Designing an Employee Welcome Kit: What Essentials Should I Include?

I am working as an HR Executive with a software development company. I have to design an Employee Welcome Kit. Can someone please suggest how I should go about it? What contents should be included in a welcome kit?

Regards,
Neha

Welcome kit should contain the company handbook, ID card, stationery, email ID, bank account details, induction materials, and any other items as per your company's norms.

Regards, Swati
Senior HR

You can include the following (besides employee-specific info):

- Vision/Mission
- Organizational chart
- Office layout
- Contact details of HR/key personnel
- Holiday list
- Employee manual/code of conduct
- Training Calendar for the year
- Personalized welcome messages from business/functional head(s)

Regards

Neha,

Welcome, kid! Every employee should have an employee ID card, an email address, a password, a pen, a diary, and a small gift like a Tupperware lunch box or trendy water bottles.

Gifting Tupperware lunch boxes or trendy stainless steel water bottles is common in many IT companies! You can conduct a survey to see what employees receive upon joining. I also work for an IT firm!

Khyati Pandya HR Ahmedabad [Login to view]

The Employee Welcome Kit consists of the following: a Welcome Letter with a yellow rose, Company Brochures, an Employee Handbook, required Stationery, an ID Card, a Bank Account setup, email details, and Induction information.

With Regards,
Jenny Sri S.
HR Executive

Employee welcome kit consists of the following:
- Welcome Letter
- Employee Handbook (Contains all HR policies, including company Vision, Mission, Policies of Recruitment, Appraisal, Promotion, Grievances Handling System, Do's and Don'ts, Employee Health and Safety Policy, Disciplinary Procedure, Who will help you in an emergency? Incentive policy, etc., Attendance and Leave system)
Because the employee is new to your family, it is the responsibility of HR personnel to familiarize them with company norms.
- Employee contact details (if required)
- Diary
- Pen
- Induction Schedule

In fact, during the induction schedule, HR personnel should be with them.

Dear Neha,

The kit includes Company Hierarchy chart (showing who reports to whom), setting the line of command, Core values, some cash for office shopping, a welcome letter including designation and identity (email accounts), a mobile SIM card, and an office use bank account (payroll account). These are the basics; now the rest is up to you.

Regards,
Mehar

Employee Welcome Kit Essentials

Core values data, handbook on organizational basics, structure history, etc. Company tokens such as pens, calendar, diary, etc. Key HR departments' data, sort of a "who's who" in HR, and a memory stick.

Regards

SOP FOR NEW JOINEE

NAME:
POST:
DEPARTMENT:
LOCATION:

1. Greetings (Handshake & breakfast/lunch, Coffee/Tea, etc.)

2. Focus on need & Importance of Assignment

3. Allocation of Cabin/Desk/PC (Location & SL No. If any)

4. Providing of Notepad, Pencil, Eraser, Sharpener, etc.

5. Joining Report

6. Brief on Company Profile

7. Verification of Experience Certificate/Relieving Letter from Previous Employer, Medical fitness certificate, Blood group

8. Fill up of necessary forms (PF form, ESI form (If eligible), Mediclaim Policy, SB A/c opening form, Work Ethics) Photos - Passport & Postcard Size (for ESI)

9. If Entitled
a. Assigned E-mail ID
b. Telephone/Mobile No.
c. Visiting Card

10. Sensitization on Company Personnel Policy which Contains:
a. Organizational Structure & present status of employees
b. Details on Working Hours/Off/Holidays
c. Details On Leave (PL, SL, CL)
d. Travel Rules/Conveyance Allowance/Telephone & Mobile Reimbursement details (If any)
e. Loan Policy/Medical/LTA (Depends on Cadre wise)

11. Office Manual for satellite office staff
a. Dress Code & Office Decoration
b. Attendance Register/Visitor Register
c. Petty Cash/Cash Voucher
d. E-mail Communication
e. Sale Kit/Others, if any

12. Work Ethics (Employee Responsibility & Non-Disclosure Agreement)

13. Sensitization on Safety & Emergency
a. Location of Fire Extinguishers, Emergency contact No. & First Aid Kit

14. Introduction of all employees @ work Spot

15. Issue of Probationary Appointment Letter

16. Orientation Schedule

17. Receiving of Field Report

Signature & Date of Reviewer

Thanks & Regards,

Avinash Kumar.K
HR Friend

Hi all,

The joining kit could include the following:
1. Welcome letter
2. Company's brochure
3. Values handbook (if any)
4. HR/Employee manual
5. Email ID creation form
6. Bank account creation form
7. Internal telephone directory
8. Leave application form
9. Important policies of the company
10. Organization chart
11. Job description
12. Induction schedule

Thank you.

