Welcome letter for new hires, clients, members and students
A good welcome letter answers the questions a newcomer is too shy to ask: where to go, who to meet, what to bring. This prompt has your todo.is agent write a warm welcome letter for a new employee, client, student, tenant or club member, with the practical first-week details laid out clearly.
The prompt
- Write a welcome letter from [SENDER NAME AND ROLE] at [ORGANIZATION] to [WHO IS JOINING], who is joining as [THEIR ROLE OR TYPE OF NEWCOMER]. Their first day or start date is [START DATE]. Include these practical details: [WHERE TO GO, WHAT TO BRING, WHO THEY WILL MEET]. Tone: [TONE]. Keep it under 300 words, open with a personal line about why we are glad they chose us, then a short "your first week" section with bullets and a contact person for questions. Give me a Word file and a PDF, plus a plain email version.
What to change
- [SENDER NAME AND ROLE]: Who signs it, e.g. "Priya Shah, Head of Customer Success".
- [ORGANIZATION]: Your company, school, club, building or practice.
- [WHO IS JOINING]: The newcomer's name, e.g. "Leo Martins". For a template, write "a new member".
- [THEIR ROLE OR TYPE OF NEWCOMER]: E.g. "a junior designer", "a new client on our bookkeeping plan", "a Year 7 student", "a new tenant".
- [START DATE]: E.g. "Monday 3 November, 9:30 am".
- [WHERE TO GO, WHAT TO BRING, WHO THEY WILL MEET]: The real details, e.g. "reception on floor 4, bring ID for payroll, lunch with the design team".
- [TONE]: E.g. "friendly and relaxed", "formal" or "upbeat for a sports club".
Example result
- Welcome letter (new employee)
- Dear Leo,
- Welcome to Harbor & Pine! We are so glad you said yes. Your portfolio piece on the library rebrand was the one the whole team kept talking about, and we can't wait to see what you bring to our client work.
- Here is everything you need for a calm first week.
- Your first day: Monday 3 November
- • Come to reception on the 4th floor at 9:30 am. Ana will meet you there.
- • Bring a photo ID and your bank details for payroll.
- • Your laptop will be set up and waiting at your desk.
- Your first week
- • Monday: tour, IT setup and lunch with the design team (our treat)
- • Tuesday: meet your buddy, Sam, who will help with anything you need
- • Wednesday to Thursday: shadow the Fernway project and sit in on a client call
- • Friday: a 30-minute check-in with me to hear how it is going
- Good to know
- • Dress code is casual. Most people wear jeans.
- • The office is open from 8 am to 7 pm, and most of us start between 9 and 10.
- • There is a kitchen with free coffee and fruit on every floor.
- If anything comes up before Monday, call or text Ana Costa, our office manager, at 555-0142, or reply to this letter.
- We are really happy to have you on the team.
- Warm regards,
- Priya Shah
- Head of Design, Harbor & Pine
- Other versions you can ask for
- • New client: what happens in the first 30 days, who their account manager is, how to reach support
- • New student: timetable, uniform, lunch, the form tutor's name
- • New member or tenant: house rules, key contacts, where to find the bins and parking
How to do it with todo.is
- Copy the prompt and fill the [brackets] with your newcomer's details.
- Paste it into todo.is on the Today screen, or message it to your agent on Slack or Telegram.
- Your agent writes the letter and gives you a Word file, a PDF and an email version.
- Welcoming people often? Ask your agent to remember the template and send a new name and date each time.
Tips for a better result
- Open with something specific about the person, like a project or why you chose them. It makes a template feel personal.
- Put practical details in bullets: time, place, what to bring, who to ask. That is what newcomers reread.
- Name one contact person with a phone number, not a generic inbox.
- Send it a few days before the start, so there is time for questions.
- For clients, add what happens in the first 30 days so they know the next step without asking.
welcome letter: FAQ
- What should a welcome letter include? A warm greeting, why you are glad they joined, the start date, where to go and what to bring, who they will meet, and who to contact with questions.
- When should I send a welcome letter to a new employee? About a week before the start date is common. It gives the new hire time to prepare and ask questions.
- How long should a welcome letter be? One page or less. Keep the welcome short and put the practical details in an easy-to-scan list.
- Can I make a welcome letter template for many people? Yes. Ask your agent for a template with [name] and [start date] fields, or attach a list and get one letter per person.
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