How to Welcome New Team Members: Best Tips and Practices (2026)

First impressions matter, a widely held belief that is applicable in the workplace. After formal onboarding, what culture is being demonstrated beyond what is written in the handbook?

Welcoming a new hire goes beyond the standard HR orientation. It is about the gestures and cultural introductions that make someone feel they truly belong on the team. Formal onboarding covers the technical aspects (paperwork, training, etc.), whereas a genuine welcome adds the human touch.

This personal welcome reflects your company culture in action. A warm, well-organised welcome can also ease first-day nerves by reducing anxiety and uncertainty. This is why how to welcome new team members matters

It signals that the team is excited to have them on board and ready to support their success. Ultimately, welcoming a new team member is about establishing a positive first relationship between the employee and the organisation, laying a foundation of trust and connection from the very start.

If you want to learn the best tips and practices of welcoming a new team member, read on!!

Benefits of Welcoming New Team Members

Among other benefits of putting effort into a genuine welcome, these directly contribute to a stronger, more connected workforce and a thriving workplace.”

• Increased engagement and productivity
• Faster integration into team culture and processes
• Positive employer branding and team morale

Key Principles for an Effective Welcome

Any successful new-hire welcome shares a few core principles:

1.       Personalisation: Tailor the welcome to the individual. Use the new employee’s name or acknowledge their specific role or background, and avoid a one-size-fits-all approach.

Example: Hello Sarah, it’s great to have you join us.

2.       Timeliness: On their start date, send a friendly welcome email. Do not wait till 2 days later.

Mediums for Delivering Welcome Messages

There are many ways to say “welcome” to a new hire. Here are a few common media and how to use them:

• Welcome Email: Typically sent by HR before or on the new hire’s first day. A good welcome email expresses enthusiasm for them joining, confirms key details, and sets a warm tone.
• Team Chat Introduction (Slack or Teams): Announcing the new employee in a public channel on their first day. For instance, a manager might post: “Everyone, please join me in welcoming Sarah to our team. She is joining us as a video editor in the Content department.
• Handwritten or Physical Welcome Notes: A tangible welcome can make a big impact in the digital age. Some companies leave a handwritten card on the new hire’s desk or send a note to their home.
• Newsletters: If your organization has an internal newsletter, intranet news feed, or all-hands meeting, use it to introduce new team members more broadly.

Personalized Manager Notes: In addition to formal HR communications, a personal message from the new hire’s direct manager can be extremely effective. Managers can send a brief email or Teams message on the morning of the new hire’s first day.

How to Craft a Warm Welcome for Remote and Hybrid Teams

Step 1: Start by addressing your new team member by name and saying why you’re writing.

Example: you might write: “Hello Maria, welcome to the team!

Step 2: Next, tell them why you’re happy they joined.

Example: We’re really excited you’re here. With your creative design skills, we know you’ll add a lot to our team.

Step 3: Give practical information about the first day.

Hybrid: Include details like the start date/time, who they’ll meet, where to go, and anything to bring.

Example: Your first day is Monday, March 1, at 9:00 AM. Please bring two forms of ID to complete HR paperwork.

Remote: Be even more precise about login instructions, Zoom links, time zones, and tool access.

Example: Your first day is Monday, March 3rd, at 9:00 AM EST. We’ll meet on Zoom at this link: [Zoom Link]. Your Slack and email credentials are already being set up.

Step 4: Add your full digital signature with time zone and preferred contact method. This works with both hybrid and remote roles.

Tools for Welcoming New Team Members

Leveraging the right tools can make your welcome process smoother and more impactful. Consider the following resources:

1.   PerkFlow – Employee Engagement, Recognition & Productivity

PerkFlow goes beyond traditional recognition by linking team goals to performance, creating a space where employees can give shout-outs for a job well done, and welcoming new team members. This approach not only celebrates achievements but also fosters collaboration, reinforces company culture, and boosts overall team productivity.

2.       Bamboo HR – HR & Onboarding Software
A popular HR solution with digital onboarding workflows, customizable welcome materials, e-signatures, and task automation to streamline the new hire experience.

3.   Rippling – People & IT Onboarding Platform

Combines HR and IT tasks (payroll, workforce provisioning, software access) into one onboarding dashboard, helping new hires get set up quickly and accurately.

4.   Work Bright – Digital Remote Onboarding

A solution built for remote and hybrid workplaces that digitises paperwork and compliance tracking to ensure smooth onboarding regardless of location.

5.   Personio – Onboarding + HR Management

Offers custom onboarding workflows, checklists, document tracking, and automated reminders — giving HR teams a centralised way to welcome new employees.

