How to write a welcome letter in a company?

How to write a welcome letter in a company?

Claudia Roca

Feb 3, 2023

Feb 3, 2023

Feb 3, 2023

How to write a welcome letter in a company?
How to write a welcome letter in a company?
How to write a welcome letter in a company?

Did you finally get that employee you've been looking for in your company? Yes, we know how important they can be, so it's time to give them a welcome letter.

It's true that you may have already gone through the hardest part, but the work is never done.

To make sure they understand all the concepts of your business, it's important that you write a welcome letter to get them off to a good start.

Don't worry, it's no big deal. It's a simple structure where you'll offer a few words to make the new member feel at home.

Would you like to see it?

What is a welcome letter?

We define a welcome letter as a document that aims to welcome the new member of the company. The idea is to make them feel at home as quickly as possible so that they can perform at their best from the very first days.

Believe it or not, the impact the letter has on the employee's mind is impressive. You explain not only the objectives to be achieved, but also how happy you are to have them in the workforce and the privilege they represent for the entire organisation.

Once you have done this preamble, you can get down to business. Perhaps it's appropriate to talk about future plans and what is expected of a professional of this calibre.

This is an alternative way to welcome a new employee so that they feel at ease from the first minute on the job.

Why it’s so important to create a welcome letter

It's true that the welcome letter is treated as a mere formality by human resources professionals. However, it's important to go beyond that to create the best possible impact.

So, think about it carefully: What have your first days at a new job been like? Surely full of emotions, nerves and a lot of questions to be answered.

Well, imagine that on that day, when you arrived at the office, you saw a nice document with your name, surname and a series of stimulating words, as well as an explanation of how the company works.

Therefore, the welcome letter facilitates the adaptation of the new employee to the organisation, which will be seen in the results of their activities during the first weeks of joining the company.

Always remember to personalise the message so that the person feels important. There's nothing better than having your name mentioned rather than being confused with the crowd.

Structure of a welcome letter for a new employee

Let's look at the ideal structure of a welcome letter for that new employee who will be joining your team. 

Make sure it gets to them well in advance, though, as it is unprofessional to send it the night before their first day. 

1. Professional tone

The first thing a welcome letter should have is a professional but friendly tone. In other words, don't get so caught up in the technicalities and try to be on a first-name basis and mention their name several times to make them feel more at ease when reading it.

This contrast will give them the feeling that they are joining a new family and not just a work group. Believe us, this builds confidence and they are likely to feel ready to take on the challenge.

2. Onboarding information

This part is very important. Here you will specify what date the new employee will start, the position they will hold and any other details they may need to know by the time they arrive at the company's headquarters. 

3. Practical instructions

These instructions will help to indicate the most useful way to get to the company. You can tell them about public transport options, alternative ways to get there by car and available parking spaces. 

You can also give them tips for when they enter the building, such as who to ask for, where to go or how to identify themselves amongst the staff. 

4. Dress code

It's not always the case, but some companies have quite particular dress codes, so if your company does, it's time to explain this in your welcome letter.

The idea is to prepare them for what they will find in the offices so that they don't get lost on their first day at work. 

5. Plan for the first day at work

To help them on their first day you can create a schedule with some activities that will help them overcome the initial challenges we all face in a new job. 

In other words, it's like a guide on the steps to follow to meet the objectives. It will show them where the folders are on the computer, user keys and tips on how to use a specific platform. 

structure welcome letter

What can I include in a welcome letter?

Well, it's time to get down to work and start writing. However, this is where the biggest difficulties arise, as many people are left with a blank mind when it comes to writing a welcome letter.

Come on, it can happen to all of us. The reality is that having the computer in front of you can be quite intimidating, but that's why we're here, to help you.

The first two or three paragraphs can be devoted to welcoming the employee to the project. You can give an introduction about the situation of the company, what it does and what you expect from them as a new member of the team.

Then you can talk a bit about them, the values you saw and the strengths they have that will be very helpful to achieve the company's objectives in the medium and long term.

Don't forget to say goodbye with a message of encouragement and to be at their disposal for any questions they may have. This way, they will be much more at ease and will feel the confidence of their bosses.

