What to Include in a New Hire Welcome Packet for Global Employees

Imagine it's day one, and your newest teammate is logging in from nine time zones away. They open their welcome packet to find ... a broken link to the employee handbook, an org chart from 2019, and benefits information for the wrong country. Their manager hasn't responded to emails, IT credentials don't work, and that "buddy" they were promised? Never assigned.

The good news is that a thoughtfully crafted new employee welcome kit can transform this disaster into a powerful first impression. Building a comprehensive employee onboarding package that addresses the unique needs of a global team — from localized benefits information to time zone-friendly schedules — will help your new hires feel welcome and set them up for success from day one.

Here's exactly what to include to ensure your international team members feel like a valued part of the team as they begin their new job — prepared and excited to contribute.

Key takeaways:

• A comprehensive new hire welcome kit reduces first-day anxiety and accelerates productivity by providing all essential information in one organized package.
• Materials for global teams require extra attention to cultural differences, time zones, and local compliance requirements to ensure every new team member feels equally valued.
• Digital-first welcome packets combined with physical company swag create the perfect balance of practicality and personal connection for remote employees.

Why a Welcome Packet Matters

For remote and international employees, the onboarding experience can often feel disconnected. A thoughtful welcome packet helps eliminate confusion and reinforces your commitment to employee success. It also provides practical information in a single place, minimizing delays and streamlining communication during the critical first days in their new role. 

Here's a data point that might surprise you: Gallup found that employees who experienced a great onboarding experience are 2.6 times more likely to be "extremely satisfied" at work. That's not just a feel-good metric — satisfied employees are more productive, stay longer, and become genuine advocates for your company culture.

The first impression you make on new hires sets the tone for their entire employee journey, boosting retention. When team members start their role feeling prepared and valued, they're more likely to engage deeply with their work and stay with your company longer. This is especially true for global employees who may never meet their colleagues in person; your welcome packet might be their primary touchpoint with company culture.

A well-designed packet shows you've thought through the onboarding process carefully and invested time in making new employees feel welcome. This attention to detail speaks volumes about how you'll treat employees throughout their tenure.

What to Include in a Global New Hire Welcome Packet

Here are the essential items to consider including in your welcome package for your new international team members.

Welcome Letter from Leadership

Start strong with a personalized warm welcome letter from the CEO, department head, or direct manager. This letter should express genuine excitement about the new hire joining the team and briefly reinforce why they were chosen for the role. Include an anecdote or mention something specific from their interview for a personal touch and to make it feel authentic rather than templated.

For global teams, consider translating the letter into the employee's native language if English isn't their first language. This small gesture shows respect for cultural diversity and ensures your message resonates. The letter should also acknowledge any time zone differences and express flexibility around scheduling initial meetings.

Employee Handbook

Your employee handbook serves as the definitive guide to company policies, procedures, and expectations. This document requires careful adaptation to address location-specific regulations for global teams while maintaining consistency in company values and standards.

Include sections on work hours and flexibility policies that account for different time zones, communication protocols for asynchronous work, and clear guidelines on which policies apply globally versus locally. Make sure to cover expense reimbursement procedures for different currencies and any location-specific benefits or allowances. The handbook should be easily searchable in digital format, allowing new hires to find answers to their questions quickly.

Onboarding Schedule

A detailed new hire onboarding schedule helps employees know exactly what to expect during their first days and weeks. For global team members, this schedule should clearly indicate time zones for all meetings and training sessions. Include buffer time between sessions to account for potential technical issues or questions.

Break the schedule down into manageable chunks: first-day essentials, first-week goals, and 30-day milestones. Include both synchronous activities (video calls, virtual coffee chats with team members) and asynchronous tasks (watching training videos, reading documentation). 

This mixed approach respects different working styles and time zone constraints while ensuring comprehensive onboarding.

Team Directory and Organizational Chart

Understanding who's who in the organization helps new hires navigate their first few weeks more confidently. Create a visual organizational chart that shows reporting team structures and relationships. Include photos, job titles, and brief descriptions of each person's role and responsibilities.

For global teams, add helpful details like location, time zone, and preferred communication methods for each team member. Consider including fun facts or interests to help spark conversations and build connections. You might also note each person's working hours in their local time zone to help new employees plan communications effectively.

