How To Reply to A Welcome E-mail As A New Employee


HOW TO REPLY TO A WELCOME E-MAIL AS A NEW EMPLOYEE? Thank the company and show appreciation . Express your readiness and interests in the job.

In a job seeker’s life, getting a welcome e-mail is one of the most exciting moments after an interview invite. This is expected because the job-seeking process is most often emotionally and psychologically demanding. So, when an applicant passes that stage to the point of getting the job and a welcome e-mail, the excitement is sometimes indescribable! However, as with other forms of communication, feedback is germane; hence welcome e-mail to a new employee requires a response.

The question now is, have you had challenges with a welcome e-mail? Do you know anyone who has had difficulty answering a welcome e-mail? Where you able to help put them through? How exactly do you reply to a welcome e-mail? 

Well, you don’t have to worry! Just stay with me because that is exactly what I’m about to help you in this article. 

In this article, you are going to learn the following significant knowledge of how to respond to a welcome e-mail as a new employee.

1. What is a welcome e-mail or welcome abord message 

 2. Things to consider when replying to a welcome e-mail as a new employee

3. Why or important of replying to a welcome e-mail

4. Likely mistakes people make when replying to a welcome e-mail as new employees 

5. I shall also give numerous and practical sample of replies to a welcome e-mail as a new employee.

What is a welcome e-mail ?

A welcome e-mail, sometimes referred to as a ‘welcome onboard message,’ is a new employee’s response to a company that has offered him/her a job. This e-mail is usually I kind of furtherance on previous correspondences between an applicant and a company or a recruiter as the case may be. The welcome e-mail is a very vital piece of correspondence from a  recruiter or a company an applicant, who In most cases Is always anxiously for one. Unlike an invitation for interview ew, the welcome e-mail is almost like a final judgment ‘. It comes as information of an interviewee’s performance or success during an interview. In other words, you only get the welcome e-mail when the panelists have examined and found you fit in a particular position.

As simple as it might appear, some crucial things to consider when replying to a welcome e-mail as a new employee. These are discussed in the next subheading.

Things to Consider when replying to a welcome e-mail as a New Employee

  • Thank the company and show appreciation for the offer.

 It’s always important that you show appreciation to the company for finding you capable or worthy of such a position. A word If appreciation has an indescribable way If creating and leaving a lasting impression about you on whoever is appreciated. Let’s pause and make a bit of an analogy here.

 Imagine that you went all morning and afternoon without food on a countryside road because no restaurants are serving what you would love to eat. Then, by evening you are fortunate to see restaurants that serve a delicious meal, the type you crave for all day. Now, will you appreciate it or not? I think you would do. If you still didn’t see the point, think of your journey on the countryside road without your kind If meals as your job search and interviews without a job. Then, In the same vein, consider the financial restaurant that served you your delicious meal as the company that has offered you the job

Can you now see expressing appreciation is indispensable when writing or replying to a  welcome e-mail? You may argue that you being offered the job was based on merit, and you should also understand that the decision to choose you was entirely theirs. Also, In some cases, you might not be the only successful Ir qualified candidate interviewed. So, the fact that you to be selected is deserving of appreciation.

  • Express your readiness and interests in the job.

Some job openings require immediate resumption, while others don’t. In most cases, you might be asked when you may likely resume if employed. However, a situation may arise where this question Is not asked. Your reply would serve as a good opportunity to inform your employer. Doing this will not just assure your manager of the fact that you are ready to work,  but it would reiterate your desire to give in your best in the position, as you must have stated in the interview. Also, if you are being recruited by an outsourcing or independent recruiter, indicating your readiness and time to resume helps them determine for the last time if you would be immediately presented to their potential client, and, If not, a time frame will be communicated to them, especially If you are found to be good or the best for that position.

  • Directly or indirectly reiterate the terms of the job

None verbal and distance communication sometimes room for doubt and uncertainties. This might be as a result of ambiguous clauses or due to unfamiliarity with some terminologies.  When that case, a creative reply to a welcome e-mail with the terms of employment. (this would be illustrated in samples of reply to a welcome e-mail below) is a sure way of clarifying things about the job right from the start. This can save you a lot of trouble. While we must understand that a welcome e-mail Is different from the letter of employment, which spells out all the terms of agreement explicitly, we should also be reminded that, depending If the writer’s style, a welcome e-mail can as well put out some expected conditions to be met by you, as a new employee which if not clear, acceptable in any can be immediately attended to in your response. 

Let’s look at this sample welcome e-mail to a new employee.

Sample #1

Dear Jerry,

On behalf of the HR team, I welcome you to BLJ Global. I am so excited to have a great mind liaison join us in our quest to proffer cutting edge solutions to global health problems.

