GUIDELINES
- After hiring an employee, write this letter to make him or her feel comfortable. It is more than a courtesy letter. It assures the employee that he/she has chosen the right place to work. It also explains the details about the position. You can use an internal memo to convey this information. Also, see "Extend a Job Offer."
- Welcome, the employee. Make him or her feel comfortable about the decision to work for you.
- State the details about the position. These include job title, duties, supervisor and subordinates, pay, benefits, hours, rules and regulations, sick leaves, etc.
- If it seems appropriate, mention the employee's qualities that impressed you and you hired him/her.
- Make a positive remark about the reader's work. Offer your help.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Our valued employee, Eve Miller, has just recently accepted a job offer from the Customer Relationship Management department. She will now supervise a group of customer service executives handling domestic and international clients.
Eve has been such a great asset to our department. Considering her skills, charisma, educational attainment and professional achievements, one can say that she was the driving force in her previous team. She has displayed the traits of employee dedication, leadership by example, hard work, and generosity in giving assistance and ideas when needed.
Let us all join in expressing our gratitude to Eve and send her off with hopes for more success and fulfillment of her career goals.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Example letter to welcome a new employee in the department.
Further things to consider when writing welcome letters to team members
Welcome Letters
Welcome letters are letters written to politely greet and introduce others to an organization. They could be sent to new students in a school, new employees in a company, attendees of a conference, etc. The primary objective of welcome letters is to boost the recipients' morale and to let them know that they are now an important part of the team. The letters are considered a gesture of courtesy and the loveliest way to show the recipient that you appreciate his/her presence, efforts, or interests in doing something. Welcome letters may also contain some important information that the recipients may not yet be aware of.
When writing welcome letters, your aim is to make the recipients feel "at home". Therefore, you need to be as friendly as possible. Start by officially introducing the organization to the recipient. Politely thank and congratulate him/her for becoming a part of the team. Reassure the recipient that he/she has made the right decision in choosing your organization. Make sure to address the recipient by his/her name. Be brief and include only the necessary information. Close the letter by thanking the recipient again and sign it off with your name and title.
Letters to Team Members
Letters to team members are letters sent to people belonging to a specific group involved in striving to achieve a common goal. These could be appreciation letters to show gratitude and acknowledgment for the efforts of team members or motivation letters to offer encouragement. Communicating with the people who helped you achieve your goals is one of the most effective ways to strengthen your network and your work relationships. Everyone loves to be appreciated for his/her efforts and encouraged when the going gets tough. The best way to do this is to draft a letter to communicate your feelings.
Letters to team members can be informal as these are people whom you know pretty well. Begin by stating the objective of your letter. Go directly to the point and deliver your message. If you are writing to appreciate the team members' for outstanding performance, recognize the skills they used to achieve that performance. If the letter is meant to give motivation to the team, offer your encouragement assertively and in a sensitive tone. Avoid making negative comments directed to members who seem to be lagging behind. End the letter with a positive remark or a statement of encouragement.
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