IT Setup and Security Information

Technical setup can make or break the first-day experience. Provide comprehensive IT information, including login credentials, software installation guides, and security protocols. Create step-by-step instructions with screenshots for accessing essential platforms like email, project management tools, and communication channels.

Include information about VPN access for employees in certain countries, password management requirements, and two-factor authentication setup. Provide clear escalation paths for technical issues, including contact information for IT support across different time zones. 

Remember to address any country-specific restrictions on software or services that might impact specific team members.

Benefits and Compensation Guide

Benefits packages often vary by country due to local regulations and market standards. Create a clear, personalized benefits guide that outlines exactly what's available to each employee based on their location. Include information about health insurance options, retirement contributions, time-off policies, and any supplemental benefits.

Explain how benefits work in practice: how to enroll, when coverage begins, how to submit claims, and whom to contact with questions. For international employees, clarify which benefits are provided through local partners versus global programs. Include any unique perks like wellness stipends, professional development budgets, or work-from-home allowances.

Company Culture Documentation

Company culture can feel abstract for remote employees who don't experience office dynamics firsthand. Create tangible culture documentation that brings your values to life through stories, examples, and practical applications. Include your company's mission, vision, and values, but go beyond corporate speak to show how these principles guide daily decisions.

Share examples of recent team wins, employee spotlights, and stories that illustrate your culture in action. Include information about virtual social events, employee resource groups, and communication norms. Consider creating a "cultural dictionary" that explains company-specific terms, inside jokes, or traditions that might confuse newcomers.

Local Compliance and Legal Documents

International employment involves navigating various local labor laws and regulations. Include all necessary legal documentation specific to the employee's location, such as employment contracts, tax forms, and data privacy agreements. Ensure these documents are provided in the appropriate language and comply with local requirements.

Explain any location-specific policies around working hours, overtime, holidays, and leave entitlements. Provide clear instructions on completing and submitting required paperwork, including deadlines and points of contact for questions. This transparency helps build trust and ensures compliance from day one.

Communication Tools and Protocols

Effective communication is the backbone of successful remote work. Provide a comprehensive guide to your company's communication ecosystem, including which tools to use for different purposes. Explain when to use email versus instant messaging versus video calls, and set clear expectations around response times.

Include guidance on cross-cultural communication best practices, such as being mindful of idioms that might not translate well or scheduling meetings at times that work across time zones. Provide templates for common communications like status updates or meeting requests to help new hires understand your company's communication style.

Company Swag and Office Supplies

Physical welcome gifts create tangible connections to your company culture. Standard swag might include company-branded t-shirts, hoodies, water bottles, coffee mugs, notebooks, and laptop stickers. Consider including items that reflect your company values or inside jokes that new employees will understand after reading their culture documentation.

For practical supplies, think beyond basic pens and notebooks. Include items that enhance the remote work experience: a quality webcam cover for privacy, branded blue light glasses, a desk plant, or ergonomic accessories. Some companies include local treats or gift cards to help employees set up their home office. Remember to account for international shipping times and customs regulations when sending physical items globally.

Grow Your International Team With RemoFirst

Building a globally distributed team comes with unique challenges, from navigating complex compliance requirements to ensuring every team member feels equally supported regardless of location.

As an Employer of Record (EOR), RemoFirst helps companies employ talented individuals in 185+ countries without establishing local entities. We handle the complexities of global employment so you can focus on what matters most: building great teams and growing your business.

Our platform streamlines every aspect of international hiring. We manage local employment contracts, ensure compliance with labor laws, and handle payroll in local currencies — all starting at just $199 per employee per month. Through RemoHealth and RemoHealth Local, we also provide access to quality health insurance options tailored to each country's healthcare system, ensuring your global team members receive benefits comparable to their local peers.

The result: You can confidently extend job offers to the best talent worldwide, knowing that every aspect of their employment — from their welcome packet to their weekly paycheck — will be handled professionally and compliantly.

Ready to build a world-class global team? Book a demo to see how RemoFirst can transform your international hiring process and help you create memorable onboarding experiences for employees everywhere.