How to Write A Welcome Letter

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Whether it is a new customer that you want to strengthen your relationship with or a new employee you want to be positive to, there are many different ways to write and recipients of a welcome letter. This is a mark that your relationship with them is now official, and acts as a friendly and pivotal gesture that has long-lasting benefits.

What is a Welcome Letter?

There are many ways to address someone new in the organization; a welcome letter is just the tangible, professional version of it. It helps the recipient commemorate his start and shows him that you are as excited to have them on board. But this isn’t where you put all your emotions into, as a manager. Save some for when you meet. Better said that written, you know.

What Steps are Needed to Write One?

If you follow these basic steps, you can write your own creative welcome letter. Here are the welcoming basics of a new employee:

  • Start with the company letterhead. Make sure it is printed for maximum impact. In case your company doesn't have a letterhead, you can include information like the company name, the return address, phone number(s), a mailing address, etc.
  • Immediately after, write the date and details of the recipient.
  • Choose a greeting that will fit the relationship between you and the recipient.
  • Add a warm and inviting welcoming note in the first sentence of the letter. You can sound casual, formal, excited, anything. It all depends on what the relationship is and what you want it to be.
  • Next mention the company achievements, mission and vision and tell them how they’re a part of it all now.
  • Or you could tell a little bit about yourself and how you two plan to get along. Don’t forget to put your contact details.
  • You can mention some traits of the employee that makes him a part of the journey and say that you wish this remains as a part of his endeavor to achieve the company goals.
  • Close with the willing to meet and work together.

Tips to Remember:

  • As a new employee, your reader might want to know where to be, what to bring, what to wear/the dress code, how to do things on the first day, etc. Give them any practical information that might help them.
  • Have your company’s legal advisor read the letter to be safe.
  • I know less is more. But not here. I am not implying that you’ll have to go off the charts praising him, but no. You must add everything he needs to know when he comes so that he isn’t embarrassed later and neither are you. If you think there are too many details, tell him to call to know other information in case he has queries.
  • You can include something personal in your letter. Like the first day of your job or the first day of you joining this company (since that is more relevant if this isn't your first). But it should be brief.
  • You can add your expectations from him and ensure that the company will be by his side too in certain cases. But this is optional.
  • Proofread and edit. Never forget. Even if you think the letter has zero errors after writing.
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