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Welcome Note / Letter Template & Example

Welcome notes are letters are documents written by a company, with the intent of welcoming a new employee and providing information about the company. Welcome notes and letters are useful and important documents for any company, institution, or organization. These letters are used to express a welcome to the company and to outline basic information about the company to new employees. In addition, school administrators’ welcome students, hotels welcome guests, and companies welcome new clients. In each case, a welcome letter expresses a warm welcome and offers important information.

Companies welcoming new employees may choose to use email for their welcome letters. This allows the insertion of links to important items such as the employee handbook and any onboarding forms the employee needs. Other companies prefer the more personal and formal manner of sending the welcome by mail and enclosing a print version of onboarding forms. Most companies use a basic format, or template, to write each welcome letter. This method provides consistency and ensures the necessary information is included.

Elements of a Welcome Note or Letter

Every welcome letter has one purpose in common – they all are designed to offer an energetic and thoughtful welcome. Beyond this component, the substance of a welcome note or letter varies widely depending upon the amount of information that needs to be offered. Here are the basic components of company welcome letters to new employees:

  • A statement welcoming the new employee
  • The writer’s name, position, and contact information
  • Basic information about the company and job
  • The new employee’s start date, time, and location if applicable

Optional information your company might wish to provide in their welcome letter:

  • Orientation dates and times
  • Dress Code
  • Brief description of the employee’s daily responsibilities
  • Names and positions of immediate colleagues and manager

A welcoming email would likely also offer:

  • Link to Employee Handbook
  • Links to onboarding forms
  • Links to employee resources
  • Onboarding contact information

Welcome Note / Letter (Format)

Here is the basic format of a company welcome letter to a new employee.

{date}

Dear {recipient}:

Welcome to {company name}! We are excited to have you join us. Your {skills and abilities} make you an excellent fit as our new {job title}.

We may have met during the interview process, but I would like to introduce myself again. I am {your name} and I will be your {your relationship to new employee}. Feel free to reach out to me with questions in the onboarding process.

Please read our Employee Handbook, which you can access here. Please also complete your onboarding paperwork, which can be accessed here. Your first day of work is {date} at {time}. At this time, you will be meeting with human resources to go over any questions you have about your paperwork and to complete the onboarding process.

You will also meet with your direct manager, {name}, to discuss your daily responsibilities. If there is time, we hope to introduce you to the {department name} department. Your colleagues, {colleague’s names}, are excited to welcome you in person. They will be great resources for you during the first few weeks of your new position and moving forward.

Please do not hesitate to reach out to me with any questions about your first day at {Company name}. I can be reached at {email or phone number}. We look forward to seeing you on {start date}!

Sincerely,

{your signature or name if email}

{your name}

{your position}

Sample Welcome Note / Letter

May 20, 2022

Dear Allison:

Welcome to the Broken Bow Tribune! We are excited to have you join us. Your research skills, attention to detail, and your experience with the Elysium Ledger make you an excellent fit as our new junior editor.

We may have met during the interview process, but I would like to introduce myself again. I am Jessica Alexander and I will be your Human Resources representative. Feel free to reach out to me with questions during the onboarding process and in the future.

Please read our Employee Handbook, which you can access here. Please also complete your onboarding paperwork, which can be accessed here. Your first day of work is June 2 at 8:00 a.m. At this time, you will be meeting with human resources to go over any questions you have about your paperwork and to complete the onboarding process.

You will also meet with your direct manager, Owen Bowers, to discuss your daily responsibilities. If there is time, we hope to introduce you to the editing department. Your colleagues, Elisa James and Alan Hogan, are excited to welcome you in person. They will be great resources for you during the first few weeks of your new position and moving forward.

Please do not hesitate to reach out to me with any questions about your first day at the Broken Bow Tribune. I can be reached at alexanderjess@brokenbowtribune.com. We look forward to seeing you on June 2!

Sincerely,

Jessica Alexander

Human Resources

Welcome Note / Letter (Word Template)

Maintaining a basic format for welcoming new employees can simplify the process and provide assurance that the information provided is consistent throughout your company. The sample letter above demonstrates the ease with which the basic format we have provided can be used to create your company’s perfect welcome letter.
Details
File Format
  • MS Word

Hotel Welcome Note

gambiacoralbeach.com
Details
File Format
  • PDF

School Welcome Note

A School Welcome Note is a note written by a school administrator or educator welcoming students or visitors. In addition to a welcoming statement, this note should offer information about the school. A welcome note for school visitors should clearly outline school policy regarding school visitation.
maranausd.org
Details
File Format
  • PDF

Welcome Visitors Note

vernontx.gov
Details
File Format
  • PDF

Event Welcome Note

orienteering.org
Details
File Format
  • PDF

New Employee Welcome Note

A New Employee Welcome Note is a less formal communication welcoming a new employee. Coworkers might write a welcome note, for instance, in order to express their goodwill and offer assistance to a new employee. These notes will likely be handwritten.
das.ohio.gov
Details
File Format
  • PDF

Conference Note

anec.eu
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File Format
  • PDF

Welcome Gift Card

nicelynoted.com
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File Format
  • PDF

Welcome Party Note

A Welcome Party Note is an invitation to a welcome party. This is commonly used to invite out-of-town visitors or clients to a company get-together where they will meet key employees. This note is also used to invite wedding guests to a welcoming party with the bride and groom and their families.
find-the-words.com
Details
File Format
  • MS Word

Company Welcome Letter

Details
File Format
  • MS Word

Welcome Letter from Company

Details
File Format
  • MS Word

Welcome Letter From Government

Details
File Format
  • PDF

Official Welcome Letter

Details
File Format
  • PDF

Welcome Letter To Client

A Welcome Letter to a Client is a letter a company uses to welcome new clients. Companies should maintain a basic format for these letters in order to remain consistent. This welcome letter offers a great way to start a professional relationship and to provide information your clients need.
Details
File Format
  • PDF

Conclusion

Although welcome notes and letters vary in content, they are all meant to welcome newcomers and to offer necessary information. Companies should have a basic format that can be easily modified to suit any new employee in any department. The sample letter above demonstrates the use of the basic format provided to create a warm and inviting welcome.

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