The following is a guest contribution from Grace Carter.
A welcome email is a useful and friendly way to welcome a new rep to your sales team, as well as fill them in on key details they’ll want to know before they begin their first day. Your letter will make them feel like they’re already part of your team and help their first day run a bit smoother. Use this guide to write an awesome welcome email to your new sales rep.
What Should You Include?
Your welcome email should confirm your new sales rep’s start date and time. It’s also a good idea to let them know where in the building they should head, or if there is someone they should report to specifically. If there are items they need to bring along, such as banking or social security information, include that in your letter. Provide your employee with some information about what they’ll be spending their time doing on day one. Will they be going through orientation all day or will they have an opportunity to demonstrate their talents on the sales floor?
Welcome emails range from short and simple to long and more complex; it all depends on how much information you want to pass on before they start. Some employers will even include a detailed schedule for the first week.
You can also include some information on the dress code – this may not seem like the most important detail to you but it will be valuable to your new sales rep. The less confusion they experience the better. Also, it would be a good idea to introduce them to some of their colleagues or mentors that they'll work with. Include their job descriptions, some responsibilities and their picture for easier recognition. This will help your new employee find his way easier and they'll know who to turn to in case they have any questions or if they are in need of help.
Another thing that could prove valuable to a new employee is some kind of rule book on desired behavior and general information on how your organizational culture works. You can also introduce some of your products, your mission and your vision of what you want your company to become and how you think the new sales rep can help you in this.
“One of the most important aspects of writing this email is the tone you take, it should be a welcoming one. First days can be quite stressful, so make sure your rep knows you’re glad to have them joining the company,” recommends Alberto Willis, HR manager at AustralianReviewer. They’ve made a big decision, leaving their old job for a new position with your team, so make them feel secure in it.
Use Online Tools For Help Writing the Perfect Email
Writing doesn’t come naturally to everyone, so don’t be afraid to get some help from the professionals. Here are some handy resources to get your started:
Check out these writing guides for suggestions and tips on how to improve your email. Even experienced writers can use some extra guidance now and then.
These are online proofreading tools you can use to ensure your email is polished and free of mistakes.
These are grammar resources you can use to check over your copy for grammatical errors. Don’t take chances with your welcome email, get some help from the experts.
These are editing tools you can use to check over your email for mistakes and typos.
Check out these grammar tools for help and suggestions on how to write better welcome emails. You will find advice from people who have been in your position before.
What should a sample welcome email look like?
Writing a welcome email doesn't have to be difficult. Let's take a look at a well-written example.
Dear (new employee name):
I'd like to welcome you to (company name). We are very glad that you have accepted our offer of employment. I hope that this letter also finds you excited about your new position with (company name).
As we discussed during the interviews, while your new position reports to me, I'd like to welcome you to the sales department on behalf of all of the staff. Every one of us will do our best to ensure your successful integration into the department.
We're expecting you for orientation on (date), Monday at 9 a.m. We’ll meet to discuss your successful integration into our company and with our Human Resources manager to learn about employment related issues. You'll also have a chance to meet some of your coworkers. Our dress code is business casual.
Your new team is looking forward to taking you out for lunch to get to know you and fill you in on a few things. The rest of your first day will involve planning your orientation with me and setting some goals so that you feel immediately productive as a part of our sales team.
Once again, welcome aboard. If you have questions, please call me, or send me an email, if that works better for you. We look forward to having you join the team.
Name of supervisor
Welcome emails are very useful because they can provide a new employee with some crucial information before their start date. Show your new rep you’re excited to be bringing them on board. Use this guide to write a welcome email that will prepare your new employee for their first day and help them feel welcome at their new company.
Grace Carter is a resume editor at Resume Writing Service, where she helps people prepare for interviews and polish resumes.