The company is optimistic that someone with your talent in laboratory analysis Is the best addition to the team. You are expected to resume on Monday, 10th January at 8 pm. You will be on a permanent night shift for January. We hope to see you then.


Irene I.

Head, HR.

Sample #2

Dear Lucia,

Following your performance at the interview with our HR departments, we are glad to offer you a job as head of our Sales and Marketing Department. While your application and interview were based on the head of the production, a review of your performance and credentials by our HR department shows that you have adequate experience in sales and marketing than in production. 

If you have any objections or inquiries before resumption, kindly let us know.

I look forward to seeing you in Tuscany on June 18th. 


Bassey O.

 Do you spot the differences in earlier knowledge of engagement and the current company’s demand? I bet you did. But for clarity, let’s look at the sample welcome aboard messages or e-mails to understand why a reply to a welcome e-mail should sometimes serve as a good avenue to directly or indirectly reiterate terms If engagement.

In sample #1 above, the employee is being told to be prepared to resume for “permanent night shift.” Let’s assume that the new employee who has applied for this particular job hoping to run the day shift was not informed of this all through the interview and selection period, as is the case. Don’t you think it would be appropriate if your employer’s attention is called in your reply to them?  I think I would if I were a new employee. 

We see a similar situation in the colored text in sample #2. This is a common occurrence sometimes.  The Human Resources Manager or Personnel Manage often encounter candidates who have experiences and can fit into positions different and better than those they have applied to or positions they have been interviewed for. Most HR Managers are not just experienced, but they double as career coaches and often would like to guide a potential employee to the right career path. However, since the choice always resides with the employee, he/she is always informed through the welcome e-mail, as seen in sample #2. The reply to the welcome e-mail, therefore, assures the company of the new employee’s stands.

In a situation like this, a reply from the new employee could be as seen in either of these examples below.

Dear HR Manager,

I’m thrilled to read this welcome e-mail. Thank you for finding me worthy of being part of your team, I do appreciate the opportunity.

However, I should like to know why the company would be placing me on permanent night and shifts in January before since this was not mentioned in the interview.

Kindly feed me back In this any other matters of importance to this offer I should know.

Best regards,

Jerry B.T.


Dear Personnel Manager,

I feel so excited about your firm’s job offer as it is a dream come true for me! I also wish to applaud your team for recognizing my ability to function as Head of Sales and Marketing of the organization. This is a challenge forward to as I switch careers.

Thanks once again and see you soon.

Lucia B.A.

I.e., can see the two sample responses that the new employees reiterated their teems or expectations by accepting outrightly what the employer wants of them or trying to clarify things by raising observations and asking for additional information.

  • Avoid unnecessary praise-singing.

One big mistake that people make e-mails most times is that they treat as less important a formal document than a handwritten type response. This must be avoided as much as possible when writing an e-mail, especially when replying to a welcome e-mail as a new employee. As much as you are excited about the offer and are expected to show appreciation, moderation is seriously advised. It would help if you kept things formal in tone and appearance in your response. No matter the level of familiarity with your HR, you must remember you are writing to him or her in an official capacity. It would help if you a2lso were composed. You can afford to appear or act unprofessionally in any way why responding to a welcome e-mail. Even if you have spent your entire life searching for a job unsuccessfully, now that you have found one, you don’t have to let your employer believe that he is your saving grace or that without that job offer, you won’t live another day. Of course, we both know how important the job is to you. As I had earlier, we also know that showing appreciation Is important, but; you must endeavors to be professional about it!

  • Be very polite and official.

Then, you need to be polite and official when replying to a welcome back e-mail as a new employee can’t be overemphasized.  While there might be room for familiarity and acquaintance with the manager or any other representative of the company, courtesy demands that you keep things official. This is an essential quality expected of all employees, be it old or new. For a new employee, it’s a must! You may wonder why I say, well, the reason Is not far fetch. Irrespective of the department or section you work in an organization, you must interact with people. It might be with colleagues clients. Each of these sets of people always has their expectations of you. And, while you might think your relationship or interactions with them does not matter, the truth is that it does. In fact, it does in more ways than you can sometimes imagine. Imagine that you are employed as a Public Relations Officer or a member of the marketing team, or even as a receptionist in an organization. There is no way you are going to succeed in any of the mentioned roles above. Suppose you do not cultivate the habit of being polite and official. What Is the use of a receptionist who Is rude to clients? Of what use Is a Public Relations Officer who can relate to the public and clients because of rudeness. You will also agree that a marketing team with impolite members will sell nothing for the company.

So, when you reply to a welcome e-mail, you should know that you are also being assessed and, you can afford to fail from the start by not being polite and official when replying to a welcome e-mail as a new employee.

  • Be reasonably brief with your response.

