Many companies use welcome folders to hand over important information in a personal and professional way after a successful business agreement. The same applies to new employees, who often receive key documents, practical guidance and onboarding materials in a well-structured folder. But what should a welcome folder include — and what can be left out? This overview shows which contents are useful for clients and employees.
The first important question is whether the folder is intended for new clients or for new employees. Both target groups benefit from clear, well-presented information, but the content and level of detail should be adapted accordingly.
Welcome Folders for Clients
Although most information can now be provided digitally, many companies still choose to hand over important documents in a printed, carefully designed format. A welcome folder creates a more personal experience, shows appreciation and gives clients something tangible that reflects the quality of the business relationship.
1. Welcome Letter
A short welcome letter should be placed at the beginning of the folder. It gives you the opportunity to thank the client for their trust, express your appreciation and set a positive tone for the collaboration.
2. Scope of Services
Clearly explain which services, products or solutions are included in the collaboration. Instead of simply listing what has been agreed, describe how the client will benefit from these services in the long term. This helps create clarity and reinforces the value of the partnership.
3. Contact Persons
If clients have questions about the services or products they have purchased, they should be able to find the right contact quickly. Include the names, roles, phone numbers and email addresses of personal contacts. Business cards can also be integrated into the folder to make the information even easier to access.
4. Access to Digital Information
When it comes to welcome folders, less is often more. The printed folder should contain only the most important information. If you want to provide additional documents, product information or detailed files, a USB drive can be included in the folder using a suitable holder. Another practical option is to add a QR code that gives clients direct access to a digital download area or online information hub.
5. General Presentation
A client welcome folder should communicate professionalism, personality and appreciation. In an increasingly digital world, printed materials can create a stronger emotional impression because they are tangible, carefully curated and often perceived as more valuable than purely digital documents.
A well-designed welcome folder also strengthens your corporate identity. If the folder is visually aligned with your brand, it can continue to represent your company long after the first handover.
Welcome Folders for Employees
Welcome folders for employees can usually contain more detailed information than client folders. Their main purpose is to make the start in a new role easier, reduce uncertainty and provide practical guidance for the first days and weeks.
1. Welcome Message
A personal greeting from the department head, management team or direct supervisor is not mandatory, but it is a thoughtful gesture. It helps new employees feel welcomed and valued from the very beginning.
2. Company Information
Many companies already provide information about their history, team, services, values and mission on their website or intranet. However, a concise company overview in the welcome folder can still be useful. It gives new employees a quick, structured introduction to the organisation and its culture.
3. Phone List and Important Contacts
New employees usually have many questions. A phone list helps them understand who is responsible for which topics and how to reach the right person. It should also include important emergency numbers so that employees can respond quickly in the event of an accident, fire, medical emergency or other urgent situation.
4. Important Dates
A clear overview of upcoming dates should be included in every employee welcome folder. This may include regular team meetings, internal briefings, trade fair dates, onboarding meetings, company events, team outings and annual celebrations.
5. Working Hours and Time Tracking
New employees should understand the company’s working time rules from the start. Explain whether there are core working hours, how breaks are handled and how time tracking works. This prevents confusion and helps employees settle into daily routines more quickly.
6. Social Media Guidelines
Careless public statements by a single employee can affect the reputation of an entire company. Social media guidelines provide clear rules for the responsible use of platforms such as Instagram, LinkedIn, X and other channels. The aim is not to restrict employees unnecessarily, but to make clear that confidential information, internal matters and business secrets must not be shared online. These guidelines are best provided both in printed form and digitally.
Additional Items for an Employee Welcome Folder
Depending on the company and the role, the following items may also be useful:
- Business cards
- Instructions for electronic devices such as computers, printers or phones
- Initial login details or password instructions, provided securely
- Information about parking spaces, parking permits or tickets
- Opening hours of the company canteen
- Rules for using the coffee kitchen or shared areas
- An overview of internal traditions or recurring team activities
- Useful stationery such as a notebook and pen
What Should Not Be Included in a Welcome Folder?
Not every piece of information needs to be printed. For example, lists of nearby restaurants, snack bars or city maps are usually unnecessary, as employees can easily find this information on their phones. A floor plan of the company building is only useful if the premises are large or difficult to navigate.
Sensitive information should also be handled carefully. Passwords, access data and confidential documents should only be provided in a secure and controlled way. If such information is necessary, it should be clearly separated from general onboarding material.
Final Tips
An employee onboarding folder should help new team members get started smoothly and feel comfortable in their new environment. Keep the structure clear, use a friendly and personal tone, and include only information that is genuinely useful. Small welcome gifts or practical items can make the folder feel more personal, as long as they fit the company culture and do not distract from the essential content.
Whether designed for clients or employees, a welcome folder is more than a collection of documents. It is a carefully prepared first impression that can strengthen trust, improve orientation and communicate the values of your company in a tangible way.
