18 Ways to Say Welcome to the Team – Examples, Phrases, and Templates for New Hires

Recommendation: send a personalized welcome within 24 hours and assign a dedicated mentor to guide their first week. This quick gesture helps the new hire feel seen and ready to contribute from day one. This initial step should never be delayed. Treat it as the first step in a focused onboarding campaign that blends human warmth with practical guidance.

With a clear plan, you show care and structure. If youre ready to implement a practical welcome, this article presents 18 precise ways to say welcome, each with sample phrases and templates you can adapt to your team, role, and culture. Use these options to recognize diverse backgrounds and avoid generic messages that miss the mark.

Each method prioritizes practical outcomes: providing short, direct messages; showing appreciation; and recognizing prior experience. The 18 items cover channels: email, chat, video, in-person, and the equipment that helps them hit the ground running.

Implement quickly by organizing content into a campaign calendar: a dynamic 4-week plan with weekly touchpoints, a 전략적인 mix of formal and informal messages, and ready-to-use templates. Add a whole starter kit that includes a welcome note, a quick org chart, and equipment checklists to avoid delays.

Involve the companys culture by inviting the new hire to a campaign kickoff with the team, and let peers share 1-minute intros that highlight their role and impact. Showing real voice from coworkers helps the newcomer feel part of something larger and accelerates integration.

To measure impact, track responses within 48 hours, monitor engagement in the first two weeks, and adjust templates based on feedback. When you started with this mix, you create a dynamic welcome that lasts beyond the first day and sets a tone of continuous support for their growth.

Day 0 Welcome: Email and Slack Templates for a Warm Start

Send a personalized Day 0 welcome email within 60 minutes of hire, outlining the reason for the role, linking to onboarding programs, and listing the first two tasks to complete. There is something in this approach that helps new hires feel secure from day one.

Email template

Subject: Welcome to [Company] – Day 0 overview

Hi [Name], welcome to [Company]. You join our community of teams delivering [product]. The reason for your role is [brief explanation]. The following onboarding programs will help you settle in quickly: [link to programs]. For Day 0, your first two tasks to complete are: 1) Set up your accounts and access, 2) complete the Day 0 learning module. You’ll have a 15-minute 1:1 with [Manager] today. The overview below shows the needed steps and timing: [link to table]. If you have concerns, reply to this email. This message aims to create excitement and a strong impression while emphasizing the importance of a deep, structured start.

Replace placeholders with actual names and links before sending.

Slack template

Hi [Name], welcome to [Company] on Slack. Please join the following channels: #welcome, #onboarding, #team. Introduce yourself with a short note and share your top learning goals in the first post to help the team understand the reason you joined. You will find links to the needed programs and your Day 0 schedule in the DMs. The following steps help you settling: 1) post a quick intro, 2) read the latest team update, 3) message your buddy with any questions. If you have concerns, post in #onboarding or DM your manager. Expect responses within 30 minutes during core time.

Adjust channels to match your setup.

Overview and table

The following table consolidates the action, owner, due date, and status for Day 0. It covers access provisioning, first-time learning modules, and the buddy introduction, so the new hire can see the needed steps at a glance and track progress against time estimates. Launching a consistent Day 0 experience signals care and aligns teams around your first weeks.

Concerns and settling

To address concerns, pair the new hire with a buddy and schedule a 1:1 with the manager within the first day. This deep check-in helps the person feel part of the community quickly and keeps familiar tools in use. This show of care supports settling in, reinforces belonging, and highlights the importance of structured onboarding for every new hire at our companies.

Time to learn and complete

Track the following metrics: email open rate, Slack engagement, and completion rate of the Day 0 learning module. Use the findings to update the templates and keep the following programs fresh for future cohorts. This practice helps time-to-productivity improve and ensures the onboarding experience remains aligned with our high standards across companies.

Introductory Phrases to Announce the New Hire to the Team and Stakeholders

Begin with a concise announcement that names the new hire, their role, and start date. This message should outline initial priorities and the organizational context, which helps set expectations across the structure and with stakeholders. Include who they report to and where onboarding resources can be found to speed settling in.

Core phrases for the team

• Please welcome [Name], our new [Role] in [Team], starting on [Date], to drive [Key Objective].
• We are launching [Name] into our [Team/Project] to strengthen our organizational capacity and accelerate early contributions.
• Through our processes, [Name] will be settling in during the first weeks as they learn the workflows and meet colleagues who will support them.
• We sent a brief note to stakeholders and will wait for feedback before finalizing the onboarding plan.
• Their contribution to [Area] will show in early activities and quick wins across the workplace.
• Feel free to reach out and offer a warm welcome; a friendly gesture helps the entire team feel supported.
• Between teams, this hiring creates an amazing opportunity for cross-functional collaboration and mutual learning.
• This addition strengthens the common goal of delivering value while keeping the processes clear and the structure simple.
• We love to see how the new team member becomes a friend to others and helps enrich the workplace culture.
• As part of the onboarding piece, we will share key milestones and check in regularly to ensure continued alignment.
• Please also greet [Name] warmly in person or in chat to kick off the settling period on a positive note.
• A quick note: the plan has been prepared and shared; we will revisit it after the first week to ensure we meet expectations.