 In communications, especially of this magnitude, brevity is an asset. Being brief shows you as one who is time conscious and focused in some way. However, you must ensure that you do not appear lazy or limited in knowledge of what to write or say in being brief. You ensure that your reply covers the necessary aspects or areas of a reply to a welcome e-mail, which has been discussed so far in this article. Being brief does not mean writing or saying too little. It means writing on point, that’s, saying what is relevant, using the appropriate number of necessary words.

  • Include your name.

Name, as we already know, is significant in any formal document. In the case of an e-mail which can not be signed as often as a written document, a name is one major means of authenticating an e-mail. Furthermore, your name included in response to a welcome e-mail helps to distinguish one new employee from the other,  thus making the job of HR less cumbersome. 

  • Ensure it’s error-free! 

As one who has gone through some rigorous interview and screening process, you can afford to let your guard down now. This is very important. You can’t afford to make mistakes when replying to a welcome e-mail because that can cost you the job. If you are not sure of your writing, you can use editing software like Proofread or Grammarly to cross-check before sending. Errors Informal communication of this manner is not just limited to spellings. So, you should not be too excited about using editing software. There some errors which are technical and not grammatical. These too must be completely avoided at all costs possible. For instance, you can afford to misspell the company’s name or address your new boss as ‘he’ I instead of ‘she,’ or the other way round. You also can not afford to say ‘ thanks accepting to your marketing team’; what you meant to say was ‘procurement or production team. While editing software can correct grammatical and typographic errors, it can’t help with errors like those mentioned above.

Now that you have known things to consider when replying to a welcome e-mail as a new employee, you may want to ask, why must I reply to a welcome e-mail? Or what is so important about replying to a welcome e-mail as a new employee? After all, I will be resuming in person, and  I can show appreciation as well then.

Unfortunately, it’s important you do, if not for any reason; for the following reasons:

  • It’s a feedback mechanism that puts you and the company on the same page. As much as it is believed that a welcome e-mail Is sent out after an applicant has undergone, and the recruiter has concluded all the necessary, including background checks in some cases; it’s also true that a reply to a welcome e-mail from the new employee remains one of the final steps taken before proper employment takes place. Don’t forget that an offer can be rejected If the stated terms are not favorable. It can also be rejected if It comes late after one has accepted another job offer. In this case, the employer will have to look for another candidate from the list or start the process all over again. But this can only happen if a reply was sent in response to the welcome e-mail.
  • It helps the company to make decisions quickly, especially if you chose to decline the offer as explained in the previous point. Apart from getting another offer due to late feedback from an employer,  the proposed salary can influence a job decline. But whatever the case, a reply to the welcome will enable the employer to make a quick decision.
  • It engenders in you a sense of responsibility as an employee. Having done what was expected of you as a new employee, you will feel this sense of responsibility unlike you would feel if you did not and you are later told.
  • It also boosts your understanding of the business and formal ‘world order.’ No one enjoys being the odd one In a place right, but everyone loves being right. I am sure that being in a place where you are seen as doing the right thing very satisfying.

Now that we have known what a reply to a welcome e-mail means and what to do, consider when writing one let’s have some samples for a better understanding.

Sample 1

Dear Basil International School,

I sincerely appreciate and accept this opportunity given to me. I had always desired to be a part of a dynamic and innovative organization like yours.

I look forward to contributing my skills and experience in a mutually beneficial manner for the organization.

Thank you.

Jane Osborne

Sample 2

Dear Hiring Manager,

I feel so excited about this job offer from your company as it’s a dream come true for me.

Having a job that allows me a day off every week at a salary of $30,000 a month is a big win for me.

I can’t wait to resume work next week to be a part of an outstanding company as River Fisheries.

Kind regards,

Alfred Don

Sample 3

Dear MR. George,

I woke up to your welcome aboard email, I honestly do appreciate this offer and the opportunities that come with it.

However, as much as I would have loved to be part of your organization, I humbly decline this offer. My husband have just relocated far away from your company last week. I’m sorry I can’t keep up with the distance. 

I’m sorry for the inconvenience and, I hope to join your company some time in the future.

Kind regards,

Bolanle Adams.

From the samples above, some observations could be made in line with things to consider when replying to a welcome e-mail as a new employee.

The highlighted comment in sample 1 shows an expression of appreciation and acceptance of the offer. You will also notice that the appreciation is straight to the point.

Furthermore, in sample 2, we can see that the words in lemon green are a reiteration of the terms of reference for the job offer while the texts highlighted by blue the employee’s desire and readiness to resume work.

Sample 3 shows a new employee declining an off. She gives reasons for that and hints that she still wishes to work with the company in the future.

I believe that when you get that welcome e-mail as a new employee, you know just how to send in that reply!

Also read: How to write a Thank You Email After an Interview?

How To Reply to A Welcome E-mail As A New Employee

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