Writing Welcome Letters – HR Communication Handbook (2024)

Arley’s comments: You’ve done a good job organizing the information and giving a brief overview of the main points. Your writing is easy to skim and absorb. I like how you break down the steps of writing a welcome letter, then give some examples. You’ve also done some good research. However, remember that when you’re paraphrasing, the language of the original source shouldn’t be within the document. Restate it as if explaining the topic to a friend. Also, make sure to cite the ideas that came from your source. While the bullet points were easy to skim, you may need a little more detail to introduce the topic.

Judy’s comments: Overall your information is well organized, easy to read and follow, and is engaging. I would suggest introducing this page by providing related information to the audience about when this is used, etc. I noticed that the sample letter is to welcome someone to be a member of some type of club or association vs. a welcome to an employee (this is the same for the article by Serra Doll) – these will both need to be updated accordingly. I would even suggest considering moving the sample letter to where the sample template is covered. The sample template should include all information except for those things like employee name, company name, etc. that need to be filled in. I would search and include this type of template as well as samples that include the “nice-to-haves” mentioned. This will then create a more robust resource. I would also be mindful to use Canadian examples and resources (not exclusively but ensure to include these). Lastly references should follow APA formatting standards.

A welcome letter is an excellent method to make new employees feel at ease before they begin working. These basic letters serve to welcome your new employee to your organization and provide them with any pertinent information for a successful start. They are typically emailed to the new employee by the employee’s manager.

• It is a document that introduces the company and its key team members to the new employee and provide the basic information to prepare for the first day of the job.
• It creates an atmosphere for greater working experience.
• Here is sample Welcome Letter.

According to a blog written by Serra Doll, there can be multiple reasons to send a welcome letters , Some of them are:

• It is your way of showing care for new members and employees.
• More than acknowledgement, it is a chance to make them aware about the company.
• It helps in building a good foundation for future goals and queries.

• New customer welcome letter
• New employee welcome letter
• New client welcome letter

There are various ways of writing a welcome letter. Various sources such as Mighty Recruiter, Indeed , Learn English and many more shows us how can we create a welcome letter. Following are the steps which can be considered to form a new welcome letter:

• Step 1-Begin with the letterhead/name/email address of the company for maximum attention.
• Step 2 – Include the Date
• Step 3-Greet the recipient
• Step 4– Warm welcoming note along with brief information about the company
• Step 5– More about the achievements of company and their responsibility towards the company
• Step 6– Give them idea about their first day ( where to go, whom to contact , company’s dress code etc.)
• Step 7– Give your contact information in case of any query or doubt
• Step 8– Show your excitement to work with them
• Step 9– Conclude and close with a will of meeting them.

Steps to write a welcome letter and the template for a welcome letter are already discussed in this chapter, Now we can consider some points which are actually ‘nice to have’ in a welcome letter. According to Indeed

• Add orientation or onboarding schedule.
• Add links for helping numbers of the company.
• Add links to the employee tools and resources.
• Add links for employee handbook.
• Add the names of colleagues and their designation.

Now that we are done with creating a welcome letter, there are some tips to remember before we send a welcome letter. They are:

• Proofread and edit.
• Ask company’s legal advisor to re-read it.
• Add your expectations from them.

Templates keep changing from one company to another or from one receiver to another but the basic writing content remains same.

References:

doll, s. (n.d.). Retrieved from onovative: https://www.onovativebanking.com/best-practices/value-of-a-welcome-letter.html

HEATHFIELD, S. M. (2021, february 19). Retrieved from the balance careers: https://www.thebalancecareers.com/sample-welcome-letters-1918923

indeed.com. (n.d.). Retrieved from indeed.com: https://www.indeed.com/hire/c/info/welcome-letter-template

https://www.mightyrecruiter.com/recruiter-guide/ent/welcome-letter