How to Use Hiring Tools to Write and Send Out an Excellent New Hire Welcome Letter

If you manage a team – whether as a team manager or an HR professional – you might have noticed how the last two years have been very demanding. Nobody knew what to anticipate when COVID-19 arrived, and now with the Great Resignation, the hiring game has shifted into a more creative one with hiring tools.

Most of today’s hiring tools used by recruiters get more advanced each year. They introduce features like email templates and customization, which can save you a significant amount of time and effort during the hiring process

EVA-REC is one of our hiring tools that include features that save recruiters time by automating communication with candidates every step of the way and keeping them in the loop on the next steps in the hiring process.

Businesses are using these hiring tools to send out new hire welcome letters seamlessly. A welcome letter is the best approach to making new employees feel at ease before they begin work. These letters sent by their manager or HR welcome your new employee to your company and provide them with any needed information for a successful start.

Below you will find a sample welcome letter for new employees, along with a template you can send to the team using hiring tools to introduce them to the new employee.

Why is it important to send a welcome letter to a new employee?

The new employee welcome letter accomplishes these goals as part of your new employee welcome process.

• Makes the new employee feel appreciated and valued by the recruiter through reinforcing the commitment to and satisfaction of your decision. This letter increases their confidence and their ability to succeed in their new career.
• Reaffirms the start date, time, and other important information for the new employee. The welcome letter confirms the new employee’s responsibilities in the new job. The letter relieves the new employee’s anxiety and prevents misunderstandings.
• The recruiter can provide some of the benefit forms and other employment documents in advance for the new employee to review and fill them out.
• Reminds the supervisor to go through the new employee orientation plan. Also, it ensures that the employee’s workstation and equipment or software needed are provided and ready to be used.

What to include in welcome letters?

Employee welcome letters can be simple or complex. The latter ones are more detailed. It sometimes includes the new employee orientation schedule (if applicable) and the names and work descriptions of employees the new employee will meet in the first few days. It can also include any additional documents that need to be filled by the new employee.

The welcome letter sent through hiring tools can introduce the new employee to their new team by providing background information and copying the letter to each member of the team. Furthermore, welcome letters frequently include links to documents that employees will need to complete for reasons of employment status.

Some companies include links, an email, a password, the employee handbook, and access to any online platforms that the employees use to work or communicate with one another, such as Slack, Google Docs, Drive, and Asana.

New employee welcome letter template to send out using hiring tools

Subject line: Welcome to the team!

Hi / Dear (name of new employee),

Congratulations! I would like to welcome you to (company’s name). We are excited to have part of the team!

As previously agreed on during the interviews, while your new position reports to (name of manager/supervisor), I would like to welcome you to the (name of department) on behalf of all of the team at (company’s name).

Your first day will be on the (date of start), you will meet with me to discuss your successful integration into our company and with the recruiting team. You will also meet with several teammates to get familiar with the whole department.

Again, welcome to the team. If you have questions before your start date, kindly let us know by dropping us an email. We look forward to having you on the team!

Sincerely,
(Name)
(Signature)

Welcome new employee letter template to send to the team

Subject line: Join me in welcoming (name of new employee)!

Hi / Dear team,

I would like to introduce you to our newest employee. (name of new employee) has accepted our offer of employment as a (position), and the first day will be on (date).

(name of new employee) has (#) years of experience in (specify in which industry). In (his/her/their) most recent position, (name of new employee) managed (previous role) for (Company Name) and has experience in (mention briefly about the new employee’s experience).

As a (position), (name of new employee) is responsible (mention main responsibility) in the (mention department). (name of new employee) will report to (name of Manager/Supervisor). Specifically, (name of new employee) will lead our efforts in (mention role and duties).

Thanks for joining me in welcoming (name of new employee) to the team!

Sincerely,
(Name)
(Signature)

Keeping it short

It is not difficult to welcome a new employee. With hiring tools, it will just take you a few minutes to introduce the new employee’s experience and competence to the team. Writing and sending the welcome letter will pay off well in terms of employee satisfaction and retention as employees will appreciate it and feel valued from the very start.

If you want to streamline the recruiting process and automate administrative tasks, incorporate hiring tools like EVA-REC into your system and save time and money!

EVA-REC is an end-to-en hiring platform that automates and improves the hiring process with AI technology. From small businesses to industry giants – EVA-REC helps companies drive merit-based, objective, and fair hiring practices that minimize bias, without dehumanizing the hiring process. Request a free demo and see the exceptional results you can achieve with EVA-REC today.

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