How to Welcome New Employees: A Complete Guide for Leaders

First impressions matter, especially when it comes to onboarding a new hire into your organization. The hiring managers have already taken the time and effort to interview several candidates, so why not invest equally in ensuring the onboarding process sets that new hire up for success?

According to a Gallup study about onboarding, most companies struggle to onboard new employees successfully, with only 12% of new hires reporting that their company did a great job with the onboarding process. That means 88% of employees feel their organization could have done better.

Excellent onboarding ensures every employee feels prepared to do their job and aligned with your organization's culture. As a company leader, it also helps you ensure that your company values and guidelines are communicated clearly from day one.

Read on to learn how to create an onboarding process that welcomes new employees and sets them up for long-term success.

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What makes employee onboarding successful?

Successful employee onboarding combines clear communication, structured processes, and genuine human connection. The best onboarding programs make new hires feel welcomed, informed, and equipped to contribute meaningfully within their first weeks.

New employees starting a job are often nervous about where they'll fit in, need guidance on who to turn to for help, and are unfamiliar with your company's processes. Your onboarding process should help them feel like a member of the team right away and arm them with the necessary information to succeed.

The most effective onboarding approaches share several characteristics: they begin before the first day, they provide clear expectations and resources, they facilitate relationship-building, and they document everything so new hires can reference information later.

How do you welcome a new employee on their first day?

The best way to welcome a new employee is to start before their first day with a personalized message, have a structured plan ready for their arrival, and ensure their manager is available and prepared to guide them through orientation.

Here are six employee onboarding best practices that managers at your organization can implement today.

1. Send a welcome email before their start date

A welcome letter from the leadership team sets the right tone, showing that communication and encouragement are valued on all levels and that managers care about their people.

In this letter, express why they're a great addition to the team. Start with this positive affirmation to mitigate any imposter syndrome they might be feeling in those first few days and assure them that they belong.

Include practical details like their start time, who to report to, what to bring, and any pre-reading materials they might benefit from reviewing beforehand.

2. Schedule a 1-on-1 meeting with their manager

Make managers in your organization responsible for scheduling 1-on-1 meetings with their new direct reports. This dedicated time provides an opportunity to answer questions, discuss expectations, and present the onboarding plan.

The first 1-on-1 should cover role expectations and success metrics, team dynamics and key collaborators, communication preferences, and immediate priorities for the first 30 days.

Using an AI meeting assistant during this conversation ensures key decisions and commitments are captured automatically. The new hire can focus on the conversation instead of frantically taking notes, and both parties have a searchable record to reference later.

3. Share a clear onboarding plan

New employees should never spend their first day of work wondering what they're meant to do. The first week at a new job can be overwhelming, so having a structured onboarding process is essential.

Create a clear onboarding checklist that outlines training sessions and their timing, key people to meet and why, systems and tools to learn, initial projects or tasks, and milestones for the first 30, 60, and 90 days.

This shows your employee that you want to catch them up to speed on their position-related knowledge and properly prepare them for the job. They'll feel confident and supported as they take on their new role.

If you're running multiple onboarding sessions and losing track of what was covered, Fellow captures AI meeting notes from every orientation meeting and makes them searchable. New hires can revisit any conversation to refresh their memory.

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4. Provide the necessary documentation and tools

Equip new hires with the right toolkit so they can familiarize themselves at their own pace throughout the first week. Provide access to important documentation like workflow outlines, communication cadences, organizational charts, and platform use best practices.

Consider creating a centralized knowledge hub where new employees can find answers to common questions about company policies and procedures, team-specific processes, tool tutorials and login information, and key contacts for different needs.

If possible, pair them up with an onboarding buddy for the first week. This person will be their go-to for asking questions and receiving advice regarding company tools and processes.

5. Stay patient and available

It's called an onboarding "process" for a reason. It takes time for new hires to feel autonomous and productive. This can be especially true for remote employees who might feel disconnected from the team or shy about reaching out via unfamiliar communication platforms.

