Initiating Welcome Kits

Overview

First impressions matter - and nothing says “Welcome aboard!” like a thoughtfully curated welcome kit. It sets the tone, reflects your company culture, and makes new hires feel like part of the team from day one.

Click here to raise an Employee Onboarding request 

Here’s how to create, customize, and deliver welcome kits efficiently and professionally.

Step-by-Step: Creating & Sending Welcome Kits

1. Confirm Kit Contents

Check your company’s standard welcome kit checklist. Most kits include:

• Company-branded swag (t-shirt, notebook, pen, water bottle)
• Laptop or required tech accessories
• Employee handbook and onboarding guide
• Access instructions or login credentials
• Personalized welcome letter from the team or manager

Tip: Add a local snack, badge, or message in their native language for a personalized touch.

2. Collect Shipping Details Early

Gather accurate delivery info at least 1–2 weeks before the start date:

• Full name (as per ID)
• Complete address with PIN/postal code
• Contact number and alternate contact (if needed)
• Any specific delivery instructions

Use this Google Form or internal tool to avoid back-and-forth.

3. Coordinate With IT & Facilities Teams

Ensure the laptop and tech items are pre-configured before shipping. IT should:

• Install all required software
• Set up user profiles and passwords
• Test device for functionality and speed

Facilities or admin teams handle the physical packaging and courier dispatch.

4. Choose the Right Delivery Partner

For domestic deliveries: Use trusted couriers like BlueDart, DTDC, or Delhivery
For international hires: FedEx, DHL, or UPS may be more reliable

Ensure tracking details are shared with both HR and the new hire.

5. Confirm Receipt & Engagement

Once delivered:

• Ask the new hire to confirm they’ve received the package
• Encourage them to share an unboxing photo on your company’s Slack/WhatsApp or LinkedIn
• Share a quick checklist to verify items received

Optional Add-ons to Wow Them

• A handwritten note from their manager or team
• Company stickers or fun desk items
• Coffee coupons or lunch vouchers
• Onboarding timeline calendar card

Important Notes

• Delays in shipping can delay onboarding tasks like device setup—plan ahead
• Always pack fragile items securely and label accordingly
• For remote hires, digital versions of handbooks should be emailed in parallel

Resources or Links

[Welcome Kit Checklist Template (Download)]
[Courier Partner Tracker Sheet (Internal)]
[Device Setup SOP from IT Team]
[Google Form for Address Collection]

FAQs

Q: My kit hasn’t arrived yet. What should I do?
A: Email onboarding@[company].com with your tracking number or any courier updates. We’ll follow up immediately.

Q: Can I pick up my kit in person?
A: Yes, if you're nearby and prefer it - please coordinate with the admin team in advance.

Q: I received the wrong item. Whom should I contact?
A: Reach out to the HR Helpdesk or live chat for a replacement process.

Contact Info

HR Helpdesk: onboarding@[company].com
Facilities/Admin: facilities@[company].com
Live Chat Support (9 AM–6 PM): Zendesk Chat Link