Templates for stakeholders

1. Internal leadership note: “We are launching [Name] as [Role] to support [Key Initiative]. Their work will span multiple teams, which will contribute to refining our organizational processes; ongoing feedback will help measure progress and adjust priorities.”
2. Partner update: “Please welcome [Name], whose contribution strengthens our workplace capabilities and aligns with our common goals; they will focus on [Area] and report milestones through regular updates.”
3. Team-wide kickoff note: “As we onboard [Name], encourage cross-team collaboration, share ideas, and offer support; this creates an amazing opportunity to learn from one another and strengthen our structure.”

Onboarding Templates: IT Access, Buddy System, and First-Week Schedule

Provide three pillars today: IT access within 24 hours, a dedicated buddy for daily guidance, and a clear first-week schedule.

IT Access and Security

Implement a fast-tracked flow that delivers email, VPN, and core app access within 1 business day. Create unique access profiles by role and document the necessary permissions in a handwritten checklist, plus a concise note about what the new hire needs to accomplish. Include two-factor authentication and a short set of statements that spell out expected expertise and security requirements. Because this setup reduces friction, it supports confident performance and helps achieve the outcomes the team aims for during the first week. Track the need-to-know items in the same interface to ensure nothing slips.

Buddy System and First-Week Schedule

Assign a buddy who can answer questions between formal sessions and a friendly office tour. The arrangement might choose to tailor the plan per role and going forward, they will help the new hire stay on course. Use a shared plan that lays out steps for the first five days: objectives, quick tasks, and a weekly check-in to assess progress toward goals. Keep decisions visible in a single place so the team can see what to help with and what still needs attention. Include a handwritten note with contact points and escalation paths, and finish the week with a recap to confirm what was learned and what to do next for the course level. This approach helps the new hire feel confident, accomplish something tangible, and establish a strong working relationship from day one.

30-Day Check-In Framework: Cadence, Milestones, and Sample Questions

Set a fixed 30-day framework with weekly check-ins, a Day-15 milestone, and a Day-30 review to keep everyone aligned and moving toward concrete outcomes. This cadence keeps you focused on progress, not just tasks, and creates predictable rhythms for the team and the new hire. When launching this framework, define the success criteria and a simple way to capture evidence of progress.

These sessions are warm and practical, designed to help your new teammate achieve their potential and deliver value to the team. Set the level of expectations early and keep the discussion focused on outcomes. These moments would feel productive rather than punitive when you include a short coffee break to reset energy and sharpen collaborationhi. Stay linked to the collective goals, and keep the conversation aimed at action.

Cadence and Milestones

Cadence: Day 1 onboarding, Day 5 check-in (45 minutes), Day 10 milestone kickoff with a small deliverable, Day 15 mid-point review, Day 20 plan adjustment, Day 25 prep for Day 30, and Day 30 closing review. Each session uses a standard procedure: review the last action, discuss blockers, and set 1–2 next steps. Use a simple template to capture notes and decisions, and share the linked document with the team so everyone can follow progress. This framework helps a new hire settle into the team smoothly. Keep the setting simple, with one objective per session.

Milestones to track include access provisioning (systems and tools), completion of the first deliverable, positive feedback from a peer, and a short knowledge-transfer share-out. These milestones are specific, measurable, and aligned with your onboarding plan so you can succeed. The most impactful milestones give a clear signal of readiness for expanded responsibilities.

Setting and reviewing progress at Day 30 should reflect how the new hire has settled into the role and how the collaborationhi approach contributes to the team. If gaps remain, adjust the follow-up plan and offer targeted support. The team would choose to extend mentorship or assign a buddy for the next phase, ensuring a human-centered, practical path for momentum.

Sample Questions

What progress have you achieved since the last check-in, and how does it map to the Day-15 milestone?

What blockers slowed you, and what support would help you move forward?

Which resource or setting would most accelerate your work right now?

How confident do you feel about your plan and timeline, and what would raise your level of certainty?

Who can you listen to for feedback, and how would you discuss blockers with the team in a way that keeps us linked and moving together?

What progress would signal a perfect start, and what would you need to settle into the role with confidence?

What small win could you deliver by Day 30 that demonstrates value to the collective goals?

How would you rate the value of the onboarding procedures and the support youve received, and what changes would you choose to improve the experience?

Templates for Feedback and Scaling Onboarding Across Teams

Use a standard onboarding feedback kit and a scalable templates system that every team can customize while preserving core orientation and duties. The director should lead the rollout with a warm greeting and a clear plan, so the new hire feels welcome right from day one. weve designed practical prompts and tools that fit any team, helping to share contribution across the community and keep the process personal. Use a simple word-based log to capture quick notes and drive easy cross-team reporting.

Feedback Request Template

Subject: Onboarding feedback for [Name] – [Team]

Hi [Name], welcome to [Team]. To help scaling across teams, please share a few notes on workstation setup, tool access, orientation coverage, and clarity of duties. Include anything that slowed you down or would have helped earlier. This brief response helps us update the standard process and inspire others to participate in the community.

Onboarding Scaling Playbook

The playbook keeps one-page templates for each step: orientation overview, roles and duties, required tools and access, and escalation path. Each team preserves the core template and adds tweaks that reflect its context. once a quarter the director reviews updates and shares them through the organization. The playbook is stored in a central workspace to enable between-team reuse and to keep the right people informed about changes.

Inter-team Handoff Template

Use this when transferring a hire or project between teams. Include current duties, active projects, required tools, access levels, and a warm greeting from the receiving team. The template supports knowledge continuity and reduces back-and-forth between teams. once completed, log the handoff in the central system so others can learn from the example and apply it to future transitions.