How to Welcome a New Employee to the Team (Messages + Tips)

Remember your first day on the job? The awkward small talk, the hesitation over whether to ask questions or pretend you had it all figured out?

Your new hires feel the same way. They’re walking into the office, hoping for a warm welcome yet quietly wondering, ‘Will I be a good fit here?’

This article gives you a step-by-step plan for how to welcome a new employee and make them think, ‘I made the right choice!’ 

Plus, we’ll share 20+ welcome-to-the-team message examples (friendly to professional) to make new hires feel supported and excited to be part of your team.

Why is it Important to Properly Welcome a New Employee? 

A great welcome is what gets your onboarding goals off to a strong start. Here’s why: 

🌼 People remember how you made them feel: Long after they’ve forgotten the Wi-Fi password or where to find the HR policy doc, new employees will remember a thoughtful intro, a small gift, or even a warm welcome “we’re so glad you’re here” message 

🌼 Safe spaces encourage questions: With a well-written welcome message, employees are more likely to speak up, ask questions, bring fresh ideas to the table, and admit when they’re stuck. That openness is gold in the early days

🌼 Your culture speaks louder than your careers page: When the entire team takes time to greet or grab lunch with the new hire, it shows this is a group of people who look out for each other; in short, it reflects your company culture

🌼 Momentum matters: Thoughtfully welcomed new hires feel like they’re already part of something good. And that energy reflects into their work, their confidence, and their contribution

🌼 Ghosting starts with silence: Sometimes, new hires accept the offer and then disappear, indicating that there’s a lack of connection between the offer and start date. A quick pre-start message for new employees can bridge that gap and build anticipation instead of doubt

How to Welcome a New Employee to the Team? 

Welcoming a new employee is about getting the small things right. Let’s break it down.

1. Send a pre-start email

Think of the pre-start email as the first welcome message you send a few days (or a week) before the new team member officially begins their exciting journey. It serves multiple purposes: it shows them you’re excited for their arrival, helps them prepare for the successful journey ahead, and eases that first-day anxiety. 

📩 What to include in a pre-start welcome email:

• Date and time of joining
• Office address, parking/transport details, dress code, and first-day instructions
• Onboarding documents to bring (ID, forms), login credentials, and tools/software they’ll use
• First-day agenda or new hire orientation schedule
• Overview of role, responsibilities, and reporting manager
• Team introduction and company culture summary, handbook, policies, and values

2. Prepare their workspace and tools

Your new hire walks in, ready to go, but ends up waiting for IT, hunting for passwords, or unsure where to sit. That’s why setting up their workspace in advance helps them settle in quickly and focus on connecting with the team.

💼 Here’s what to prep in advance:

• Desk or remote setup ready (clean, organized, and labeled if in-office)
• Laptop or desktop configured with all essential tools and training software
• Access to email, communication software, calendars, and key internal tools
• Building or VPN access and permissions for internal systems
• Company merchandise (welcome kit, notebooks, t-shirts, water bottles)
• Access to shared drives, folders, and documentation links 
• A welcome card signed by the team or a banner at their workstation saying ‘Welcome, [Name]!’ 

A key onboarding challenge you must avoid at this stage is information overload in the first few days. 

Naturally, you want to give them the information needed to start doing their job; the last thing you want to do is overwhelm them with information overload. One solution here is to take inspiration from Nordstorm. While it states one rule to use good judgment, there is a 30-page PDF that lists the details.

3. Introduce them to the team

Don’t leave introductions to chance. Take the lead and introduce your new hire to key team members, like direct teammates, cross-functional partners, their manager, and the CEO (if applicable). 

This gives them clarity on who does what and who to reach out to, and builds early rapport with the people they’ll interact with most.

🤝 Tips for meaningful introductions: 

• Schedule a quick team meet-and-greet or morning huddle on day one
• Do a round of intros where each teammate shares their role and a fun fact
• Share a short bio about the new hire in the chat thread or email, including a fun tidbit. These can be good conversation starters that colleagues can chat about
• Walk them around the entire office, or pair them with a buddy who can casually make intros over lunch or chat

4. Assign a buddy or mentor 

A buddy is a volunteer employee who supports the new hire during their first few weeks. 

They’re usually from the same team or role, or another department, if you want to offer cross-functional exposure. Plus, they know the team workflows, internal tools, and informal know-how that help the recruit settle in faster.

