for [person in charge of orientation/training/supervising] to

[conduct your orientation/training/supervising today]. Make sure they have [include
any items they should bring, such as a lunch, specific equipment, a pen and paper, and
so on].

Also, [let them know how to dress and whether they'll need anything special, such as
comfortable shoes, weather-appropriate clothing, dirty-weather clothing, hazmat suit,
etc.].

You can expect to [give them a rough sketch of what they'll be doing] on your first day.

Good Luck!!

Designation

New Hire Orientation Letter Example

Dear Homer,

Congratulations, and thank you for joining our team. You were one of two applicants
that made it to the final round. Because of your eagerness to deal with radioactive
materials and apparent lack of self-preservation instinct, you were chosen.

We look forward to seeing you for your training on Friday, April 1 at 6 a.m.
When you arrive, look for Lenny, who will be your instructor. Bring donuts and a lunch
 with you.

You should also wear a tie and something comfortable to wear under a hazmat suit.
You can expect to handle radioactive materials on your first day and be accountable
for the safety and well-being of Springfield's entire population.

HR Manager

Conclusion

Now that we've completed the welcome letter, there are a few things to keep in mind
before sending it. They are as follows:

Proofread and revise your work.

Request the legal advisor of the company to read it again.
Make a list of your expectations from them.

Avoid recurring letter writing every time you hire a new employee for your organization.
Ultimate Business Systems is a solution to eliminate recurring writing. We are the
leading HRMS Software offering HR Letters, HR Forms, and HR policies all under one HR
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cost.

Format 1

[Date]

[Candidate’s name]
[Candidate’s address]

Dear [Name],

We are delighted to have you onboard and we all welcome you to [Company’s Name].
You will be a great asset to us and we look forward to working with you.

We were greatly impressed by your technical knowledge of the field and also the
amount of experience under your belt is highly praiseworthy [Or state few plus points
of the candidates that impressed you]. We believe that we all can achieve more if we
all move towards the goal as one single unit. In our firm, we treat ourselves with
respect and communicate with each other. Now that you are one of us, we hope that
you will keep the tradition alive.

We ask you to adhere to the timings and all the guidelines discussed with you earlier.
We see a lot of potential in you and want you to work on yourselves and for the
company.

Welcome Again, [Candidate Name].

Sincerely,
[Your Name]
[Designation]
[Company Name]

Format 2 - Welcome Letter to Intern

Dear [Intern Name],

We welcome you to our team as a [Job Title]. We believe that you have a lot of
potential and we would like to give you this opportunity to work with us.

During these upcoming weeks, you will learn about [state the learnings]. You will be
working under our [designation of the mentor] who have years of experience working
in the industry. You will get to understand the [state things that the intern is going to
learn].

Your stipend will be [specify the stipend amount] a [week,month] and as this is a
work-for-hire position, all work done during your internship will be the property of the
firm.

You should plan on arriving at [Time] on [Day] and we will begin.

We’re excited to have a new [designation] on our team and that we will be a part of
your technical growth.

Sincerely,

[Your Name]
[Your Designation]
[Company Name]

Format 3 - Email Template

Subject: Welcome to the [Company’s Name] [department of candidate] team!

Dear [Candidate Name],

We met during your interview, but I’d like to introduce myself again. My name is [Your
Name], and I am the [Your Job Title] at [Company Name]. I wanted to reach out and
congratulate you personally on your new position as a [Employee’s Job role]!

Your previous work experience as a [previous job role] at[previous company name],
plus your extensive knowledge of the [specify the plus, if any], make you a crucial
asset to our company. We are thrilled to have you join the team!

I’m happy to confirm that your first day of work will be [date and time]. Please bring
[required documents] and be prepared to complete onboarding paperwork. You’ll also
sit down with your direct manager, [Name], and go over your daily responsibilities. If
there’s time, we hope to have you meet with the team. As you might have noticed
during your interview, our office dress code is casual but professional.

Please see the attached employee handbook and style guide. Occasionally new hires
appreciate reviewing these documents beforehand, but it’s not a requirement. Don’t
hesitate to reach out at [email] with any questions about your first day. We look
forward to seeing you on [date]!

All the best,

[Your Name]
[designation]