Free letter template · Word

Welcome Note From CEO

A welcome note from the CEO is a short personal letter signed by the head of the company and given to every new joiner, often in the welcome kit. It shares why the company exists, what the CEO values in people, what new joiners can expect and an invitation to speak up, setting the tone from the top.

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[Company Logo][Company Name]

A WELCOME NOTE FROM OUR CEO

Date:: [Date]

Dear [Employee Name],

Welcome to [Company Name]. I am delighted that you have chosen to join us as [Designation] in [Department].

We started [Company Name] in [Year] with a simple idea: [Founding Purpose]. Today, [Number] colleagues across [Locations] carry that idea forward every day for our customers. You are now part of that story.

What we value most are [Value 1], [Value 2] and [Value 3]. In practice, that means taking ownership of your work, being honest even when it is difficult, and treating every colleague and customer with respect. It also means we expect everyone to help keep this a safe and inclusive workplace.

In return, you can expect from us clear goals, fair feedback, opportunities to learn and leaders who listen. Your first few weeks will be full of new names and information. Ask questions, take notes and do not hesitate to share a fresh perspective; new colleagues often see what the rest of us have stopped noticing.

My door is open. If you have an idea or a concern, write to me at [CEO Email] or find me at [Office / Forum].

Once again, welcome aboard. I look forward to meeting you.

Warm regards,
[CEO Name]
Chief Executive Officer
[Company Name]

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What this template includes

Personal greeting
Company purpose in the CEO’s words
Values and expected behaviours
What the joiner can expect from the company
Open-door invitation
CEO signature

When to use it

In every new joiner’s welcome kit
For senior hires, with a more personal paragraph
After a merger, to welcome employees from the acquired company
In the first-day email for remote joiners

How to customise this template

1Rewrite in the CEO’s natural voice
2Add a real story or recent milestone
3Personalise the name for each joiner
4Keep it to one page

HR tips

Avoid generic corporate language
Get the CEO to sign by hand where possible
Update the milestone line every year

For HR & hiring managers

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Frequently asked questions

What should a CEO welcome note say?+

Welcome the person, explain the company’s purpose, share the values that matter and invite them to speak up.

Should the CEO sign each letter?+

A personal signature makes a strong impression; a scanned signature is acceptable for large batches.

Is it better as a letter or an email?+

Either works. A printed letter fits a welcome kit; an email suits remote joiners.

