5 Steps To Welcome a New Employee to the Team [FREE EMAIL TEMPLATES]

As a manager or company CEO, it's your job to ensure a new hire feels welcome to your team. 

There are so many ways you can go about this, but your efforts often fall short. It's nothing against you. 88% of employees feel that their company doesn't do all that great when welcoming new employees to the team. 

If you want something that feels personal and appreciative, here's the step-by-step process that we've seen other leaders have success with!

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 5 Steps To Welcome a New Employee to the Team

According to the Wynhurst Group, 22% of staff turnover occurs within the first 45 days of employment. They also say, "New employees who went through a structured onboarding program were 58% more likely to be with the organization after 3 years".

The thing about welcoming people to the team is that it can get really awkward. 

It feels stuffy and impersonal– especially with those cringy ice-breaker games (okay, they're not all bad). It really doesn't need to be a big show. 

Your newcomers probably don't even want the spotlight put on them. And for those who do, there are areas in our process to let them have their time in the spotlight. 

Here is your step-by-step guide to a winning onboarding experience.

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Step 1: Have a Welcome Letter for New Employees 

welcoming to the team employee gift boxes

The sweetest sound to any person is their name (according to  Dale Carnegie, anyway). So, start your new employees' welcome letter with their name— and then make it all about them. The more specific you can be about what they bring to the company, the better it'll be received. 

This can be done via email, snail mail, or a handwritten note to go along with your welcome gift (more on that next).

Here's an example:

Welcoming New Employees Email Template

[Employee Name],


Welcome to the team! [Company Name] is incredibly lucky to have your talent and experience as an asset. [Reference their past work experience, resume success story, or personal anecdote here].

To show our appreciation, [here is/you can expect] a little surprise [for you/from us in the mail]! We hope this brightens your day and gives you something to look forward to.

We can't wait to see your skills in action! We'll be sending out a welcoming email to the team where you'll have a chance to introduce yourself and get to know your colleagues. 

Please don't hesitate to reach out to us with any questions!

Welcome aboard,

[Your Name, Your Title, Your Company]

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Step 2: Have Your Employee Gifts on Auto-Pilot

welcoming gift box and letter for new employees

Nothing says "Welcome to the team!" like a present. Including this little surprise sets the stage for a positive work environment. 

Understandably, this has been getting more difficult to do, especially with virtual employees. That's why you need a way to passively send your new hires their welcoming gift. 

These corporate gift boxes let you have your employee gifts on auto-pilot. Our team will handle everything from sourcing, branding, packing, and shipping to ensure we capture your brand's essence in a bold, bright box.

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Step 3: Send Your Team a New Employee Email Announcement

A part of being a good leader is making sure your team warmly greets their newest colleague. This helps to immediately establish a sense of camaraderie for the new hire (and helps break the ice before they even meet). 

Try this new employee email announcement:

New Employee Email Announcement Template

Hey Team! 

Our new [Job Title] has been filled by the talents of [New Hire Name]. [He/She/They] is joining us from [City/State/Previous Employer]. Please join us in welcoming them to the team! 

We'll also give [New Hire Name] an opportunity to introduce themselves. Feel free to share fun facts about yourself and get to know your new colleagues! 

Thanks for being here, [New Hire Name]!

[Your Name, Your Title, Your Company]



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Step 4: Encourage Your New Employee to Send a Self-Introduction Email 

new employee self introduction

Instead of cheesy ice-breakers, let your new employee choose whether or not they want to be in the limelight.

Encourage them to introduce themselves to their team using this self-introduction email template:

New Employee to Send a Self-Introduction Email Template

Hey, everyone! I'm really excited to join [Company Name]. I previously worked at [Previous Employer], where I [include personal anecdote of your previous accomplishments]. 

Some fun facts about me: 

  1. I have [SO/Pets/Children].

  2. I like to [Fun hobby]!

  3. I'm really good at [cooking, kitesurfing, kickboxing].

  4. During Zoom calls, you'll probably see me eating/drinking [coffee/candy/Cheetos]. 

I can't wait to get to know you all! Tell me some fun facts about yourself.

Talk soon, 

[Your Name]

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Step 5: Include Them in a Team Project

new employee announcement welcome to the team party

The last thing you can do to welcome a new employee to the team (and leave a good first impression) is to get them involved in a team project ASAP. 

This eliminates any awkward pauses in introductions and makes them feel like they've been on the team for longer than they have. 

This also signifies the last step in your onboarding process. The whole shebang shouldn’t take longer than a week. It's simple, easy, and makes your new hires feel seen and welcome!

How will you welcome employees to the team? Start with these hassle-free corporate gift boxes!

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