One best practice that managers can implement is scheduling brief check-ins with the new hire every afternoon during their first week of onboarding. These don't need to be long. Even 10-15 minutes provides an opportunity to answer questions, address concerns, and offer encouragement.

Make it clear that questions are welcomed and expected. The investment you make in being available during the first few weeks pays dividends in faster ramp-up time and stronger employee engagement.

6. Encourage coffee chats with team members

Initial relationships fostered during early coffee chats and casual meetings make communication and collaboration easier going forward, as employees have a baseline of familiarity with each other. Fostering positive relationships among staff members also improves the company culture, which in turn reduces turnover.

Suggest specific people for the new hire to meet and provide context for why those connections matter. This might include their immediate team members, cross-functional collaborators, key stakeholders, and people in similar roles who can share insights.

20 welcome message examples for new employees

Your welcome message is likely the first impression this new hire receives. Make it count by customizing one of these examples to fit your company culture.

Simple and concise welcome messages

• "Congratulations on joining our team, [Name]! Looking forward to sharing many wins with you."

• "A huge welcome from the whole team at [Company]! We've worked to build a strong and passionate community, and we think you'll fit in perfectly."

• "[Name], we're so excited to welcome you to our team! Considering your background and expertise, you'll be a great addition."

• "On behalf of the leadership team here at [Company], I'm thrilled to welcome you to our team. I hope you'll enjoy working with us."

• "[Name], best wishes for your first day at [Company]! Let us know how we can best support you."

Positive and encouraging messages

• "Welcome to the team, [Name]! Everyone here brings a unique perspective, which enriches what we offer our clients. We can't wait to see what you'll accomplish with us."

• "Congratulations on accepting your job offer, [Name]! Welcome to the team. We can't wait to see the great contributions you'll make here."

• "Congratulations and welcome aboard, [Name]. We selected you for this role because we love your unique expertise and collaborative approach. Your team can't wait to work alongside you."

• "Welcome to the team, [Name]! Starting a new job can be overwhelming, so just know that we're here to support you at every step. You're a part of our team now, and we know you'll do amazing things at [Company]."

• "Congratulations on taking the next step in your career! We hope you enjoy this opportunity to try new things and acquire different skills and competencies so we can all progress together."

Personalized acknowledgment messages

• "We're delighted to hear about your decision to join us, [Name]! Your application really stood out because of [characteristic 1] and [characteristic 2]. We know you'll bring unique and innovative ideas to the company, and we can't wait to act on them."

• "Thank you so much for accepting the job offer with [Company]! We hope your onboarding process goes smoothly. If you need anything at all, please reach out. Don't feel shy about sharing your valuable thoughts and ideas."

• "Hey [Name], so excited that you're joining the team. We heard so many great things from those who interviewed you, including how thorough you were when researching our company. We can't wait to see how you'll grow alongside us!"

• "Welcome, [Name]! Your interviewers raved about your skills, and the whole team is delighted to have you. We look forward to learning from you throughout the years."

• "Welcome and congratulations, [Name]! Our team is so excited to onboard someone with your expertise in [topic/tool]. We look forward to helping you do your best work yet."

Team collaboration messages

• "Welcome to [Company], [Name]! We believe in sharing our unique perspectives and expertise areas to build each other up. We can't wait to add your skillset to the mix."

• "Welcome [Name]! We know getting comfortable in a new job takes time, but we encourage you to always speak up, share your thoughts, and challenge us. We're here to grow together."

• "Welcome to the team, [Name]! We're all so excited to collaborate with you, and we look forward to supporting your journey with [Company]."

• "Welcome to the crew, [Name]! We're so happy you're joining our work family. Ask questions, share your ideas, and know that we're always here to help."

• "Congratulations and welcome to [Company], [Name]! Please know that this is a supportive environment where questions are welcomed by all. We can't wait to help you thrive here."

How do you track onboarding progress for new hires?

The most effective way to track onboarding progress is through a combination of structured checklists, regular check-in meetings, and searchable documentation of every onboarding conversation.

