A warm welcome for your new employee: 12 tips for a great start

Creating a warm welcome before the first day

Between hiring a new employee and their first day, there might be a gap of a few days or even weeks. During this time, it’s important to keep their enthusiasm high and let them know you’re eager for their arrival.

Here are some ideas to nurture that excitement:

1. Craft an inspiring welcome email

The welcome email is often your first chance to connect personally after the contract is signed. It sets the tone for the relationship. Here's what you can include:

• Personal Greeting: Start with the employee's name and a warm, personal welcome.
• Team Introduction and Culture: Mention (or reiterate) the names of their new team members and talk about the company culture.
• Practical Details: Include the start date, time, location, and main contact person.
• First Day Overview: Provide a schedule that highlights key activities like a team lunch or an office tour.
• Fun Extras: Add a link to a welcome video or drop a hint about their welcome gift.
• Onboarding App Mention: If you use an onboarding app, explain how it can help them get started.

Sample Welcome Email

Subject: Welcome to [Company Name], [First Name]!

Hi [First Name],

We're thrilled to welcome you as our new colleague in the [Team]. Your journey with us begins soon, and we can't wait to meet you and achieve great things together.

Have you downloaded our onboarding app yet? It’s packed with information on the organization, culture, your team, and your first weeks here.

What to know about your first day:

We’re expecting you on [Start Date] at [Start Time] at our office located at [Address]. One of your enthusiastic colleagues will meet you at the reception and give you a tour. Afterwards, you’ll get to meet the rest of the team. Lunch is on us, so no need to bring food!

You mentioned during the interview that you travel by public transport. You can take the ferry from Amsterdam Central to the NDSM werf, or get off at the nearest stop: [Bus Stop Name].

Your new team:

Your team includes [Team Member Names], and everyone is excited to work with you. We’ve already scheduled some coffee dates during your first week. You also have a meeting with [Manager Name] on Monday to plan the upcoming days.

To help you settle in, we’ve partnered you with a ‘buddy’. [Buddy Name] will guide you and be your go-to person for any questions. [Buddy Name] will reach out to you soon!

Ps: Check out the attached welcome video from the entire team.

See you soon!

Best regards,

[Your Name]

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2. Keep your new hire informed and engaged via an onboarding platform

Your new hire has signed the contract—what’s next? Sending a welcome message is great, but giving them access to an onboarding platform can be even better.

This keeps communication flowing between signing day and start day, keeping their excitement high. Plus, it’s a convenient way to share information. With the Appical app, you can share things like:

• Welcome video: Give a warm welcome with a personal video message from the team or the CEO.
• Company info: Share details about company values, mission/vision, and history.
• Messaging: Encourage the buddy or manager to reach out to the new hire.
• Team introduction: Provide an overview of who’s who on the team. It can be text-based, but it's more engaging if interactive, like guessing which fun fact belongs to which team member.
• Practical info: Share important details about the first day, like dress code and parking options, to ease nerves.
• Virtual tour: Give a virtual tour of the office or workspace to help them get familiar with their new environment.
• FAQs: Answer common questions or provide an overview of frequently used acronyms.

3. Prepare your team for the arrival of the new hire

Want to give new employees a truly warm welcome? Don’t forget to inform the rest of the team and encourage them to reach out, too.

Ask team members to send a short welcome message via LinkedIn. This could be as simple as “We can’t wait for you to start, welcome to the team!” or something more personal.

These little gestures help the new hire feel like part of the team right away.

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4. Invite your new hire to a team activity

Got a team activity coming up? Invite your new colleague to join in! An informal setting like this is a perfect way for them to get to know the team and feel at home quickly. Think of things like a team lunch, a team outing, or an invite to the Friday afternoon drinks.

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5. Send a creative welcome card

How often do you still get a card in the mail? It’s rare in this digital age, which makes it even more special. Surprise your new hire with a card—maybe even with a little gift included.

Here are some ideas to make it look extra special: 

• Personal card: Have team members write their best wishes or handy tips. For example, “Welcome to [Company Name]! Did you know our favorite lunch spot is [local lunch place]? Let’s go there together soon!” Make it even more fun by adding a little quiz, like: “Guess who shared this fun fact about themselves!”
• Team photos: Create a collage of funny photos from team activities and add it to the card. This gives the new hire a glimpse into the team’s culture.
• Invitation: Don’t forget to include the invite for a team lunch or drinks.

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6. Appoint a buddy 

Pair your new hires with a onboarding buddy. This buddy can guide them and help them settle into the organisation. They’ll be there to answer practical questions, introduce colleagues, and give insight into the company culture. A buddy often feels more approachable than, for instance, a manager, which can encourage new hires to ask questions more promptly.

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Welcoming new hires on and after day one

The first day is a big deal. Your new employees are probably a bit nervous and not feeling at home just yet. It's your job to change that! Hopefully, you've already sent an email or used the app to share some helpful info and ease any worries. Now it's time for the next step: giving them a warm and friendly welcome on their first day and beyond.

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7. Make sure all the practical details are sorted 

Ensure all the practical details are taken care of: the laptop is ready to go, all necessary programs are installed, and access to systems has been set up. There’s nothing worse than spending your first day on endless calls with IT because you can’t use your computer.

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8. Give a memorable welcome gift

Surprise them with a welcome gift that makes an impact. Think of a personalized water bottle, a welcome kit with different goodies, or a fun desk item like a small plant with a tag that says, “You help us grow!” Create a cheerful and personal gift that fuels their excitement even more.

Check out more ideas for a creative welcome package.

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9. Arrange a welcome committee for their first day

Make sure someone is ready to warmly greet the new employee. This could be a receptionist who guides them or a team member there for a friendly welcome. Start the day with a relaxed chat over coffee to ease into things and make some introductions.

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10. Give a tour of the new workplace

Organize an in-depth tour to help your new hire get familiar with their surroundings. Show them key spots like meeting rooms, the cafeteria, and, of course, the coffee machine. A good tour prevents them from getting lost on their first day.

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11. Coffee chats with colleagues

Plan a series of short meet-and-greet chats with key people in the organization. These informal “coffee dates” give the new hire a chance to build relationships and learn more about the team’s dynamics and cross-team interactions.

Bonus: Provide a list of possible talking points or conversation starters to help the new hire ask specific questions and introduce themselves more effectively. This can also serve as a useful tool if the conversation needs a little encouragement.

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12. Encourage the new hire to introduce themselves

Encourage your new hire to introduce themselves (digitally) in the team chat. This can include a photo and a few fun personal facts to break the ice.

You can provide guidelines on what to share, such as their role, previous work experience, hobbies, or what excites them about joining the team.

Bonus: Introduce your new colleague on LinkedIn
Use LinkedIn to formally introduce your new hire to a broader network. This not only gives them immediate visibility but also strengthens their sense of being welcomed. For client-facing roles, it’s a great way to start building connections with (potential) clients and partners early on.

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Remember: A good first impression goes a long way, and with these onboarding new employee tips in your back pocket, you’ll give your new employees an amazing start. By paying attention to the little details and giving them a warm welcome, they’ll feel at home faster. This not only helps with their integration but also fosters lasting relationships.

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