When it comes to welcoming new interns, sending out a warm and inviting email may seem like a small task, but it can make a big impact on their first impression of your company. This is why we’ve put together a few sample emails to help you craft a welcoming message that will make your new intern feel like they’re already a valued member of the team.
Whether you’re a seasoned HR professional or a manager welcoming your first intern, these samples provide a springboard and you can use them as-is or edit them to suit your specific needs. The goal of these emails is to make your new hire feel comfortable and excited to join forces with your team.
Without further ado, here are a few sample emails to welcome new interns:
Dear [New Intern’s Name],
Welcome to [Company Name]! We’re thrilled to have you on board and excited to see what you’ll accomplish during your time with us. As our newest team member, we want to ensure you feel supported and integrated into our company culture.
Please join us for a virtual meeting at [Date and Time] to introduce you to the team and make some important introductions. You’ll meet with your supervisor [Supervisor’s Name], along with a few other key members of our team, and we’ll go over everything you need to know to get started. Before the meeting, we’ll send you an email that includes links to our employee handbook, important policies, and some helpful resources.
Again, welcome aboard to the team! We’re looking forward to your contributions and getting to know you better.
Best regards,
[Your Name]
Don’t need to spend hours staring at a blank screen trying to come up with the perfect welcome email, you can use these sample emails to speed up the process. Just make sure to edit them to reflect your company’s tone and personal touch, and you’ll be well on your way to setting a positive tone for your intern’s first day.
The Best Structure for a Sample Email to Welcome New Intern
As a manager or supervisor, one of the most exciting things to happen in your company is the arrival of a new intern. You’ll want to make sure that you make them feel welcome immediately, explain their role, and help them understand the company culture. The best way to do so is by crafting a welcome email that sets the tone from day one. Here’s what your email should say:
Opening Message: Your email should start with an introduction and welcome. Remember, your main aim is to make your new intern feel welcome and comfortable. Make sure to include your company name and your name as the manager or supervisor.
Overview of the Position: Explain what the intern will be doing and what their main purpose is within the company. Provide an overview of the responsibilities the intern will have during their time with the company. Make sure to set expectations for the intern right away and provide clear instructions for what you want them to do.
Company Culture: Make your new intern aware of your company culture in this paragraph. Show them that they are joining a collaborative environment that thrives on hard work and innovation. This will give the intern an idea of what to expect and what is expected of them. Highlight any unique company events or activities that are important to you.
Benefits and Support Systems: The interns are usually millennials and are constantly striving for growth and development, so explain how you intend to help your intern achieve their goals throughout their time with the company. Briefly mention what the intern should expect regarding training, what types of resources will be available to them, and how they can reach out to you or other members of your team for support and guidance.
Closing Message: Close your email by restating your excitement about having your new intern come on board. Let them know that you’re available to talk, and encourage your intern to reach out to you if they have any questions. Provide ways to communicate with you such as email or phone numbers.
Take the time to write an excellent welcome email to your new intern, and it will set the tone for a successful internship, so they feel like they belong right from the start. Remember to provide lots of details and make your message welcoming and supportive. Your new intern will feel more comfortable, and you’ll immediately establish a sense of connection with them.
Seven Sample Email Templates to Welcome New Interns
Welcome to Our Team, New Design Intern
Dear [Name],
It is our pleasure to welcome you to our team as a design intern. We were impressed with your portfolio and believe that you will make a valuable contribution to our projects.
As a design intern, you will have the opportunity to work on a variety of projects and collaborate with our design team. You will be working under the guidance of our senior designers, who will provide you with feedback and mentorship to help you develop your skills.
We look forward to working with you and seeing the great work that you will produce during your time here at our company. Once again, welcome on board!
Best regards,
The Design Team
Welcome to Our Team, New Marketing Intern
Dear [Name],
On behalf of our marketing department, I would like to welcome you to our team as a marketing intern. We believe that your passion for marketing and eagerness to learn will make you a valuable addition to our team.
As a marketing intern, you will have the opportunity to work on various marketing campaigns and assist our marketing experts in their daily tasks. You will also have the opportunity to learn about marketing research, digital marketing, and content marketing.
We look forward to providing a welcoming and supportive environment where you can grow and develop your skills. We’re excited to have you on board and start working together to meet our marketing goals.
Best regards,
The Marketing Department
Welcome to Our Team, New Human Resources Intern
Dear [Name],
Welcome to our team as a human resources intern! We are excited to have you join our company and bring your enthusiasm and skills to our HR department.
As an HR intern, you will be exposed to various HR functions, including recruitment and selection, training and development, compensation and benefits, and employee relations. You will also be working closely with our HR team and learning about HR policies and procedures.
We look forward to guiding you along the way and helping you develop valuable skills that will benefit you in your future career. Again, welcome on board, and we are excited to work with you!
Best regards,
The HR Team
Welcome to Our Team, New Finance Intern
Dear [Name],
We are thrilled to welcome you as a finance intern to our company! Your passion for finance and eagerness to learn make you an excellent candidate for this position, and we are excited to have you on board.
As a finance intern, you will be working alongside our finance team and have the opportunity to learn various financial processes and concepts. You will also be involved in financial analysis, financial planning, and budgeting.
We are excited to see you grow and develop your skills during the course of your internship. Once again, welcome to the team!
