Free Template: New Hire Welcome Letter Example

[Company letter head]

[date]

Dear [new employee],

Welcome to [company]! We are thrilled to have you on board, and we cannot wait to see all the great things you will accomplish. We want to make sure that your transition into your new role is as smooth as possible, so we have put together this welcome letter to help get you started.

Below you will find some key information about [company], including common practices and procedures. We also want to take a moment to express our appreciation for your willingness to join us. We believe you will be a valuable addition to our team. [share some of the reasons why they were picked for the role]

We hope that you find this quick introduction letter helpful and that it provides answers about your new role at our company. Thank you for joining us, and we look forward to seeing you on [start date]!

Sincerely,

(Your signature)

(Your name and title)

Welcome To The Team [New Hire]!

We are excited to welcome you to the Team here at [company], where our operation is focused heavily on teamwork and employee success. In order to better integrate you into the team, we wanted to highlight some of the most common new employee questions and expectations. Below you will find information pertaining to your Day 1 as well as other important facts for all Team Members. If you have any questions, please reach out to your hiring manager.

Day 1 Information:

• Prior to Day 1 New Hires will need to:

  • Complete ALL pre-onboarding requirements including your I-9, Direct Deposit, Contact Information, Safety & Liability, etc.

  • Complete your virtual New Hire Orientation (lookout for email for scheduling)

• Introductions and Training will take place on Day 1 with IT, Security, and your direct team.

Shift Structure:

Our current Operation Model is Monday-Friday, with each Team Member's schedule fitting a staggered shift depending on the area. Part-time and less than part-time availability is staggered as well.

Overtime will be called and communicated based on volume and business needs. Each department will have a personalized Google Form that will have open opportunities for Team Members to sign-up for work the following week.

Security and IT

All employees will each be assigned a personalized badge to enter/exit the building and submit their punches. Employees are required to have their badge visible at all times while working on-site. Badges should not be used to allow others to get in or out of the facility. If a badge is no longer working or is lost, employees must partner with their direct Leader as soon as possible.

TM’s will also be issued work assets (computer station) and should use IT equipment for work purposes only. If experiencing problems with any IT equipment, partner with your direct Leader first and then follow steps to alert the site IT representative.

Timekeeping

Depending on the location, there may be requirements to submit a Daily Health Survey, including completing your temperature check. Once the survey is completed, you are required to use your badge to submit your punches daily. Continuous failure to complete your health survey or submit punches can lead to progressive accountability.

• If you plan to be absent, it is your responsibility to not only alert your leadership but submit your Paid Time Off option in the system in a timely manner.

• All timekeeping concerns should be communicated to your direct Leader no later than your last day on-site weekly.

• Planned tardiness/early departures should be communicated at least 48 hours in advance to your direct Leader via email.

• Call-outs should be communicated at least 30 minutes prior to the start of the shift via email (email alias). Employees should not use Slack or SMS messages to communicate tardies/absences.

Late Arrivals/Early Departures

• Clocking IN any time after the Start of the Shift is considered late/tardy.

• Clocking OUT more than 2 minutes prior to the End of the Shift will be considered an Early Departure.

• Late Arrivals and Early Departures will be unpaid, with progressive disciplinary action after 5 occurrences.

Lunch and Breaks

• You will have 1 30-minute UNPAID lunch break during your shift. o You must clock in and out for lunch.

• You will have 1 15-minute PAID break during your 8-hour scheduled shift. o You cannot leave the property during this break, but you are allowed to spend your break outside the building.

• You are NOT to clock in/out during your paid breaks.

Planned vs. Unplanned PTO

• Employees are allotted 5 unplanned PTO days per calendar year.

  • Unplanned PTO can only be used in whole-day increments.

  • After 5 unplanned PTO days, additional days will be unpaid.

  • Accountability coaching & disciplinary action will commence after 5 unplanned days are used (full or half day).

• Employees are allotted unlimited planned PTO days per calendar year.

  • Planned PTO days need to be submitted via Workday and email at least 10 BUSINESS (2 weeks) days prior to requesting days off.

• Planned PTO days can be used for half or whole-day absences.

  • o Paid Time Off request can be denied if 10% of the department threshold has been met.

• After 23 planned PTO days, Team Members must have all requests approved by members of Sr. Leadership.

Cell Phones/Headphones

• Cell phones are permitted on the production floor.

  • Cell phones are to be used for listening to music or audiobooks only.

  • Cell phones should NOT be used for calls/texting, movies, web surfing, etc.

  • Misuse of cell phones will be progressively documented.

  • If you need to make a call/send a text, please advise your Leader and step off the floor.

• Earbuds should be used in connection with all cell phones.

  • Earbuds should be limited to one ear only to ensure the safety of all Team Members.

Dress Code/Personal Belongings

• Employees are to dress comfortably for the warehouse climate.

  • Clothing must be worn or hung on a jacket rack near the Employee entrance.

  • Closed toe/heel shoes are required while in the facility (Sandals of any kind are not permitted in the building at any time).

  • Clothing with offensive or derogatory messaging is not permitted.

• Bags of any kind are NOT permitted on the production floor.

  • Lockers can be used to house personal belongings (partner with Asset Protection for a locker)

  • Masks are required once you enter the facility.

Food & Beverages

Each facility is equipped with a designated area (breakroom) where employees are able to take breaks and have food and drink. Each area will include access to refrigerators and microwaves in the breakroom.

• All food and beverages are to be consumed in the Breakroom ONLY.

• Water is the ONLY liquid allowed on the Production Floor.

• Food is NOT allowed on the Production Floor at any time.

• Refrigerators will be cleaned out weekly (Fridays @ 5 PM)