1. When students join a coming semester or a course study, it is helpful if the teacher sends a welcome message. Such letters make the students feel comfortable with their choice of course. Teachers can also use this opportunity to provide some crucial information.
  2. Welcome the student and compliment his/her choice of course.
  3. Discuss transportation or lodging if the students need to travel some distance to get there. Offer any help or advice.
  4. Explain the course content or attach the syllabus with the letter. Tell the reader how he/she can get the required books and materials. Give suggestions about the useful reading or research that will help the student.
  5. Ask the student to reply. Express best wishes for the coming semester, course or class.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

We warmly welcome you to the second batch of trainees for the Service Excellence Plus training. We are confident that we can provide you with the knowledge and skills to become top notch customer service executives.

We have included some information on the types of accommodation available to you herein while undergoing the training. You can also get information on how you can go to the area through the different modes of transportation.

More importantly, we have enclosed the training guide and materials. If you have further inquiries, just call 5678912 and look for Eve Smith.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Sample welcome letter to a new trainee in customer service.

Further things to consider when writing welcome letters to job candidates

Further things to consider when writing welcome letters to job candidates

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 Job Candidates

Letters to job candidates are letters sent to applicants who are being considered for certain job positions. These could be acceptance letters to let the candidates know that they have been accepted, rejection letters to unsuccessful candidates, or job offer letters to officially offer job positions to the candidates. In all situations, a letter to a job candidate should be professional, thoughtful, and kind. Although you may think that it's unnecessary to write to a candidate after an unsuccessful interview, there is nothing more unkind than leaving a candidate waiting and wondering. Letters to job candidates are essential in that they eliminate doubts and confusion after an interview.

The best letters to job candidates are professionally and formally written. Use proper address and salutation for the candidate. Start by congratulating the candidate for his/her time. Proceed directly to conveying the intended message. If the candidate has been accepted and offered the job, state so clearly and provide more information about the position. However, if the candidate has been rejected, communicate this assertively and invite him/her to apply in the future. Make the letter short, clear, and to the point and avoid providing unnecessary details. End on a positive note.

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