Best regards,
The Finance Team
Welcome to Our Team, New Engineering Intern
Dear [Name],
We are thrilled to welcome you as an engineering intern! Your experience in engineering, as well as your eagerness to learn new things, make you an excellent candidate for this position, and we are excited to have you on board.
As an engineering intern, you will have the opportunity to work on a variety of projects and collaborate with our engineering team. You will be working under the guidance of our senior engineers, who will provide you with feedback and mentorship to help you develop your skills.
We look forward to working with you and providing you with a valuable learning experience during your time here at our company. Once again, welcome to the team!
Best regards,
The Engineering Team
Welcome to Our Team, New Public Relations Intern
Dear [Name],
We are pleased to welcome you as a public relations intern to our company! Your interest in public relations and communication make you a perfect fit for our team, and we look forward to the knowledge and experience that you can bring to our organization.
As a public relations intern, you will help us develop and execute various PR campaigns, write press releases, conduct media outreach and assist with events planning. You’ll be working closely with our PR team, who will guide you in honing your skills.
We look forward to working with you and providing you with an invaluable learning experience. Welcome to the team, and we can’t wait to see the positive impact you will make!
Best regards,
The Public Relations Team
Welcome to Our Team, New Research Intern
Dear [Name],
It is our pleasure to welcome you as a research intern at our company. Your background in research and your passion for learning make you an excellent candidate for this position, and we are looking forward to seeing the valuable contributions you will make during your time with us.
As a research intern, you will be part of our research team, who will support your development in research design, data collection and analysis, report writing, and dissemination. You will also have the opportunity to work on various research projects and contribute to the team’s efforts.
We’re excited to provide you with a supportive and welcoming learning environment where you can grow and develop your skills. Once again, welcome to our team!
Best regards,
The Research Team
Welcome Email Tips for New Interns
As a new intern, it’s important to feel welcomed and supported by your new employer. One way to ensure a positive start is by crafting a well-written welcome email. Here are some tips to help you write an effective email:
- Start with a warm greeting: Address your new intern by first name and let them know that you’re excited to have them onboard. It’s important to create a friendly atmosphere from the get-go.
- Introduce Yourself: Introduce yourself and your role within the company. This lets the new intern know who to turn to with any questions or concerns they may have.
- Welcome them to the team: Let the new intern know that they are now a part of the team and their work is appreciated. Emphasize the importance of their role and how it contributes to the overall success of the company.
- Provide important information: Give an overview of the company culture, policies, working hours, and dress code. This helps the intern to understand the company’s expectations and helps them acclimate to the new environment.
- Offer to help: Let your intern know that you’re available to help with any questions they may have or will connect with someone, who can help them. This should also include introducing them to their internship supervisor/mentor.
- Add a personal touch: Share a little snippet about yourself or someone in the company, which will help intern feel like they are part of a family at work. This can promote a positive company culture and make the intern feel welcomed and comfortable.
By following these tips, you can create a warm and welcoming environment for your new intern. Not only will this help them acclimate to their new role, but it also sets the tone for a positive and productive internship experience.
FAQs related to sample email to welcome new intern
What is the purpose of sending a welcome email to a new intern?
The purpose of sending a welcome email to a new intern is to make them feel appreciated and welcomed at the company. It also provides them with valuable information about the company’s policies and culture.
What should be included in the welcome email?
The welcome email should include a warm greeting, an introduction to the company, information about the intern’s job responsibilities, and details about the company’s policies and culture. It should also provide contact information for the intern’s point of contact and any other relevant company personnel.
How soon should the welcome email be sent?
The welcome email should be sent as soon as possible after the intern has accepted the job offer. Ideally, it should be sent within one or two days of the intern’s start date.
How should the tone of the welcome email be?
The tone of the welcome email should be friendly and welcoming, while also remaining professional. It should be written in a warm and inviting manner, reflecting the positive and inclusive culture of the company.
How can I make the welcome email more personalized?
You can make the welcome email more personalized by addressing the intern by name, mentioning any previous communication you may have had with them, and highlighting any specific skills or interests they may have that are relevant to their role at the company.
What are the benefits of sending a welcome email to a new intern?
The benefits of sending a welcome email to a new intern include fostering a positive and inclusive work culture, improving engagement and productivity, and reducing turnover rates. It also helps to create a sense of community and belonging within the company.
How often should I communicate with the intern after the welcome email?
You should communicate with the intern regularly throughout their internship. This can include weekly check-ins, frequent feedback and guidance, and occasional one-on-one meetings to discuss their progress and any areas for improvement.
What should I do if the intern does not respond to the welcome email?
If the intern does not respond to the welcome email, you should follow up with them via phone or email to ensure that they have received the message. You may also want to reach out to their supervisor or HR representative to ensure that they are aware of the situation.
What should I do if the intern has any questions or concerns after receiving the welcome email?
If the intern has any questions or concerns after receiving the welcome email, you should respond promptly and provide them with any necessary guidance or support. You should also check in with them on a regular basis to ensure that they are comfortable and making progress in their role.
Happy Welcoming!
Thanks for reading this sample email on how to welcome your new intern. I hope this helped you make their first day at work feel more welcoming and exciting. Remember to always keep an open communication line with your intern to make them feel comfortable and supported. If you have any other questions or suggestions, feel free to drop a comment below. Don’t forget to come back and check out our latest posts!