Whether it’s a new customer or employee, giving them a warm welcome can be one of the best ideas ever. It provides the individual with a sense of caring, making them feel valued and appreciated. Better yet, when an employee receives a warm welcome, they get the feeling that indeed they made a good choice in joining the company. Usually, there are a number of ways one can use to welcome the new customer or hire into the organization. According to experts, one of the most effective methods of expressing your warm welcome is through writing a welcoming letter.
What is a welcoming letter?
Just as the name suggests, a welcoming letter refers to a document issued to a new employee or customer to the organization. For employees, the letters not only introduce them to the key members of the company but also provides them with basic information. Through the letters, the employee is made comfortable and prepared for their first days at work. On the flip side, a welcome letter helps strengthen the personal relationship between the company and the client. This eventually creates a strong client base/foundation for long term engagement.
Other than officially introducing your new customers and employees to your company, the welcome letter also provides some important contact details and information. This is particularly useful for new clients who may want to get in touch with the company.
If you are thinking about writing a welcome letter that will jolt your new hire/customer, you are just in the right place. We will show you a step by step guide of how to write one. But first, let’s take a look at some of the tips that will help you cover all the bases as you write the welcome letter.
Steps needed to write a Welcome Letter
At the very top of your letter should be the company’s letterhead or logo. Introducing your welcome letter with an official logo or letterhead is a professional way of showcasing your brand. However, if you don’t have the logo or the official letterhead, you aren’t still left out. You can simply write the company’s name, their address, and contact details.
Date and recipients address
After the company letterhead, you need to follow with the date of writing, then the recipient’s official address. Make sure you write the full names of the recipient, their title (if any) and address.
This is the third section of the Welcome Letter. Here, you will greet the recipient using their name then a comma. Depending on your relationship, you can either choose to greet them with their last name or first name. Since this is an official letter, be sure to adhere by all the formal greeting standards.
Start your letter by a welcoming opening sentence. Take a look at the following example;
“On behalf of ABC Company Limited, I would want to take this chance to welcome you to our company as a new employee.“
Introduce the company
This should be your body paragraphs. Here, you need to explain to your reader about the company, how it operates (opening and closing hours) among other details as advised by your legal team.
As a bonus, you can mention the company’s lists of achievements, mission, vision and values. Again, don’t forget to touch on some of the guidelines and regulations governing the company.
In addition, you can introduce yourself to the reader and the position you play within the organization.
In this section, you can thank/congratulate the employee once again for being part of the company. Again, you need to reinforce your commitment to support and work with them. As a tip, always stay positive when mentioning this part. End this section by mentioning your contact details so as to make it easy for them to reach you.
Close your Welcome letter by writing an official valediction such as sincerely, best regards, among others. This should then be followed by your signature and name. As an added concern, make sure you append your signature rather than using a computer-generated one.
Sample Letters & Examples
Tips to Remember when writing a Welcome Letter
- Always consult with your attorney to ensure legal compliance
Often times, writing a welcome letter exposes some of the company details that might be sensitive to the public such as contacts, work duties, work terms, conditions, to mention a few. Also, it is often easy to make big promises to your new hire than you can deliver. Therefore, in order to avoid inconveniences, it’s prudent that you consult your legal team for advice.
- Make your purpose clear
When writing the welcome letter, it’s important that you clarify your purpose to avoid any misunderstandings. Remember that a new employee will always pay utmost attention to whatever you tell them to do. They will want to know where to be and at what time. Therefore, as an employer, you need to be straightforward with your details, information and assurances.
- Describe your relationship in detail
You are writing a letter to somebody you haven’t worked with before. Therefore, make the terms and conditions clear and understandable. For instance, if the new hire is supposed to work on probation or require training before being a permanent employ, be sure to mention it. Also, don’t forget to highlight guiding rules and principles upon which if not followed, can affect the nature of your relationship.
- Be personal and welcoming
The other thing you would want to do is to express your message with lots of enthusiasm. Show your passion and interest in working with the new employee or the client.
- Proofread the letter
This is one thing most people do overlook. However, it’s a good thing to do, especially if you want to express your professionalism. Proofreading your letter gives you an opportunity to spot blunders or errors made when writing. These errors may include inaccurate contact information, spelling errors, grammar errors, to mention a few. Now that you’ve known some useful tips to remember while writing a Welcome Letter, it’s now the right time to learn the basic steps to follow so as to come with a well-crafted letter.