The process of onboarding — that is, welcoming a new hire into the workspace and culture — is critical when it comes to employee retention and satisfaction. According to the advisory and analytics company Gallup, nearly 90 percent of people surveyed weren’t satisfied(nuova finestra) with the way they were onboarded into their workplace.
Even though it’s well known that onboarding plays a critical role in employee happiness, its common for companies to drop the ball, making the entire process an afterthought — or not one at all.
While every company’s onboarding process looks different, there’s one quick and easy thing all businesses can do to make sure their new employees feel welcome, appreciated, and excited to star the new job: and that’s a simple “welcome to the team” message.
In this article we’ll explain how to welcome someone to the team the right way, why it’s important, and give you plenty of templates so each new hire feels like a team player, right from day one.
Why welcome messages matter
Think back to your first day of college. Without a friendly guide at orientation, you probably would have felt lost. Starting a new job is similar. The onboarding process should build a connection with your new hire and get them acquainted with the company culture.
A welcome message is an integral part of that process and can reduce first-day jitters, leading to more confidence in the workplace and a better attitude overall. A solid welcome message is part of a great onboarding experience, which can help acclimate new team members into the company culture, convey the team morale and value systems of the company, and help foster a communicative and approachable environment. Acknowledging a new hire with a simple note can make them feel welcome, and it goes a long way in improving engagement for new employees, as well as retention.
How to write a great welcome message
Here are a few simple ways to make your welcome message stand out:
1. Keep it personal
It might be tempting to copy and paste the same welcome message to every new employee who walks through your doors, but taking the time to make your recent hire feel appreciated and welcome can help them ease into the work environment with more confidence and less stress.
Remember to address your new hire by their first and last name, and use interesting anecdotes wherever possible. Did something in their interview process stand out? Did their resume blow you away? Do they bring something new to the table to help move your business forward? A little praise can go a long way in making your new team member feel comfortable and welcome.
Maintain a professional tone in your welcome email, but avoid being too formal, as that can make the work environment feel stuffy.
2. Offer guidance
Kindness goes a long way when welcoming a new team member. Everyone’s first day or even week at a new job can feel overwhelming and confusing, so offering tips and guidance can be extremely helpful for new hires trying to figure out their footing.
New hires need to feel supported and should know who to go to if they have questions about work-related matters. A welcome to the team message should extend a helping hand to newcomers and let them know you’re available for questions, should they arise.
3. Include important information
Aside from your new hire’s name, you’ll want to make sure you include their title and any other pertinent information.
Do they work in a specific department? Will they be handling any projects right away? Do they work alongside other employees or under a director? Letting the rest of your staff know important details about your new hire can help them get to know each other better.
Lastly, make sure your new team member knows about any crucial work rules that haven’t already been outlined. Is lunch always at a specific time? Do teams have regular meetings on Wednesdays? Make sure your new hire has a strong understanding of the company culture and workflow so they can feel more comfortable and less lost on their first day.
4. Encourage team connection
When you send a “welcome to our team” email, you aren’t just sending a message to your new team member, you’re sending a company-wide email to everyone on board. Encourage your team to introduce themselves to the new hire, which can help facilitate a better onboarding experience and motivate new employees to meet coworkers and embrace the company culture.
20 “welcome to the team” message templates for different situations
Not sure how to welcome someone to the team with a warm message? Below, you’ll find 20 different welcome templates you can copy and paste, or adapt to your own needs:
Common scenarios
The following email templates can be sent from a hiring manager, boss, or CEO to welcome a new hire to the team.
1. General welcome email
Hello team,
I’d like to take a minute to welcome [new hire name] to the company. They truly impressed us during the interview process and we’re excited to have them on board.
Please introduce yourselves when you have a moment and share one piece of advice about that would’ve helped you get acclimated on your first day. Lastly, remember to always take your lunch at noon — there’s a great food truck in the parking lot on Wednesdays.
If you have any questions, we’re all here to lend a hand. Welcome on board!
2. Slack message
Team, I’d like to take a moment to introduce our new hire [new hire name]. Please introduce yourselves in the chat and make them feel welcome! We’re glad to have them with us and can’t wait for them to head up the logistics department. Welcome to the team!
3. Remote employee or freelancer welcome
Team, I’m happy to announce we have a new remote employee/freelancer that will be joining us from [location]. Please give [new hire] your warmest welcome. We all look forward to working with you — if you have any questions don’t hesitate to ask.
4. Intern welcome
Hello team, please join me in welcoming our newest intern, [name] to the company. [Name] will be assisting us with day to day tasks, including research, fielding phone calls, note taking, and more. Let’s make sure they feel welcome on their first day and help to answer any questions they may have.
5. Group welcome (multiple hires)
Hi everyone, let’s welcome our newest round of hires to the team today. Joining us are [name and title; name and title; name and title]. Each one of them will be an exciting new addition to our company, and I can’t wait to see what they bring to the table. Please introduce yourself when you see them in the building today and be available to field any questions when they arise.
How to welcome someone to the team — as a coworker
Use one of the following examples to send a short welcome message to your new team member.
- Hi [name]! Welcome to the team, we’re so happy to have you here! Please let us know if you have any questions. I look forward to working with you!
- Welcome, [name]! I’ve heard great things and can’t wait to work together! The team takes lunch at noon if you’d like to join us — we’d be happy to show you around the office.
- Congratulations on the new gig! Let me know if you have any questions. We’re excited to have you here.
- Hello, [name]! We’re so happy to have you here. First days can be nerve-wracking so please let me know if there’s anything I or anyone else can assist with. Here’s to a great first day!
- Congrats, [name]! Happy to have you on board. If you have any questions, don’t hesitate to ask. And feel free to join us for happy hour at 5 p.m.!
- Hey, [name]! You’re going to fit in great here. If you need help finding the break room (or the free snacks) just let me know! I’d be happy to show you around.
- Welcome, [name]! Before you get settled in, make sure to take advantage of the bottomless coffee in the lobby. There’s almond milk in the fridge that’s free to use as well. Cheers!
- We’ve heard so much about you and can’t wait to learn from your expertise. Let’s take a quick 10 after lunch so we can get you up to speed on the new projects you’ll be working on.
- Welcome! If you have any trouble today just remember we’ve all been there. Feel free to talk to any of us if you’ve got any questions or concerns. Best of luck!
- Thank god you’re here, none of us know what we’re doing! Just kidding, you’re going to do great.
- Hi, [name]! The most important thing you need to know today? The elevator is almost always out of order, but the stairs work great! At least you’ll get your steps in.
- Welcome to the team, [name]. We’re so excited to work with you and learn more about your process.
- We work hard, but somebody’s got to do it. Welcome to the team, let’s knock it out of the park!
- You’ll definitely want to check out the emoji library we have on Slack, if you haven’t already. Welcome to the crew!
- Get here a few minutes early on Monday and you’ll have first dibs on the best donuts. You’re welcome!
Welcome message checklist
- Is your message personalized?
- Have you double checked the spelling of your new hire’s name for accuracy?
- Is your welcome message warm and friendly with an excited, yet professional tone?
- Did you provide clarity about the work environment?
- Have you made sure to address any company rules that your new hire should know on the first day?
- Have you encouraged your coworkers to introduce themselves and offer their support?
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