A first interview email is, in many cases, the first meaningful personal contact between the company and the jobseeker. And for that reason, you need to choose your words very carefully.
First, your letter should imply the employee’s acceptance of your offer. In short, you’re saying that you expect them to begin the position, and they can expect your enthusiastic and committed support. As far as your company is concerned, neither of you intend to back out of this agreement at this point.
Second, your letter assures your new hire that you’re excited and pleased to welcome them on board. Use the below Welcome Letter to New Employee sample to get a sense of the kind of tone and language that can convey warmth, encouragement, and optimism.
And third, just like the Welcome Letter to New Employee sample, your letter will tell your employee exactly where to be on their first day, when to be there, what to bring, and what to expect.
Welcome Letter to New Employee Sample
Dear Mellissa Bixby,
On behalf of the Quality Business Corporation LTD, I’m excited to welcome you to the Quality Assurance Division! As agreed, you’ll step into the role of Senior Production Supervisor, in which you’ll report to Emily Sands, the Director of Quality Assurance.
In your new role, you’ll manage a team of five Junior Production Associates, ensuring that they maintain productivity quotas and generate products and ideas that satisfy our clients and meet the strict standards of our brand. You’ll sign off on policy initiatives, communicate regularly with stakeholders, and coach associates to meet and exceed their assigned quotas.
We are looking forward to seeing you on Wednesday, July 19th at 9:00 AM in the lobby of the Waterman Building, which is located at the following address:
403 West Street
Springfield, Delaware 20094
You may park in the East Lot, which is identified on the map I’ve included with this letter. Please dress in business casual attire and bring two forms of photo identification.
I speak for all of us here at Quality Business Corporation when I say that I’m excited to welcome you onboard! You were our first choice for this position, and you have our full and enthusiastic support as you begin your new role.
Please use the contact information below to reach out to me if you have any questions or concerns. I look forward to seeing you on July 19th!
Senior HR Manager
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As you can see, this Welcome Letter to New Employee sample shares all the logistical and practical information the employee will need in order to achieve success on their first day. Our fictional employee can skim this letter to determine exactly where they’ll need to be and when, what they need to bring, and even what they should wear. The letter confirms the company’s expectations and clarifies what the employee can expect in return.
But just as important, the Welcome Letter to New Employee sample carries a feeling and a tone that lays the groundwork for a happy and prosperous long-term partnership. The letter says, “We want you here, we chose you specifically for this role, we have no doubts about your chances for success, and we’re ready to support you in any way we can. We’re enthusiastic, optimistic, and excited to have you on the team!”
Make sure your own welcome letter gently closes the door on other options, both for the company and the employee. This is a done deal; you have no intention of backing out at this point, and you expect the same from your reader. And why should you? This is the best possible outcome for both of you, and you’re happy to turn your full attention toward the future. Onward and upward!