🫂 Tips to create an effective buddy system:    

• Schedule regular check-ins: Set up short daily chats in week one, then bi-weekly or as needed to catch issues early
• Encourage shadowing: Let the recruit observe meetings or tasks the buddy handles. If roles differ, the buddy can still walk them through a typical day to show how the company operates 
• Social integration: Buddies should invite them to join group conversations and make sure they’re not eating alone, unless they want to    
• Mentorship (if applicable): If acting as a mentor, help employees set professional goals, give early feedback, and connect them with key stakeholders beyond their team

5. Share a 30-60-90 day plan 

A 30-60-90 day plan is a document that breaks down a new employee’s onboarding into three phases: the first 30, 60, and 90 days.

This plan is created by the hiring manager, and it helps:

• Set clear expectations for each phase
• Provide measurable milestones to track progress
• Align the employee’s efforts with the team and company goals

Timeline	Focus	Goals
Days 1-30	Learn and observe	– Finish training modules and compliance courses- Read and acknowledge company policies  – Set up accounts, tools, and system onboarding- Schedule 1:1s with manager and teammates – Shadow team calls and document key processes- Complete a low-risk task (e.g., internal doc update, follow-up email)
Days 31-60	Start contributing	– Independently handle basic tasks or client interactions – Take ownership of a small project or a section of a larger one – Hit 50–70% of target KPIs (e.g., number of support tickets resolved) – Participate in team meetings with input or updates
Days 61-90	Take ownership	– Manage a whole project from start to finish – Reach 100% of performance expectations – Document and share learnings or improvements with the team – Lead a meeting, presentation, or internal training

To create this plan, you can use ’s 30-60-90 Day Plan Template to outline goals, deliverables, and milestones for each phase. It connects planning with execution—assign tasks to a specific team member using the custom ‘Who’s in Charge’ field and categorize each task based on the timeline using ‘Onboarding Stage.’

The template has a Board View, which turns all onboarding tasks into a Kanban-style workflow. 

Store all onboarding documents in the References View for easy access. There are sample docs, such as Contract, Helpful Links, Company Holidays, etc., to help you get started, and you can add more, like training materials and company policies, as needed.

6. Organize a welcome lunch or coffee

Plan a team lunch or coffee on the new hire’s first day, or that first Friday at a local favorite restaurant. Also, cover their meal or go with a pay-your-own setup, depending on your work culture.

🍕 Tips to make it easy and enjoyable: 

• Block time on everyone’s calendar during the new hire’s first week
• Pick a spot where people can talk (skip the super loud or cramped places). If you know their food preferences, take that into account
• Can’t go out? Order pizza or bring lunch into the office
• If lunch isn’t doable, grab some pastries and coffee and gather in a lounge or conference room for 30 minutes of casual conversation
• For remote teams, host a virtual coffee chat on Zoom or Teams. Everyone brings a drink and jumps on a call. Bonus points if you send them a snack box or an Uber Eats gift card

7. Add them to a dedicated onboarding workspace

Start by setting a centralized onboarding workspace that includes:

Starting a new job is confusing enough. Don’t make new hires dig for employee onboarding information across emails and random Google Drive folders to get started. 

• Key documents: Create and store key documents like the employee handbook, training guides, IT setup instructions, project overviews, company policies, FAQs, and a glossary of internal tools and acronyms
• Training tasks: Assign training modules such as compliance training, role-based e-learning, or security sessions as individual tasks with clear instructions and due dates
• New hire checklists: Add a checklist for essentials like filling out HR forms, setting up direct deposit, completing safety training, or meeting with the CEO. New hires can check off each item as they go
• Calendar: Highlight important dates such as orientation sessions, training deadlines, welcome lunches, and 30-60-90 day check-ins. Also, add recurring events, like weekly onboarding calls or monthly meet-and-greets

20+ Welcome Messages for New Employees

Perfect welcome messages calm first-day nerves, boost employee engagement, and remind your new hire that they made the right call. To help you out, we’ve compiled ‘welcome to the team’ message examples you can personalize with your company’s tone and details.

The best part? These messages can be multi-channel—drop them in Chat, send them via email, write them on a welcome card, or say them face to face. 

