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First-Day Welcome Email Template
A first-day welcome email template for new employees with fill-in-the-blank copy covering logistics, agenda, and a warm welcome so day one starts on the right note.
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What you get
- A ready-to-send welcome email with editable placeholders
- Day-one logistics: time, location/link, and who to ask for
- A first-day agenda block the new hire can prepare for
- A warm, on-brand tone you can adapt for any company
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Merge fields
- [First name]
- [Role]
- [Start date]
- [Start time]
Subject line
Welcome to [Company], [First name]! Everything you need for day one
Greeting
Hi [First name], we're so excited you're joining [Company] as our new [Role] on [Start date]! The whole team has been looking forward to having you on board.
Day-one logistics
- When: [Start date] at [Start time] ([timezone])
- Where: [Office address] / join the video call here: [link]
- Who to ask for: [Manager name], your manager, will meet you
- Your onboarding buddy: [Buddy name] will help you settle in
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How to use this template
- 1
Personalise the placeholders
Replace the bracketed fields with the new hire's name, role, start time, and buddy.
- 2
Send a few days early
Email it 2-3 working days before the start date so the new hire feels prepared, not anxious.
- 3
Attach the essentials
Include the first-day agenda, any forms to complete, and a link to the team page.
Frequently asked questions
When should I send the welcome email?
Send it 2-3 working days before the start date. Early enough that the new hire feels prepared, late enough that the details are confirmed and fresh.
What should a welcome email include?
Start time, location or video link, who to ask for, the first-day agenda, and anything they need to bring or complete. Logistics first, warmth throughout.
Should the manager or HR send it?
Ideally the direct manager, so the first contact feels personal. HR can send a parallel email with paperwork and policies if needed.