All 50 onboarding & induction →

[Company Logo][Company Name]
WELCOME NOTE FROM HUMAN RESOURCES
Ref. No.:
[Reference Number]
Date:
[Date]
Dear [Employee Name],
On behalf of the HR team, welcome to [Company Name]. We are looking forward to your first day as [Designation] in [Department].
Your First Day
Detail Information
Date of Joining [Date of Joining]
Reporting Time [Time]
Address [Company Address]
Ask for [HR Name], [Phone Number]
Dress Code [Business Casual / Uniform]
Please Bring
Letter · Word
Welcome Note From HR
Download .docx
[Company Logo][Company Name]
EMPLOYEE WELCOME KIT CHECKLIST
Employee Name:
[Employee Name]
Date of Joining:
[Date of Joining]
Work Mode:
[Office / Remote]
Kit Prepared By:
[Admin Executive Name]
Documents
- Welcome letter signed by HR / CEO
- Day-one agenda and induction schedule
- Employee handbook or quick-start guide
- Holiday list for the year
- Key contacts card (HR, IT, admin, buddy)
Workplace Essentials
- ID card with lanyard
- Access card
- Notebook and pen
- Desk name plate
- Visiting cards (if applicable)
Branded Merchandise
Checklist · Word
Employee Welcome Kit Checklist
Download .docx
[Company Logo][Company Name]
EMPLOYEE ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Date of Joining:
[Date of Joining]
Reporting Manager:
[Reporting Manager]
HR Coordinator:
[HR Name]
Phase 1: Pre-Joining (Offer Acceptance to Day Before Joining) – Owner: HR
- Signed offer letter received and filed
- Background and reference checks initiated
- Pre-joining document list emailed to the candidate
- Joining date, time, reporting address and dress code confirmed
- IT, admin and reporting manager informed of the joining date
- Workstation, laptop and email ID requested
- Welcome email sent with day-one agenda
Phase 2: Joining Day – Owner: HR and Admin
- Original documents verified and copies taken (education, experience, relieving letter)
- PAN, bank account details and cancelled cheque collected
- Aadhaar (last 4 digits / masked copy) collected for KYC
- UAN obtained or new UAN generated; EPF nomination (Form 2) completed
- ESI registration done where applicable
- Appointment letter issued and signed copy received
- ID card, access card and welcome kit handed over
- Employee added to HRMS, attendance and payroll
Phase 3: First Week – Owner: HR, IT and Reporting Manager
Checklist · Word
Employee Onboarding Checklist
Download .docx
[Company Logo][Company Name]
HR ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Employment Type:
[Permanent / Contract / Intern]
HR Executive:
[HR Name]
A. Offer and Pre-Joining
- Offer letter issued and acceptance received within validity
- CTC breakup shared and agreed
- Background verification consent form signed
- Pre-joining document checklist sent
- Joining instructions sent (date, time, address, contact person)
B. Document Verification (Joining Day)
- Educational certificates – originals sighted, copies taken
- Experience and relieving letters from previous employers
- Last three salary slips or Form 16 (for tax computation)
- PAN card copy
- Aadhaar (last 4 digits / masked copy)
- Address proof (current and permanent)
- Passport-size photographs
- Bank account details with cancelled cheque
C. Statutory Registrations
Checklist · Word
HR Onboarding Checklist
Download .docx
[Company Logo][Company Name]
MANAGER ONBOARDING CHECKLIST
Manager Name:
[Employee Name]
Designation:
[Designation]
Department:
[Department]
Effective Date:
[Date of Joining]
Reports To:
[Reporting Manager]
Team Size:
[Number] direct reports
Before the Start Date – Owner: Skip-Level Manager and HR
- Announcement to the team drafted and scheduled
- Handover note prepared by outgoing manager or skip-level
- List of direct reports with roles, tenure and last ratings
- Open positions and in-process hiring shared
- Budget, cost centre and vendor list prepared
Week 1 – Access and Authority
- Approver rights set up in HRMS for leave, attendance and regularisation
- Expense and purchase approval limits configured
- Access to team dashboards, reports and shared drives
- Introduced to the team in a meeting led by the skip-level manager
- Introduced to HR business partner, finance and admin contacts
Weeks 1–3 – Know the Team
Checklist · Word
Manager Onboarding Checklist
Download .docx
[Company Logo][Company Name]
IT ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Date of Joining:
[Date of Joining]
Work Mode:
[Office / Hybrid / Remote]
Ticket No.:
[Reference Number]
1. Hardware Provisioning
- Laptop/desktop allocated – asset tag [Asset Tag], serial [Serial Number]
- Charger, mouse, headset and bag issued
- Operating system updated and patched
- Full-disk encryption enabled
- Endpoint protection installed and reporting
- Device enrolled in device management
2. Accounts
- Directory/domain account created
- Official email ID created: [Email ID]
- Collaboration tools (chat, video) enabled
- Added to department distribution lists and shared drives
- HRMS and attendance login activated
3. Role-Based Access (Approved by Reporting Manager)
Checklist · Word
IT Onboarding Checklist
Download .docx
[Company Logo][Company Name]
FINANCE AND PAYROLL ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Annual CTC:
₹[CTC]
Cost Centre:
[Cost Centre]
Stage 1: Data Received from HR
- Employee master and CTC breakup received
- Bank account number and IFSC verified (cancelled cheque / bank letter)
- PAN verified
- UAN linked to the employee record
- ESI number generated where applicable
Stage 2: Tax Setup
- Tax regime choice recorded
- Investment declaration received
- Previous employer income and TDS details collected (mid-year joiners)
- HRA rent details and landlord PAN where required
- Professional tax applicability set as per state of work location
Stage 3: Statutory Deductions
Checklist · Word
Finance Onboarding Checklist
Download .docx
[Company Logo][Company Name]
ADMIN ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Date of Joining:
[Date of Joining]
Work Location:
[Work Location]
Shift:
[Shift Timing]
Before Joining
- Seat / workstation allocated: [Seat Number]
- Photograph received for ID card
- ID card printed
- Access card programmed for [Floors / Areas]
- Visiting cards ordered (if eligible)
- Drawer/locker key prepared
Joining Day
- ID card and access card handed over and acknowledged
- Stationery kit issued
- Locker allocated: [Locker Number]
- Canteen/meal card issued
- Transport route or parking slot allotted
- Uniform/PPE issued where applicable
Safety and Facilities Briefing
Checklist · Word
Admin Onboarding Checklist
Download .docx