Traditional approaches like spreadsheets and manual tracking often fail because information gets scattered across multiple systems. Managers forget what was covered, new hires can't find answers to questions discussed previously, and action items slip through the cracks.

Modern teams use AI-powered tools to capture and organize onboarding automatically. When every orientation meeting, training session, and check-in is recorded and searchable, both managers and new hires can quickly reference what was discussed and ensure nothing gets lost.

This approach also helps with continuous improvement. By reviewing past onboarding conversations, you can identify common questions, gaps in your materials, and opportunities to streamline the process for future hires.

Why is welcoming new employees important?

Welcoming new employees effectively is important because it directly impacts retention, engagement, and time-to-productivity. Poor onboarding causes employees to look for new work, while thoughtful onboarding builds loyalty and accelerates performance.

Set the tone for company culture

Being kind and welcoming during onboarding sets the tone for the new hire's entire experience with your company. It also shows that this welcoming attitude is a cultural pillar you want portrayed throughout the team. You set an example for all employees that offering positive affirmation and support is important.

Reduce turnover costs

Turnover is expensive. Recruiting, hiring, and training a replacement can cost anywhere from 50% to 200% of an employee's annual salary. Retain great talent and spend less time and resources on hiring by offering a warm welcome and structured onboarding experience.

Accelerate time to productivity

The sooner a new employee knows how to succeed (and has the tools to do so), the sooner they become a contributing team member. An organized onboarding process gets your staff operating at full capacity faster so business operations continue at full speed.

When onboarding conversations are captured and searchable, new hires can revisit training materials, find answers to questions, and ramp up faster without repeatedly asking the same questions.

Frequently asked questions

What should you say when welcoming a new employee?

When welcoming a new employee, express genuine enthusiasm about them joining the team, acknowledge specific qualities that made them stand out during the hiring process, and provide reassurance that support is available. Keep the message warm but professional, and include practical next steps so they know what to expect.

How long should the onboarding process take?

A comprehensive onboarding process typically spans 90 days, though the first week is the most intensive period. The first day should focus on welcome and orientation, the first week on foundational training and team introductions, the first month on role-specific learning and initial projects, and months two and three on increasing independence with ongoing support.

What are the biggest onboarding mistakes to avoid?

The biggest onboarding mistakes include information overload on day one, lack of structured planning, no designated point of contact for questions, failing to document training conversations (making new hires ask the same questions repeatedly), and not checking in regularly during the first few weeks. Many of these issues can be addressed by using an AI meeting assistant to capture and organize onboarding conversations automatically.

How do you onboard remote employees effectively?

Remote employee onboarding requires extra attention to communication and connection. Schedule more frequent video check-ins during the first few weeks, ensure all documentation is accessible digitally, facilitate virtual coffee chats with team members, and use tools that capture meeting content so remote employees can revisit conversations asynchronously across time zones.

What tools help streamline employee onboarding?

Effective onboarding tools include HR information systems for paperwork, learning management systems for training, communication platforms for team connection, and AI meeting assistants for capturing orientation conversations. The most valuable tools reduce manual work while ensuring nothing falls through the cracks during the busy onboarding period.

Create a memorable onboarding experience with Fellow

Pair these onboarding best practices with Fellow, the secure AI meeting notetaker trusted by teams at Shopify, HubSpot, Vidyard, and Motive. Fellow automatically captures every onboarding conversation, extracts action items with owners and due dates, and creates a searchable recording library that new hires can reference anytime.

With Fellow, you can record 1-on-1s and orientation meetings (with or without a bot) using botless recording, automatically generate and share meeting summaries, track onboarding action items and ensure follow-through, and let new hires use Ask Fellow to search across their onboarding meetings for answers.

Fellow is SOC 2 Type II certified, HIPAA compliant, and never trains AI on your data, so your onboarding conversations stay secure. With 50+ integrations, Fellow connects to your existing workflow tools.

Stop letting critical onboarding information get lost. Start turning every orientation meeting into searchable intelligence your new hires can access anytime.

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