How to Write a Welcome Aboard Letter

Meeting the managers
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It’s customary to send a welcome aboard letter to new employees before they arrive to start a job. It is usually more informal than the official document offering the position.

Example of a Welcome Letter

This is an example of a welcome aboard letter. Download the welcome letter template (compatible with Google Docs and Word Online) or see below for more examples.

Screenshot of a welcome aboard letter sample
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Download the Word Template

Example of a Welcome Letter (Text Version)

Selena McKensie

123 Business Rd.

Business City, NY 54321

555-555-5555

selena.mckensie@email.com 


September 1, 2018

Xavier Jones

123 Main Street,

Anytown, CA 12345


Dear Xavier,

I am very pleased that you have accepted our offer and are joining our team. Your experience and vision will be a great asset to this group, and I know that the team is looking forward to working with you.

Please let me know if you find that you are available to start sooner than September 10, as we are all anxious to get going on the new project we discussed during your interview.

Brian Jones will be your liaison with the other team leaders and will help get you up to speed on where their projects stand and how they envision integration of the final product. I know he is planning to contact you this week to help make your move to Corgu Inc. as smooth as possible.

If there is anything we can do for you in the meanwhile, please let me know. Welcome aboard! We are all looking forward to seeing you soon.

Best regards,

Selena McKensie

Human Resources Manager

Content of the Welcome Letter

A new employee might receive a welcome aboard letter from his immediate manager, the department head, or a colleague. The letter can serve as an introduction to the people on the team, outline the company's expectations for the new employee, and express gratitude for this new team member’s expected contributions. It might also provide contact information to help the employee get started.

A well-written letter can help a new employee feel welcome from the outset and ease the transition into the job. 

Make sure new additions to your team know you're happy to have them.

The Welcome Letter Format

If you're sending a letter, begin with your contact information, the date, and the new employee’s contact information. If it's an email, begin with a descriptive subject line.

Your salutation should be polite. As with all business correspondence, you should keep the tone professional.

The body of your letter should express your anticipation of the new employee's arrival at the company, with a reference to the start date if it's set. You can then write about your team's pending projects, or what the new employee's duties are expected to include.

You might also offer introductions to some of the other team members. Include their contact information in the letter, or offer to in a follow-up.

In conclusion, you should let new employees know the department is looking forward to their arrival, and tell them where to address any questions or concerns they may have prior to their first day.

The following are examples of a welcome aboard letter to send to a new employee, an email version, and a letter for an employee who is relocating for the job.

If you are sending an email message the subject line of the message can simply say "welcome aboard" or "congratulations."

Example of an Email Welcome Message

Subject Line: Welcome Aboard

Dear Mary Beth,

It is with great pleasure that I welcome you to the advertising team at XYZ Enterprises. We are looking forward to your start date of April 4, 20XX, and anticipate getting right to work on the autumn campaign.

You should have received all the pertinent Human Resources materials to review. Please return your forms as soon as possible for a seamless start of your benefits and salary.

If you have any questions about the materials, feel free to contact Sue Butler in HR (sbutler123@XYZemail.com, phone # 123-555-1212 X222) or me.

Regards,

Joe Brown

Advertising Director, XYZ Enterprises

jbrown123@XYZemail.com

123-555-1212 X555

Example of a Welcome for a Relocating Employee

Selena McKensie

123 Business Rd.

Business City, NY 54321

555-555-5555

selena.mckensie@email.com 


September 1, 2018

Steven Jones

123 Main Street

Anytown, CA 12345

Dear Steven,

Welcome to Catalyst Enterprises! We are very happy to have you as a part of our team. The staff here is looking forward to helping you fill the management void we have had for some time.

Your organizational and strategic planning abilities are going to be put to good use as we move into the new fiscal year, and we are eagerly anticipating the positive impact you are going to have here.

Please let me know if we can be of any assistance, as many of us have also moved here in the last few years, and can offer suggestions on almost everything from neighborhoods and schools to restaurants and health clubs.

We are a very family-friendly company and look forward to meeting Alice and the girls when you get settled in.

Looking forward to working with you,

Selena McKensie

Human Resources Manager