Hi Neha,

I just saw your query. I guess most of the points were covered by our other HR folks. If your company already has a banker through which you make payments (salary, etc.), those documents should also be completed on the same day when an individual comes for joining formalities.

Regards,

Srini Neralla
Hyderabad

Welcome Kit Contents

The welcome kit includes detailed HR policies, appointment details, roles, a daily planner, a diary, a map of the workplace (if the workplace is large), dos and don'ts in the organization, schedules of working hours, a calendar, and one gift like a digital mug or a company logo T-shirt.

Thank you for the opportunity to review and correct your input.

Hi Neha,
Welcome kit should contain synopses of company's policy including Do's & Don't ,Required stationary like pen,diary,stapler ,punch machine, stapler pins ,calculator, e-mail id etc.
Please don't forget to provide job profile & Organogram of the department to be joined.
Do prepare check list of Agenda for Induction, policy description, List of core key person of company.
Do prepare checklist for welcome kit as per designation it will help to take final call.
If possible prepare welcome letter for motivating the new joining employees and display it in canteen or security gate where other employees can identify it.
Regards ,
Deepali.
Sr.Manager-HR

The Employee welcome kit should contain the following:

Employee welcome letter signed by the Unit Head, Induction/Orientation Schedule, Company Vision & Mission, HR Manual containing all HR policies, Code of Conduct, all necessary PPEs (Personal Protective Equipments) such as Helmet, Safety Shoes, Gloves, Ear/nose masks (since employee safety is first) for those who are working in hazardous areas of the Plant, Employee Insurance policies as provided by the company, safety policy, Leave Policy, Organization chart, Holiday list; List of Schools/Colleges in the city, City hospital details, Bank account opening form, Employee ID Card, Punching Card, Notebook & Pen, Telephone directory of the plant/office, etc.

Regards,

S. Srinivasa Rao
Officer (HR - P&A)

Welcome Kit consists of HR policies, a brief history about the establishment, a current year diary, stationery, etc.

Regards,
Mushtaq Shaikh

Hi,

Welcome kit can include the following items:

1. Induction handbook that provides information about the company and HR policies.
2. Appointment order, if this formal step has not been completed earlier.
3. Joining report, containing details about the department the new employee will be joining, reporting officer, and Head of Department.
4. Forms for PF, Insurance, ID card, IT access, security pass, and bank account setup.
5. Canteen pass, if applicable.
6. Any forms required to collect employee personal data.
7. Please ensure all possible formalities are completed on the first day to avoid frequent follow-ups.
8. If the induction program is ready, it can also be provided.
9. A company diary, a company-branded pen, and a company logoed T-shirt, if available.

Radhika

The Welcome kit depends upon company to company. From all your responses, I have complied a list (in alphabetical order). You may add other things which may come to your mind. You can chose from the list the items that you need to include in your Welcome Kit.

Here is the list:

WELCOME KIT CONSISTS of

1. Welcome letter with a Yellow rose for motivating the new joining employees

2. Allocation of Cabin / Desk / PC / Laptop ( Location & SL No If any)

3. Brief history about the establishment,

4. Calendar of Current year

5. Company's cell phones & SIM

6. Company's Hierarchy chart

7. Company's HR/Employee Manual containing all HR policies, (Code of conduct, safety policy, Leave Policy, Insurance policies, Do's & Don't, Appraisal, Promotion, Grievances Handling System, Employee Health & safety policy, Disciplinary Procedure, Who will help you in emergency, Incentive policy, Attendance & Leave system etc.)

