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Tips for Writing a Welcome Letter

Welcome letter is written to recognize someone who has recently entered in your personal life or in a good business relationship with your organization. As the term suggests welcome messages are addressed to welcome a person to join a new group of people or attend a social event. It could be personal or professional in nature with a slight change in content and writing format. There are several examples of such letters like welcome note for a new employee in company, greet a new neighbor, invite new client/customer for an event, invite friends/ family for festive celebration or personal celebration, and so on.

We all are aware of the fact that entering a new business or new social community sounds exiting but it is equally tough to make you acquainted to the new ambience. In such cases a perfectly worded letter of welcome creates a positive environment for the new person. It shows that the new associate is accepted with delight. It helps to reduce the discomfort of someone new with a considerate and personalized message. It also works to make the bond of business relationship stronger and gives an opportunity to thank him for joining the firm.

We have presented some effective writing tips in how to write a welcome letter.

  • Compose it on your official letterhead if it is written to someone at your workplace or someone with whom your share a formal relationship.
  • You may write it on bright colored, glossy, pastel shaded or any other piece of paper, if it is not a formal writing.
  • Writing format exclusively depends upon the state of affairs. Follow the block style business letter writing format to write a formal message of welcome. If it is written to some of your closed ones you are free to draft it on convention of your choice.
  • Make a short, precise and direct letter. A lengthy letter usually overshadowed the real message so always write a letter with significant information.
  • Keep the tone of the letter positive, pleasant and warm.
  • Write your name, title (in formal messages only), organization (in formal messages only), address and contact details on the top of the letter.
  • Leave two lines and enter the same details of the recipient.
  • Write down the current date. Date is an essential element of letter writing whether it is formal or personal.
  • Create a significant, short and snappy subject line. It should convey the central message of the letter.
  • Begin your letter with an appropriate salutation.
  • Open it with warm welcoming note, such as “We are pleased to have a person like you in our…”, “Please come and make the event special…”, “You are requested to grace the occasion with your presence…”, “A warm welcome from all the members of (company name)…” or anything similar to it.
  • It is always good to spell out the purpose of your writing in the opening lines. First paragraph is the place where you are required to disclose the purpose of your writing in simple and easily understandable language. There is no need to go in deep. Provide the purpose or event, date, time and venue in opening paragraph.
  • Expand the points of first paragraph in the middle paragraph.  Provide the other relevant details of the event/ performance in middle paragraph.
  • Write some phrases to appreciate the recipient, for instance, if it is written to some social worker of professor for a work shop, you may write that the advice and guidelines of the recipient it very valuable, if it is for an employee, write he is the leading light of this project and so on. Appreciation makes the recipient feel special but be natural and honest while appreciating the person. Ensure you are not praising relentlessly.
  • If it is a personal letter you can accompany it with a basket of fine chocolate, bouquet of the favorite flower of the recipient or such sweet gifts.
  • In some formal relationship also you can send some gift to express your compassion such as a bottle of champagne, vine, bunch of flowers or anything. Though, it solely depends on your relationship and protocol of the recipient.
  • Thank the reader in the end and close it with a formal valediction.

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