Welcome Email Template: Before the First Day
Send a brief, factual welcome email 2–3 days before the first day. Include start time and location, named contact person, what documents to bring, parking or public transport details, and IT setup expectations. Keep it short and Swiss-direct.
A welcome email removes uncertainty and signals professionalism. Your new employee will have concrete information about where to go, whom to meet, and what to expect. Send it 2–3 days before their start date.
This template works for any role and canton. Adjust the location details, contact person, and any role-specific equipment (laptop, safety gear, keys) to match your business.
Essential Information to Include
Cover the practical details first: exact start time (e.g. 08:00), full address with postal code, floor and building entrance, and the name and direct contact of their first-day contact person—usually their line manager or office manager.
Mention what documents to bring: ID, proof of residence, bank details for salary payment, and any signed contracts they need to return. If applicable, note Quellensteuer forms or canton-specific onboarding requirements.
- Start time and location (street, number, postal code, floor/entrance)
- Name and phone/email of first-day contact person
- Documents to bring: ID, proof of residence, bank account details
- Parking availability or nearest public transport (SBB, tram, bus stop)
- What not to bring: personal data in unsecured form, large amounts of cash
- Expected duration of first day (usually 2–4 hours for admin and induction)
IT, Equipment and Workspace Setup
If IT setup is not immediate, say so. State whether they will receive a laptop, phone, or access credentials on day one, or whether IT will contact them by email afterward. Clarity prevents frustration.
For roles requiring specific equipment (tools, uniforms, keys), mention what will be provided and what requires a signature. If workspace is hot-desking or shared, say so. Give your IT contact or office manager's email as a fallback.
- Laptop/phone: issued on day one or ordered (expected delivery date)
- Email access: will be set up before/after first day
- IT support contact: direct email or phone for setup questions
- Access cards, keys, or locker assignment: process and timeline
- Any security clearance, NDA, or confidentiality agreement to sign
- Dress code (formal, casual, role-specific safety requirements)
Tone and Final Touches
Keep the email brief—under 200 words. Use a checklist or bullet format so they can scan it quickly. Sign with your name, title, and direct contact. Avoid corporate jargon or excessive enthusiasm.
Close with: 'If you have questions before your start date, don't hesitate to contact me.' This invites clarification without creating obligation. Save any detailed handbook or benefits explanation for the first day or week.
- Keep it to one screen (mobile-friendly length)
- Use bullets and short sentences, not paragraphs
- Sign with your name, job title, phone, and email
- Avoid 'we're excited to have you'—just be direct and welcoming
- Offer your contact as fallback for last-minute questions
- Send 2–3 working days before start, not the night before
Frequently asked questions
- Should I include salary, benefits, or working hours in the welcome email?
- No. Those belong in the employment contract, which should already be signed. The welcome email is logistics only: where, when, what to bring. Reserve deeper information for an employee handbook or first-week conversation.
- What if IT setup takes weeks? Should I mention that?
- Yes. Be honest: 'Your laptop will be ordered and should arrive by [date]. IT will contact you by email at [date] to set up access.' Uncertainty is worse than a delayed setup you've acknowledged upfront.
- Do I need to mention canton-specific onboarding (GAV, AHV, or Quellensteuer)?
- Not in the welcome email. Those are payroll and compliance matters—handle them with your accountant or HR consultant before the first day. Mention only if the employee must sign a Quellensteuer form or canton-specific agreement on day one.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.