Friendly & casual

1. Hey [Name]! Welcome to the team! 🎉 We’re super excited to have you here. Let me know if you need anything as you get settled in; we’ve all been ‘the new person’ before, so we’re here to help. Can’t wait to start working with you!

2. Welcome aboard, [Name]! I’m absolutely thrilled you’re joining us. We have a tradition of doing a coffee run on the first day, so drop by my desk around 10 am and we’ll treat you to your beverage of choice. Here’s to your new adventure with [Company]! ☕️

3. Hey, [Name], it’s your first day! 😁 Welcome to [Company]. We’re excited to see your unique skills in action and hope you’ll love it here. Your workstation is all set up, and we even put a little surprise there for you. Enjoy, and don’t hesitate to reach out for anything at all!

4. “Woot woot, [Name] is here! 🎉 Welcome to our crazy, fun team. We’re a chatty bunch and will probably overwhelm you with information and bad puns in week one, but I promise it’s all out of love. So happy you’re with us; let’s crush it together!”

5. “New job, new desk, new teammates, and a whole lot of welcome! [Name], we’re excited to have you join our team. We’ve heard amazing things about you, and we’re honored you chose to bring your talents to [Company]. Dive in, ask questions, and let’s do great work together. Welcome!”

6. “Hello and welcome, [Name]! I wanted to personally say how happy I am that you’re joining our team. I remember my first day here and how many acronyms went over my head—don’t worry, you’ll get the hang of it soon. 😅 If you need a decoder or anything else, I’m here. Welcome to the team!”

7. “Welcome, [Name]. We’ve been counting down the days to have you with us! Your role is so important to our mission, and we’re thrilled to have someone of your caliber join. But first things first: take a deep breath, enjoy the onboarding process, and have fun meeting everyone. We’re all eager to get to know you!”

Warm & professional

9. Welcome to [Company], [Name]! We’re excited to have you on board as our new [Job Title]. Your skills and perspective will be a valuable asset, and we’re looking forward to seeing you thrive in your role.

10. Hello [Name], and welcome to the team! Starting a new position can feel overwhelming, but we’re here to provide support to you every step of the way. Don’t hesitate to reach out—we’re glad you’re here.

11. We’re thrilled to have you join us, [Name]. You’ll be meeting the dynamic team this week and starting your onboarding journey. We’re confident you’ll hit the ground running and contribute meaningfully.

12. Welcome, [Name]! You’ve joined a team that values collaboration, growth, and open communication. We’re excited to work with you and look forward to what we’ll accomplish together.

13. Welcome to the team, [Name]. We’ve got a long and successful journey ahead, and we’re happy you’re here to be part of it. Feel free to ask questions, share innovative ideas, and settle in at your own pace.

14. It’s a pleasure to welcome you, [Name]! We’re excited to have you onboard and can’t wait to see your fresh ideas and contributions shape the future of our team.

15. Welcome aboard, [Name]! Your arrival marks the start of a new chapter for both you and our team. We’re excited to learn from your fresh perspective and collaborate on what’s ahead. Let’s accomplish amazing things together.

Team-wide messages

16. Welcome [Name] to [Company]! 👏 [Name] is stepping in as [Job Title] and brings great experience in [specific area]. Fun fact: [he/she/they] loves [hobby]! Let’s all make them feel at home.

17. Big welcome to [Name]! They’re new to [Company] but bring valuable experience in [industry/tool/role]. If you get the chance, share your go-to onboarding tips or favorite team tradition—they’ll appreciate the support.

18. Team, meet [Name]! Starting today as [Job Title], [Name] brings a strong background in [field or project]. Be sure to say hi and help them settle in!

19. Join me in welcoming [Name] to the team! 🎉 [He/She/They] is based in [Location] and will be working on [Project or Team]. Feel free to reach out, say hello, or invite them for a quick chat!

20. Welcome, [Name]! They’re joining us today as our new [Job Title] and will be sitting in on a few meetings this week. If you see them pop in, don’t forget to wave and say a quick hello. We’re excited to have them on board!

21. Meet [Name], our newest [Job Title], joining us this week! Their first few days will be all about learning the ropes, so if you see them around, offer a quick intro or answer any questions they might have. Let’s help make their start smooth and welcoming.

How Can Streamline Your Onboarding Process?  

