A welcome letter sent before day one helps a new employee arrive confident and on time. It covers where to go, when to arrive, what to bring and who will meet them.
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Important: please read
This template is a free starting point, not legal advice. MadyHR.ai is not a law firm and cannot give legal advice. Employment law is different in every state, and some cities have their own rules. Laws also change. Before you use this template, check it against the laws where your employees work, and speak to an employment attorney or your state labor department if you are unsure. You use this template at your own risk, and MadyHR.ai accepts no responsibility for how it is used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.
When to use this template
After the offer letter has been signed
About a week before the start date
Welcoming remote employees who will not have an in-person first day
Tips before you use it
Keep it friendly and practical — legal terms belong in the offer letter, not here.
For Form I-9, tell the employee to bring original documents of their choice from the Lists of Acceptable Documents, and link to the form. Do not name specific documents.
For remote hires, explain how their equipment will arrive and how Form I-9 documents will be examined. Remote examination of documents under the DHS alternative procedure is only available to employers enrolled in E-Verify and in good standing; otherwise documents must be examined in person, for example by an authorized representative.
Template preview
Replace everything in [brackets] and delete the notes for employers before you use it. The Word download contains the full template.
[Company Name]
[Date]
Dear [Employee Name],
Welcome to [Company Name]! We are excited to have you join us as [Job Title] on [Start Date]. Here is everything you need for your first day.
Your first day
Date: [Start Date]
Arrival time: [Arrival Time]
Address: [Work Location]
Ask for: [Manager Name]
Parking / transit / building access: [Details]
Dress: [Dress Guidance]
What to bring
Original documents of your choice that establish your identity and authorization to work, from the Lists of Acceptable Documents for Form I-9 (see uscis.gov/i-9).
Your completed Form W-4 (see irs.gov) and any state withholding form we send you.
[Anything else, for example a lunch, safety boots or a laptop bag.]
Your first week
Day 1: [Welcome, paperwork, tour and introductions]
Days 2–3: [Training and systems setup]
Days 4–5: [Shadowing and first tasks]
Questions?
If anything is unclear before you start, contact [HR Contact Name] at [HR Contact Email].
Can I tell a new hire to bring a passport for Form I-9?
No. Employees may choose which acceptable documents to present. Asking for specific documents can be unlawful discrimination. Point them to the Lists of Acceptable Documents on the USCIS Form I-9 page instead.
When should I send a welcome letter?
Most employers send it about a week before the start date, once the offer has been accepted, so the new hire has time to plan travel and gather documents.
Official sources
Each source below is an official U.S. government website. Check them for the latest rules.
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