Elements to include in a welcome letter

The basic elements that a welcome letter should include are: 

1. Date, place and name of the person receiving it.

Remember what we said about being close to the employee? Well, this is a perfect example.

First of all you should add the date, time and place where the letter is received. Preferably it's advisable to add the address of the company to make it more formal.

In the title add the name of the employee. Make sure that both the first name and the surname are spelled correctly; nothing is more annoying than seeing it spelt incorrectly.

2. Use the first person plural and second person singular. 

One way to generate sympathy in someone is through words. That's why some specialists recommend that you use the first person plural and the second person singular to make them feel like part of the family. 

Of course, don't exaggerate with this, try to keep it natural and you will see how everything will come out. 

3. Responsibilities and functions

We can't forget the part about responsibilities and functions.

OK, you've broken the ice, you've identified yourself and you've given them a warm welcome. Now it's time to cut to the chase and mention what you expect from them and what their functions will be.

Here you can explain the position, responsibilities, duties and any other job-related items.

Try not to overwhelm them too much, as you can help them through one-to-one talks during the first week to build up their confidence.

Is a welcome letter really necessary?

This is a question that many employers ask themselves. The truth is that simply recruiting a new employee is a complex task, not so much because of the process itself, but because of what it means to find the right one.

Then, once you've found the right person, it's like breathing again, but the reality is that there's still a very important step to take.

A welcome letter is like formally opening the doors to your new workplace.

How many times have you signed a new contract and until the first day you knew nothing about the organisation and your role within the structure? This happens more often than it should and it's quite unpleasant.

Go ahead, make the full effort and you will see how that worker will repay you with the best dividends: effort, sweat and loyalty.

Benefits of creating a welcome letter

There are many benefits to creating a welcome letter. Let's look at some of them below: 

1. The person feels more at ease

And we couldn't start any other way than with this point.

Arriving at a new job is exciting and scary at the same time. You know that when you open that door you will enter an unknown world, so you will be out of your comfort zone for a while.

Now, imagine that before your first day you get a beautiful letter in the mail with your first name, last name and a series of words that will make you feel at home.

Well, this is what a welcome letter does. It raises the candidate's self-esteem and makes them much more receptive to what lies ahead.

2. You indicate their roles and responsibilities

When you are told in the interview: "Congratulations, you've been selected", they don't explain what your functions will be within the company, at least not right off the bat.

This is why a welcome letter is useful, to explain why you were hired and to explain in detail what you will be doing in the coming months.

This builds confidence and you will be 100% ready for the first week. Usually the first few days are a time of adaptation, but with a welcome letter you reduce the margin of error by up to 90%.

Apply it and let us know how it goes.

3. You introduce the new employee to his or her colleagues

Little is said about how awkward the first days at work are, especially when it comes to interacting with new colleagues.

Many people are introverted and find it difficult to form new relationships. Now with a welcome letter you will know who your colleagues will be, what they do and how they will help you achieve the results that managers expect.

In fact, the best thing about it is that when you arrive there's a good chance that others will introduce themselves, which will help you gain more confidence in no time.

4. Possibility to show the facilities

Last but not least is that a letter of this kind will allow you to take a tour of the premises before you start working. 

In the document you will be asked to come to the head office a few minutes beforehand to meet your colleagues and to take the opportunity to walk around the company. In most cases this is given by your superior, so you will get to know each other better. 

benefits welcome letter

Remember that your workplace is almost like your second home, so you have to love it as much as possible so that the results start to come.

We hope that with this information you know what the keys are to creating a welcome letter in your company. Yes, we know it may seem unnecessary at first, but as time goes by you will realise that it's the perfect tool for anyone to get off to a good start in the workplace.

Your job is to reduce uncertainty and to increase the chances of the person being able to perform in the role you've assigned them to. That's where the welcome letter comes in, which becomes a kind of springboard to put everything on a silver platter for the employee.

Now it's your turn to do your best to create a welcome letter that gives you the possibility to help that person. Ask for help if you feel it's necessary and improve the employee/employer relationship.

Are you ready for this challenge?