Modern HR platforms have built-in onboarding features, like checklists, e-signature forms, and training modules. But they can feel clunky, hard to customize, and disconnected from the tools your team already uses.

lets you build dedicated onboarding spaces and workflows that are clear, easy to manage, and ready to use every time you welcome someone new. The benefits are twofold: New employees know exactly where to start and what to do, and HR managers can automate paperwork, training schedules, and welcome emails, so new hires can hit the ground running with less friction. 

’s Human Resources Management Platform helps HR managers create structured onboarding workflows. You can build a workspace that’s repeatable—once you’ve set it up for one hire, use it for the next hire, and so on. 

Here’s how it works: 

Build a centralized repository 

Avoid sending dozens of PDF attachments (via email or Slack) and use Docs to create, store, and manage relevant onboarding resources—easily accessible in one place. 

For instance, maintain an ‘Employee Onboarding Handbook’ with your company intro, core values, policies summary, links to full policy docs, etc., or a ‘New Hire FAQ’ Doc, where common questions are answered.

You can also tag teammates to help the new hire directly in the document. For example, if they have a question about VPN access in the ‘IT setup guide’ Doc, they can tag the IT manager and get a response in the same place.

Not sure what to include in your onboarding docs? Brain can help you get started. For example, it can generate a detailed Day 1 checklist covering everything a new hire should complete on their first day. Or if you need a Cultural Guide, ask AI to draft sections on your company values, how decisions are made, and how feedback is shared. 

Want to get the most out of Brain? Watch this video!

Assign onboarding tasks 

Onboarding isn’t a one-person job—it involves HR, IT, the hiring manager, the buddy, and the new hire. 

With Tasks, you can assign tasks to the right people and loop in multiple teammates if needed. You can also add watchers so they can observe the task without being the assignee. And set due dates for each to keep everyone on schedule.

And for tasks with multiple steps, you can add a checklist inside the task itself. This gives the new hire clear, bite-sized steps they can tick off along the onboarding journey. 

Suppose the task is ‘Set up Device & System Access. Here’s what the checklist looks like: 

Track onboarding progress

It’s easy to lose track when multiple people are onboarding at once. Dashboard provides a bird’s-eye view of your onboarding program by pulling data from your tasks. You can see: 

• Who’s in Week 1, Week 2, or 30-60-90 check-ins
• What tasks are overdue, completed, or at risk
• What’s still pending from HR, IT, or managers
• How onboarding timelines compare across roles

Schedule seamless communication 

Onboarding without a clear schedule leads to confusion and delays. Calendar solves this by organizing all onboarding-related events and due dates into a shared view. If plans change, simply drag and drop to reschedule, and updates everything instantly—without the manual follow-up.

Further, Chat is the go-to space where teams can have quick, focused discussions directly within onboarding tasks, Docs, and timelines. 

You can also tag teammates to answer employees’ questions, link directly to tasks or Docs, and even turn messages (like “Can you schedule Jane’s 30-day check-in?”) into a task with one click. And if a chat turns into a longer conversation, you can instantly launch a Zoom call from the same thread. 

Automate and personalize with pre-made templates  

also offers onboarding templates to launch your onboarding process without starting from scratch. 

The Employee Onboarding Template lays out the onboarding workflow on the first day, first week, and first 90 days. You get a structured List View to track tasks and a collaborative Doc View for sharing onboarding resources like policies, checklists, and warm welcome messages.

The template includes eight task statuses like ‘To Do,’ ‘In Progress,’ ‘Help Needed,’ and ‘Ready for Review. ’ Easily track if a new hire has started their IT setup, is stuck on submitting HR forms, or is waiting for feedback on a completed training. 

And the custom field ‘Onboarding Week’ lets you know if they need to finish their Week 1 task of setting up tools before moving on to Week 2 training modules.

Create a Repeatable Way to Onboard New Employees with  

A disorganized onboarding experience can leave new hires feeling lost and disengaged before they even begin. helps simplify the process by bringing everything into one organized space.

You can share onboarding materials through Docs, assign responsibilities and check progress with Tasks, have quick conversations with team members in Chat, and keep things consistent using pre-designed onboarding templates. You can also use Dashboards to get a real-time view of which onboarding tasks are done, what’s overdue, and where someone might be stuck. 

Want to create consistent, organized onboarding experiences? Sign up for today! 🙌

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