Common Mistakes to Avoid

1.       Writing overly long emails or messages.

2.       Omitting next steps or the initial onboarding agenda.

3.       Including too many links and attachments in one email.

4.       Failing to proofread or check the tone of the message.

Best Practices and Examples

To wrap up, let’s look at a few concrete examples and best practices for welcoming new hires. You can adapt these to fit your company’s tone and culture:

1.       Sample Welcome Email (from HR):

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

Hi [Name],
Welcome to the [Company] family! We’re excited to have you join us as our new [Job Title] on the [Team/Department] team.

Your first day is [Day, Date] at [Time]. When you arrive at [Location] (ask for [Contact Name] at reception), he/she will get you set up. If you’re working remotely, please log in by [Time], and you’ll be met by the team on a Zoom call – the link is in your calendar invite.

We’ve prepared your workspace and a few orientation sessions to help you get started. Attached is your first-day agenda and a quick welcome guide about our team and projects. Don’t worry, we’ll go through everything together. This is just to give you a heads-up so you know what to expect.

Feel free to reach out if you have any questions before Monday. In the meantime, have a wonderful weekend! We can’t wait to officially welcome you on your first day.

Cheers,
[Your Name] | [Your Role] | [Company]

2.       Team Chat Introduction (Slack/Teams example):

In your team’s channel on the new hire’s first morning, you can post something like:

“Hi team! I’m excited to introduce [@Name], who joins us today as our new [Job Title] in [Department]. 

3.       Manager’s Welcome Note (example):

Whether it’s an email before they start or a note on their desk, a personal message from the manager can mean a lot. Example:

Hi [Name],
I wanted to personally welcome you to the team. I’m thrilled to have you coming on board as our new [Position]. We hired you because we believe you’ll make a fantastic impact, and I can’t wait to see you apply your talents here.

On your first day, I’ll take you around to meet everyone, and we’ll get you set up with everything you need. My door is always open – if you have any questions at all, don’t hesitate to reach out.

  Memorable Welcome Kit Ideas: 

Along with messages, a welcome kit can reinforce a positive first impression. Some creative ideas:

Customized swag: T-shirt, hoodie, coffee mug, water bottle, or laptop stickers with the company logo.

Office essentials: Notebook, set of pens, desk plant, mousepad, or reusable coffee tumbler.

Personalized items: Mug or welcome card with their name; a card signed by team members with messages.

Fun extras: Small gift card, book relevant to their role, snacks, stress toy, or branded socks with a fun note.

Note: The welcome kit doesn’t have to be expensive or extravagant. It truly is the thought that counts. A well-curated kit shows that the company invested time to prepare for the new hire’s arrival, which makes them feel valued.

Plus, it gives them some cool goodies that they’ll associate with their positive start at your company.

Frequently Asked Questions 

Q1: How can I make a remote employee feel welcomed?
Welcoming remote employees requires extra intentionality, to be honest. Schedule video introductions with the team and assign a direct contact person they can reach if they have questions, andwho will fill them in on their tasks. Try not to overboard them in the first week. For example, give a shout-out in Slack for their first milestone. 

Q2: Should managers or HR send the first welcome message?
  Both should play a part. HR typically sends the official onboarding information and a general welcome email. However, it’s very effective for the manager to also send a personal welcome (or call) on the first day. 

Q3: How can I personalize a welcome without overcomplicating it?
Personalizing a welcome is easy. Use the new hire’s name correctly, mention their role and team, and reference something unique from their background or interview. Tailor their onboarding with meetings relevant to their work and assigning a mentor.

 Q4: What are good examples of short, effective welcome messages?
Here are a couple of examples:

• Email example: “Hi [Name], Welcome to the team!  We’re thrilled to have you as our new [Job Title]. Your first day is tomorrow, and we’ve got everything ready for you. Check your email for a schedule and some onboarding materials. Can’t wait to see you at 9 am. Let me know if you need anything. See you soon!

Slack example: @Name, welcome to our team! Please, everyone, join me in giving [Name] a warm welcome 👋. [Name] is starting today as our new [Role] in [Team]. We’re excited to have you on board, [Name].

Conclusion

Welcoming new team members effectively is an investment in your people and your culture. From the first message to the first meeting, every touchpoint shapes how your new hire sees your company and their place in it.

When onboarding in a hybrid or remote team, the steps are simple: be clear, be human, add a personal touch, and make space for real connection.

When you welcome new team members the right way, you’re building a stronger, more connected team.