A new hire welcome email is the message you send between a signed offer and someone's first day, confirming the practical details of day one. Use it to cover start time, where to go or which link to use, dress code, who will greet them, and a quick outline of the first week. It sets a warm, organized first impression before they arrive.
The gap between accepting an offer and actually starting can stretch for weeks, and quiet during that gap makes people nervous even after they have said yes. This email fills that silence with something useful - the concrete logistics of showing up - rather than more paperwork. Send it far enough ahead that they can plan around it, and close with a real person to contact if plans change.
Subject: Welcome to [COMPANY NAME], [FIRST NAME] - see you on [START DATE]
Hi [FIRST NAME],
We are genuinely glad you are joining us as [JOB TITLE], and wanted to send along everything you need before day one.
Start date and time: [START DATE], arriving by [START TIME].
Where to go: [OFFICE ADDRESS AND FLOOR / REMOTE LOGIN LINK AND TOOLS TO INSTALL BEFOREHAND].
Dress code: [WHAT PEOPLE TYPICALLY WEAR].
You will be met by [NAME AND TITLE], who will get you settled in.
If anything changes before then, reach [CONTACT NAME] at [PHONE/EMAIL].
Looking forward to it, [YOUR NAME]
Equipment: [LAPTOP / PHONE / ACCESS BADGE] will be waiting at [LOCATION], or shipped to arrive by [DATE] if remote.
Accounts: your [EMAIL / LOGIN / SOFTWARE] access will be set up before you arrive so you can get started right away.
Paperwork: any remaining forms are at [LINK], and take about [TIME] to complete.
Workspace: you will be seated [LOCATION DETAIL], or for remote roles, your home setup checklist is at [LINK].
Your buddy for the first few weeks is [BUDDY NAME], [BUDDY TITLE] - they will reach out before day one to say hello.
You will also meet [TEAM MEMBER NAME(S)] on your first day, who work closely with the [TEAM NAME] team.
Your manager, [MANAGER NAME], will set up time with you in your first day or two to go over what to expect.
Feel free to reply with any questions before then - no question is too small.
Day one: [ORIENTATION / TEAM INTRODUCTIONS / SETUP].
Day two to three: [ROLE-SPECIFIC TRAINING / SHADOWING / TOOL WALKTHROUGHS].
By end of week one: [FIRST SMALL TASK OR MILESTONE].
A fuller outline will follow from your manager once you start - this is just the shape of the week.
We'll send the full, editable recruiting template pack — plus the occasional hiring tip. No spam, unsubscribe anytime.
Pitch N Hire is an applicant tracking system. Offers, interview invitations, feedback requests, and rejections go out from the candidate record — so nothing is retyped and nothing is lost in someone's inbox.
Free for 1 user · No credit card · Talk to a real hiring expert
Pitch N Hire unifies sourcing, screening, and async AI interviews on one platform. Start free with the 1-user plan, or book a demo on your real roles.
Prefer to talk? Book a demo · Talk to sales · View pricing
Free 1-user plan · No credit card · Talk to a real hiring expert
See your true cost-per-hire and how much Pitch N Hire could save you — our free Recruitment ROI Calculator gives you the numbers in under a minute. No signup required.
Open the free ROI calculatorPrefer a tailored walkthrough on your real roles? Drop your work email:
★ Free 1-user plan · No spam · Talk to a real hiring expert
