A new employee welcome letter reaches the new hire before the start date with the time, place, line manager and what to bring, so day one starts without questions at reception. Type the employee's name, job title, manager and start date once and four versions take shape: an HR email, a friendly note from the manager, a team announcement and a welcome card, together with a first-day checklist.
The letter = a welcome, the job and manager, the first-day time and place, what to bring, then short good wishes and a signature. Send it before the start date, and announce the new hire to the team on day one.
How to use the welcome letter template
- Pick the start date; the ring above the letter counts the days left.
- Type the name, job title, company and manager into the paper; the details flow into all four versions.
- Switch to advanced mode for the arrival time and place, the buddy, what to bring, and a remote first week.
- Copy each version with its own button, or download it in Word or PDF, then tick off the first-day checklist.
How to write a welcome letter for a new employee
Open with a welcome by name, then the role: job title, department and who the person reports to. Next, the first-day details: the time, the address, who will meet them and what to bring, such as ID, the original degree certificate and bank details. Close with a line of good wishes and the HR signature. The formal version suits an HR email; the friendly one is written by the manager in a closer tone: "This is Faisal Al-Omari. I am glad you chose to join our team." Two short messages read better than one long one.
New employee announcement to the team
The announcement is an internal message by email or in the team channel introducing the new colleague and their role: name, job title, department, start date, manager and an optional line about their background. Leave out phone and ID numbers, salary and age. If several people join in the same week, list them in the intake field in advanced mode rather than sending one announcement each.
New employee onboarding checklist
The first-day checklist tab has three stages, with a suggested owner under each item:
| Stage | Items | Owner |
|---|---|---|
| Before day one | Welcome letter, contract and file, email and accounts, laptop and staff ID | HR and IT |
| Day one | Welcome and team introductions, tour, equipment handover, attendance and leave policy | Manager and buddy |
| First week | Systems training, 30-day plan, check-in | Line manager |
Onboarding through to the end of probation, with a training needs analysis, has its own checklist in the hiring and interview evaluation templates.
The first day and first week
A suggested first day: welcome and introductions to the manager and team in the first hour, a tour of the workplace and the equipment handover, then a meeting with the manager on the week's tasks. In the first week, systems training with the buddy and a short check-in at the end. When new hires know whom to ask and what each day holds, they settle in sooner. Recording the start itself is done with the joining report template.
Common mistakes when welcoming a new hire
- A letter with no arrival time or clear address.
- A new hire arriving to no laptop and no account.
- A team announcement that shares the employee's phone number or personal details.
Regulatory notes
A welcome letter is not a job offer or a contract and should not set out pay or probation terms. The probation period is governed by the contract and Article 53 of the Saudi Labor Law (to be verified); check the current text with the Ministry of Human Resources and Social Development.
When new hires arrive every month
Microtec accounting software is built for businesses in Saudi Arabia and includes an HR module, where the employee file starts on the day of hiring.
Frequently asked questions
Who sends the new employee welcome letter?
HR sends the formal letter with the time, place and what to bring, and the line manager sends a short friendly note. Both versions are on this page from the same details.
When should the welcome letter be sent?
After the contract is signed and a few days before the start date, so the new hire can prepare what is asked. The ring above the letter counts the days left.
Should the whole team get a welcome message?
Yes, as a short separate announcement on day one with the name, job title, department and manager, without personal details. The Team announcement tab prepares it.
Does the letter work for a remote employee?
Yes. Turn on "First week is remote" in advanced mode and the letter mentions the meeting link and laptop delivery before the start instead of an address.