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],
Welcome aboard! We are happy that you have finally decided to join Rainbow Corp. as a Production Planner. We are confident that your expertise and dedication can contribute significantly to the company.
You will have your employee orientation on Friday next week with our human resources personnel. She will discuss with you in detail our organizational chart, the products, and services of the company, employee benefits, and aspects of your job. She will also give you a tour around the office so you would get to know the other employees.
Once again, a warm welcome to you and we hope you have a good "stay."
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Welcome a new employee. Sample letter.
Further things to consider when writing welcome letters to employees
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 Employees
Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.
All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.
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