8. Company's Organization chart,

9. Company's Tokens for Canteen

10. Company's Tokens for Parking

11. Company's Work Ethics (Employee Responsibility & Non Disclosure Agreement)

12. Company's Brochure showing Vision & Mission

13. Current year's diary,

14. Daily Planner Dairy,

15. Directory - Cell phone numbers of other employees

16. Directory - e-mail directory of plant / office etc.

17. Directory - Internal Telephone directory and Extensions of plant / office etc.

18. Directory - List with contact details of core key person of company.

19. Employee's ID-Card,

20. Employee's Induction / Orientation Schedule,

21. Employee's Job profile & Organogram of the department to be joined

22. Employee's own e-mail id and intranet login password

23. Employee's Photos Session - Passport & Post card Size (for ESI)

24. Employee's PPEs (Personnel Protective Equipment) such as Helmet, Safety Shoes, Gloves, Ear / nose masks (Since employee safety is first), for those who are working in hazardous areas of Plant,

25. Employee's Uniform, Dress Code, & Office Decoration

26. Employee's Visiting Card

27. Employee's Working Hours / Weekly off / Holidays list;

28. Blank Form - Bank Account creation form

Blank Form - Leave Application Form

29. Blank Form - Email id creation form

30. Blank Form - ESI form (If eligible)

31. Blank Form - Mediclaim Policy Form,

32. Blank Form - PF form

33. Gift (like Digital Mug, T-Shirt of company logo, Wrist Watch, Tupperware lunch box or trendy water bottles etc.)

34. Introduce to all employees at work Spot

35. List of City hospital details,

36. List of Schools/Colleges in the city,

37. Map of Office layout

38. Map of workplace (if workplace is large),

39. Memory stick/Pen Drive

40. Punching Card,

41. Stationery (Note book & Pen, stapler & pins, Punching machine, calculator, Pencil, Eraser, Sharpener etc.)

You may think of other things too. Please add to the list to make it more comprehensive.

Hi, you can get a standard welcome kit from reputable stationery vendors like Staples and P3. You can contact them and ask for the list and pricing. Based on this, you can add or delete items according to your budget.

Hope I solved your problem.

A welcome kit must contain the organizational structure, key players, helpdesk details, the employee's code, ID card, visiting card, and information about the leave policy, etc.

Warm Regards,
Padamnave
HR - HDFC

Employee Kit

This is a list of the minimum things you should provide to him:

1. Organisation chart with greater detail of the function to which he is joining
2. ID CARD and if you have an attendance swiping system, details of the same
3. Policy of entry, exit restrictions, leave policy
4. Amenities like canteen, transport
5. Stationery policy
6. Telephone/mobile policy
7. Bank application and bank account
8. PF account opening
9. Income details of previous employment, if any
10. Pay slip explanation with deductions in detail
11. HRA/Housing loan declaration and other details to help with IT deductions
12. Transport pick-up point and timings
13. Canteen procedures
14. Basic training to induct the person ISO/TS certification
15. Rewards and awards in the company
16. Communication channels
17. Resolution on individual grievances
18. Laptop/Desktop policy
19. Internet policy
20. Dress Code

Anything more specific to the company, and above all, MISSION AND VISION statement of the company should be explained in detail.

Hi,

All the above-mentioned details should also include accommodation policies for married and unmarried individuals, names of nearby hotels, restaurants, markets, banks, schools, colleges, and the company's distance from the airport, bus stand, or railway station. Please specify if employees can be accompanied by family members or pets. It's essential to provide information on the joining time required for timely intimation and contact details. Additionally, mention any specific food habits required for a welcome party. Please describe the climate and weather conditions of your location. Lastly, provide guidance on whom to contact when arriving in the city for the first time.

Thank you.

Hi Deepti,

Welcome kit should include the following items:
- Company handbook
- Company organizer (diary), scratch pad, stationery items like pens
- Food vouchers, if any
- Company t-shirt
- Temporary ID card
- Welcome letter from HR head
- Stress ball (Rs. 50 per ball), it acts as a stress reliever.

This is what I got during my first assignment. I will get back to you in case I find something new.

Regards,
Scare_crow

Hi again,

Company handbook should contain the following:
- Company protocols on business hours timings/ other protocols
- History of the company
- Number of employees in the company
- List of yearly holidays
- Leave details (casual, sick, earned, etc.)
- Address by the company CEO on the front page
- Dress code
- Salary crediting date
- Employee grievance handling policies
- Organizational structure
- List of all the prominent employees in the company i.e. CEO, VP, PM, GM, founder members, etc.
- Synopsis about the company, etc.

I just remembered these broad points. I will get back in case of any additions or deletions.

Regards,
scare_crow

You can add a MacBook, stationery, and information about the company. If you want, you can also add an iPhone to the list as it will create a good impression of the company. If the employee wants to leave the office, he would have to pay for all the products, and he will never leave in such a case.

You have been provided with items from the company: Dairy, Pen, Small Bag, Calendar, Small Introduction booklet, Company Brochures, etc.