How to Write a Welcome Letter for a New Employee
Last reviewed October 2026 · General information, not legal advice. See our Disclaimer.
A welcome letter for a new employee does two jobs. It makes the new hire feel expected, and it tells them exactly what to do and bring on day one. Sent about a week before the start date, it can head off first-day confusion and missing paperwork.
A welcome letter isn’t the same as an offer letter. The offer letter sets out the terms of the job. The welcome letter handles logistics and tone. Keeping the two separate, and making sure they don’t contradict each other, avoids problems later. For everything else to prepare before the start date, see What to Do Before a New Hire’s First Day.
In this guide
When to send it
Send the welcome letter about one week before the start date, after the offer is signed and any background check is complete. That gives the new hire time to plan their commute, gather documents and ask questions.
Email works well. Some employers also mail a printed letter or a card signed by the team as a personal touch.
What to include
1. A warm opening. A sentence or two saying you’re glad they’re joining, from their manager or the business owner.
2. First-day logistics
- Start date and arrival time
- Where to go: address, entrance, floor, or login details for remote employees
- Who to ask for when they arrive
- Parking or transit details
- Dress expectations
3. What to bring. Ask them to bring original documents showing their identity and authorization to work in the U.S. for Form I-9, and attach the Lists of Acceptable Documents. Let them know they can choose which acceptable documents to bring. Don’t name specific documents. Our guide on how to complete Form I-9 explains why.
If you’d like them to complete paperwork ahead of time, such as Form I-9 Section 1, Form W-4 or direct deposit, say so and include the links or forms.
4. What the first day looks like. A short outline: who they’ll meet, any training, lunch plans and when the day ends. Knowing the plan reduces first-day nerves.
5. A contact person. Name and phone or email for questions before day one.
6. A friendly close. Repeat that you’re looking forward to having them on the team.
What to leave out
The welcome letter should stay focused on logistics and welcome. Some content is better left out or handled elsewhere:
- New or different job terms. Don’t restate pay, title or schedule differently from the offer letter. If you mention them, copy them exactly. Conflicting documents create confusion and can create disputes.
- Promises about how long the job will last. Phrases like “a long career with us” or “permanent position” can be read as promises of continued employment. If your employees are at-will, keep the language warm but general, for example “We’re excited to have you on the team.”
- Medical or personal questions. Don’t ask about health, disabilities, family plans or other personal matters. If the employee will need an accommodation, the welcome letter can say who to contact about any needs for the first day, without asking for details.
- Instructions on which I-9 documents to bring. Share the full list and let the employee choose.
- Legal notices. Some states require a written notice at hire (for example, of pay rate and payday). Provide required notices as their own documents, not buried in a welcome letter. Check your state’s rules.
A simple welcome letter template
Adapt this for your organization:
Subject: Welcome to [Company], [First Name]!
Hi [First Name],
Welcome to [Company]! We’re glad you’re joining the team as our new [Job Title], and we’re looking forward to your first day on [Day, Date].
Your first day
- Arrival: Please arrive at [time] at [address / entrance]. Ask for [Name] at the front desk.
- Parking: [details]
- Dress: [details]
- Schedule: You’ll start with a welcome and introductions, then [training or setup]. We’ll have lunch together at [time], and your day will wrap up around [time].
What to bring
Please bring original documents that show your identity and authorization to work in the United States for Form I-9. The list of acceptable documents is attached, and you can choose which documents to bring.[Optional: To save time on your first day, you can complete the attached forms ahead of time: (list forms).]
Questions?
If you have any questions before you start, contact [Name] at [email / phone].We’re excited to have you with us and look forward to seeing you on [day]!
Best regards,
[Name]
[Title]
Tips for a better welcome letter
- Have the manager send it, or sign it with the business owner. A personal note means more than a form email from HR.
- Keep it short. One screen or one page is plenty. Save policies for the handbook.
- Double-check the details against the signed offer letter: start date, time, title and location.
- Use the same template every time, so every new hire gets the same information. Consistency is fair, and it’s easier to manage.
- Follow up the day before with a short reminder if the start date was a while after the letter.
Coming soon: Onboarding Toolkit
A first-week schedule, a new hire paperwork checklist with deadlines, an editable welcome letter and check-in questions. Get notified when it launches →
Frequently asked questions
Is a welcome letter the same as an offer letter?
No. An offer letter sets out the terms of the job, such as title, pay and start date. A welcome letter handles first-day logistics and welcome. If the welcome letter mentions any job terms, they should match the offer letter exactly.
When should I send a welcome letter?
About one week before the start date, after the offer is signed and any background check is complete.
Should the welcome letter tell the employee which I-9 documents to bring?
No. Share the Lists of Acceptable Documents and let the employee choose which acceptable documents to bring.
Is a welcome letter required?
No. It’s a common best practice, not a legal requirement. Some states do require separate written notices at hire, so check your state’s rules.
Worth keeping: save the template and use it for every new hire, and see our Hiring & Onboarding guides for the next steps.
Related Articles
- What to Do Before a New Hire’s First Day
- How to Plan a New Hire’s First Week
- How to Complete Form I-9: A Step-by-Step Guide for Employers
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Disclaimer
This article provides general information about HR practices for educational purposes only. It is not legal advice and does not create an attorney-client or consulting relationship. The template is a starting point and should be adapted for your organization. Employment laws vary by state and locality. Confirm current requirements with the appropriate agencies and consult an employment attorney before making decisions about a specific situation. Read our full Disclaimer.
