The days between signing a contract and starting a job are quiet. The new person has said goodbye to the old workplace, but nobody at the new one has been in touch. They wonder what time to arrive, what to wear, whether to bring a laptop and who will be at the door. A short welcome message answers these questions before they become worries, and it takes about fifteen minutes to write.
This article is about that one message. It does not repeat the plan for the week itself: for that, see the first week of a new employee as a day-by-day plan, and for accounts and equipment see the new employee access checklist.
When to send it
Send the message three to five days before the start date. Earlier than that and the details may change; later and the person has already spent the weekend guessing. If the start is more than two weeks away, send a one-line note of welcome straight after the contract is signed and the full message nearer the date.
Send it from the person who will actually manage the new colleague, not from a generic office address. A reply to a real person feels like the start of a working relationship.
What the message must cover
Keep to five parts, in this order. The order matters, because the practical points are what the reader looks for first.
- Where and when. The address, the time, the entrance, and what to do on arrival. If parking or public transport is awkward, say so. For remote work, say which call or link to open and at what time.
- Who will meet them. One name and a phone number or a chat handle. This is the person who greets them, not necessarily the manager.
- The first day in outline. Three or four lines: a welcome, a tour or a call, lunch, the first task. Write times where you can.
- The first week in a few lines. Only the shape of it, such as "Monday and Tuesday: getting to know the team and tools; Wednesday: first small task with your buddy; Friday: a short chat about how it went."
- Who to ask. The name of one person for everyday questions and a back-up for when that person is away.
What to leave out
Do not attach the whole handbook. A long document sent before the start is rarely read, and the first impression becomes one of paperwork. Link or attach only what the person must do before day one, and say clearly that the rest can wait.
Say what they do not need to prepare. "You do not need to read anything in advance" or "We will set up your laptop and accounts on the first morning" lifts a surprising amount of pressure. Some people will want to prepare anyway, so you can add one optional item, such as a short description of the team's current work.
Paperwork that is genuinely due
Some things cannot wait for the first day. In the UK, an employer must check that a new employee is allowed to work in the country, and GOV.UK describes the checks employers must make on job applicants. Agree in advance which documents the person should bring and when the check will take place, so that it is not a surprise at the door.
Employers also need a few details to set up pay, such as bank details and tax information. GOV.UK has a page for employers on what to do when you take on a new employee. If you need these details earlier than the first day, ask for them in the welcome message and say how to send them securely. Do not ask for sensitive documents by ordinary email unless you have agreed how they will be stored and deleted. The ICO has advice for small organisations on handling personal data.
A short template
You can adapt this text. Replace the details in brackets.
Subject: Welcome to [company]: your first day on [date]
Hi [name],
We are looking forward to you joining us on [day, date]. Here is what to expect.
Where and when: [address / call link], at [time]. Ask for [name] at reception; you can reach them on [number] if anything goes wrong on the way.
Your first day: [time] welcome and coffee with [name]; [time] introduction to the team; [time] lunch with the team; [time] setting up your laptop and accounts; [time] a first small task with [buddy].
Your first week: getting to know the team and tools, a first real task by Wednesday, and a short chat with me on Friday.
Who to ask: [buddy] for everyday questions. If they are away, ask [back-up].
Please bring: [documents, if any]. You do not need to prepare anything else or read anything in advance.
See you on [day], [manager]
What to check afterwards
Before the start date, confirm that the things you promised are ready: the desk or the remote setup, the accounts, the name of the buddy and the calendar invitations. A welcome message that promises a laptop on the first morning and then delivers an empty desk is worse than no message.
On the first day, ask the new person one question: "Was there anything you wished we had told you earlier?" Write the answer down and change the template. After three or four hires you will have a message that fits your company well.
What to do this week
- Write the five parts above for your next hire, even if no one is starting soon, and keep them in a shared document.
- Name a buddy and a back-up now, so that the names are not invented the night before.
- Decide which documents you really need before day one, and remove everything else from the list.
- After the next new person starts, add their answer to "what did you wish we had told you?" to the template.
Sources
- GOV.UK, Employers: checks on job applicants: the right-to-work checks employers must make before someone starts.
- GOV.UK, Take on an employee: what employers need to do and which details to collect when hiring.
- ICO, Advice for small organisations: guidance on handling personal data.