New Employee Welcome Aboard Email Examples

senior female boss with team
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All sorts of formalities happen in between when someone is hired and the person's first day on the job. There are tax forms, employee guidelines, a handbook, and materials explaining benefits that need to be reviewed. 

A welcome aboard letter serves to confirm the new employee's status and start date, and let them know that they are already an integral part of the team. Letters may include onboarding paperwork (whether printed out, attached, or linked to).

Welcome letters also give new employees clues about what to expect on their first day, from what to wear to who they'll meet with. Overall, the letter serves to make a new employee feel comfortable and excited for their first day on the job. 

Read on to find out what information is typically included in a welcome letter, along with examples of both emails and hard copy notes. 

What to Include in a Welcome Letter

Along with confirming the start date, the letter should also include information on where the new employee will go on their first day (e.g., "Head to the reception desk, and ask for Derrick."). It can also specify when the employee should arrive (e.g., "Our workday typically starts at 9:30, but for your first day, aim to get there at 10 a.m., so that I can give you a tour."). 

Let the employee know if there is anything (e.g., social security, bank account details, etc.) they should bring in on their first day or provide beforehand. You can also include links, attachments, or printed out information on the company's mission, upcoming projects, etc.

Consider sharing information on what the new employee should expect from the first day with the company. For instance, "You'll spend your morning filling out paperwork and going through orientation with HR. Then, we'll have a welcome lunch, so you meet the whole team, followed by some one-on-one training with me." 

The tone of the correspondence should be welcoming — you want the new employee to feel eager to join the company. The following are examples of a welcome aboard email messages, along with a letter, to send to a new employee. The letter should come from the direct manager, but additional notes may come from colleagues.

Email Welcome Message Examples

If you are sending an email message, the subject line of the message can simply say "Welcome" or "Congratulations." Then, in the body of the email, you can briefly mention some of the things to expect on the first day, and confirm the start date.

Example #1

Subject Line: Welcome Aboard

Dear Jake,

It is my pleasure to welcome you to the accounting department at XYZ Company. I enjoyed talking with you last week, and am looking forward to seeing you on April 19.

When you arrive, you’ll see Nick at the reception area. He’ll take you to get your ID, show you your workspace, and introduce you to the rest of the staff. We’re looking forward to working with you.

Welcome to the team!


Bill Brown
(123) 456-7890

Example #2

Subject: Welcome!  

Dear Riley,

I was pleased to hear that you accepted the position with our firm, and that you’ll be joining us Monday, September 7. Welcome aboard!

You’ll be working closely with me for the first couple of weeks, until you get to know the routine here.

I’m looking forward to hearing your ideas, and getting your input. Don’t hesitate to call, text, or email me if you have any questions before your first day.


Melanie Davis

New Employee Welcome Aboard Letter

Your Name
City, State, Zip Code


City, State, Zip Code

Dear Jeanette,

We are very happy to welcome you to the sales team here at Specialty Stones. You are joining us at an exciting time of year, as we are moving into our busiest season.

We are hopeful that with your fresh ideas and enthusiasm, this will be one of our best summers ever!

As we discussed during your interview, we are projecting unprecedented growth this year, and are counting on you to help us get there.

When you arrive on Monday, November 14, stop by my office and I'll show you to yours and introduce you to Marc and Karen who were out of town when you were here for your second interview. We are all looking forward to working with you and are certain that you are going to be a great fit for this team. Welcome aboard!

Yours truly,

Jeannete Cavenar