A welcome email is a great way to break the first ice and say hello to your team (an especially interesting option for introverts 😉). It doesn't require personal contact, allows you to get to know members of the company and is relatively quick to develop.
It can be can be sent from both the employee and employer side. We will discuss such a welcome message from the employee side.
Let's get started!
What is a welcome email?
A welcome mail is a message that a new employee sends to his colleagues, right at the very beginning of his adventure with the company. This type of e-mail serves as an aid when initiating contact and introducing an employee to the company's ranks. In addition, it is intended to:
- establish initial contact with new colleagues,
- show enthusiasm about starting a new job,
- or express readiness to work with the team.
In the message, the new employee can include any content. For example, he or she can briefly introduce himself/herself, explain his/her experience and skills, and express his/her expectations for the new job.
This is a good way to introduce oneself to the new environment and make initial contacts, which can contribute to better integration into the team and faster adaptation in the new workplace.
However, a welcome email should not replace a personal greeting for the team. It only serves as an introduction and is the first step to initiating a friendship.
Why should you send a welcome email?
There are many reasons why you might send a welcome email, including:
Starting a relationship with your team
Sending a welcome email is a good way to start a relationship with new colleagues in a positive way and build a strong foundation for future friendships. This will help you blend into your new environment faster.
Showing off your good side
Sending a welcome email shows that a new employee is interested in his or her job and is committed to the company right from the start. It's also an opportunity to express your enthusiasm about joining the team and starting a new career. This allows you to show that you are positive and ready to work.
Introducing yourself
This is also a chance for the new employee to briefly tell the emlpoyer about himself or herself and explain what experience he or she has with the position to which he or she has been hired. Introverts, in particular, may be reluctant to introduce themselves, but with an email, this problem disappears. So it's an ideal way to showcase your potential and demonstrate what you can bring to the team.
Sending a welcome email is therefore a simple gesture that can have a positive impact on the company's atmosphere and on relations between employees.
What you need to know before you send a welcome email
However, before you send such an email, you need to consider certain things that will allow you to show off your good side and not cause a gaffe. For this reason, consider:
#1 Email tone and style
Find out what tone and style an email should be written in. Is it in a formal, professional tone, or in a casual, colloquial tone? Can you introduce personal elements to express your enthusiasm and show that you are positive, or is it inappropriate to do so? It's worth paying attention to these elements and adjusting accordingly, but above all, remember to maintain your culture.
#2 Timing of the email
This type of email should be sent within the first few days of the job to show that the new employee wants to connect with the team. The email won't make sense after a month on the job. You can even send it on the first day, because then the new employee is then dealing with organizational issues and getting to know the company from the inside. The sooner, the better.
#3 E-mail addressees
It's worth making sure who exactly the welcome e-mail should go to. Should it be sent to all employees or only to a specific group? Before sending it, it's a good idea to consult with your supervisor to avoid misunderstandings. Also pay attention to your employees' contact information, such as their mailbox addresses or phone number.
What must a welcome email contain?
Here are some must-have elements that must be included in the welcome email:
🖋 The right title
A suitable title in a welcome email is of great importance, as it is the first thing the recipient will see. The title should be short and concise, clearly communicating the content of the email. This way, the recipient immediately knows that he or she has received a welcome email from a new employee and will open it with curiosity.
Otherwise, an inappropriate title may cause the email to be ignored or considered spam. If the title is too vague or general, the recipient may find the email irrelevant or not directly relevant.
🤵 Politeness phrase
The phrase of politeness is essential insofar as it allows you to establish a positive contact with the recipient. It is an element of business culture that confirms that the sender respects the recipient and is trying to establish good contact with him.
The phrase is also important because of its communicative function. By using the right phrases, the addressee and communication style can be made clear, making it easier to convey information and avoid misunderstandings.
📃 Core content
At this point you should include what you most want to convey to your new colleagues. This can be a brief overview of your experience, interests, goals for the new job, or simply information about how excited you are to join the team.
The most important thing is to keep the content short, concise and clear, yet warm and friendly.
💻 Readiness to cooperate
It is also worth expressing your readiness to cooperate with your new friends. You can write that you are open to proposals and suggestions for work and are willing to learn everything necessary.
By doing so, you will show that you are interested in cooperation (and this will certainly be appreciated by your new colleagues), build a positive image among your new colleagues and gain their respect.
🖐 Conclusion
The last step in writing an employee welcome email is to end it nicely and sign your name.
For example, you can write: "Once again, I would like to express my pleasure about being accepted to the team." Finish with a short but friendly "have a nice day," "see you later," or even "hello." Followed by your first and last name, and you're all set!
Examples of a welcome email
👔 Official
Subject: new team member.
Dear Group,
I would like to take this opportunity to send you a warm welcome to you as my new team member at [company name]. I am very pleased(a) to join you and that I will grow with you. I hope that my experience and skills will be a great addition to our organization.
At the very beginning, I wanted(am) to introduce myself. I have been working in the [industry name] industry for [number of years]. I have always acted with passion and strive to achieve the best results. I believe that interesting challenges and opportunities for growth and career await me at this company. I trust that we will work together comfortably and safely, and that we will develop our acquaintance.
I look forward to our meeting, which will take place tomorrow at [time] at [location]. It will be an opportunity to get to know you all and talk about our projects and goals.
Once again, I extend a warm welcome and keep my fingers crossed for our fruitful cooperation!
Sincerely,
[your name].
[position].
👚Unofficial
Subject: yay! Nice to meet you guys!
Hello new friends!
I wanted(a)to say hello to you and how happy I am to have joined your team as [position]. I am very excited to have the opportunity to work with such talented people and learn the best from you.
I believe that together we will achieve many great things and accomplish our company's goals. I would also like to take this opportunity to thank you for your warm welcome and for the help I received at the start.
In the coming days, I am eager to get to know you better and start working at full speed. If you have any tips, advice or suggestions you would like to give me, please feel free to do so - I am open(ed) to any suggestions and ideas.
Thank you again for the warm welcome and I look forward to our collaboration!
Have a great day,
[Your name].
Welcome your employee online
In addition to the welcome email, it's also a good idea to conduct an onboarding meeting. If you don't have the space or time for it, put the meeting online! LiveWebinar will already help with that.
LiveWebinar is an advanced and easy-to-use online meeting platform that offers many advantages over other tools.
LiveWebinar allows you to easily and quickly start an online meeting without downloading any additional software. All you need to do is create an account and log in to the platform, then create a virtual meeting room.
Our tool also offers many features that make it easier to conduct online meetings, such as:
- built-in calendar,
- notification system,
- presentation, file and screen sharing tools,
- and an extensive participant management system.
LiveWebinar is highly scalable and can be easily customized to meet the needs of any company, or any employee, regardless of industry. What's more, it offers reliable broadcast quality, which means your online meetings will go off without a hitch!
Choose LiveWebinar and welcome your employees the way they should be welcomed!
Welcoming new employees has never been easier
Welcome emails are essential during onboarding and often break the first ice with a new team. If you add online meetings to them as well, you'll make their first impression of you even more positive!
LiveWebinar is the perfect tool for onboarding meetings, thanks to its advanced features, scalability, or reliable broadcast quality.
Try out our tool today and welcome your new team as it should be!