What to Include in an Employee Onboarding Pack (When Time Is Tight)

Employee onboarding packs play a key role in shaping first impressions, but planning them under tight deadlines can be stressful, especially for remote or hybrid teams. A thoughtful onboarding pack shows new employees that your business is organised, considered and genuinely invested in their success.

This guide explains what to include in an effective onboarding pack, how to balance brand compliance with personalisation and how to manage onboarding packs efficiently at scale.

needi supports UK businesses with employee onboarding packs that feel thoughtful, practical and easy to deliver.

Why Employee Onboarding Packs Matter

First impressions stick. And for most new employees, their onboarding pack or welcome pack is one of the very first tangible things they receive from your company.

It's more than just a box of stuff. A well-thought-out employee onboarding pack says "we've been expecting you, we're organised, and we're genuinely pleased you're here." It reassures new starters and new hires that they've made the right choice and sets a positive, welcoming tone from the very beginning.

For remote workers especially, onboarding packs bridge the gap between accepting a job offer and actually starting work. When someone's working from home and hasn't met their team members face-to-face yet, receiving a welcome pack in the post creates a real sense of connection and belonging before day one even arrives.

And it's not just about feelings. Employee onboarding packs also serve a practical purpose. They can include essential information, useful tools and branded items that help new starters feel prepared, supported and part of the team from their very first day.

When done well, employee onboarding packs support employee engagement by helping new hires feel appreciated, connected and confident from their first day. When done poorly – or not at all – you risk leaving new employees feeling overlooked or undervalued at the exact moment when they're forming their first impressions of your workplace.

The good news? You don't need weeks of planning or a huge budget to create welcome packs that make a real impact. You just need a clear plan and the right approach.

What to Include in an Employee Onboarding Pack

What should be included in an employee onboarding pack?

An employee onboarding pack should include practical essentials, brand-approved items, welcome information and small wellbeing touches that help new starters feel supported and connected from day one.

Let's break down what actually goes into an effective onboarding pack.

Practical Essentials

These are the things that help new employees feel prepared and set up for success. Think useful, everyday items they'll actually need in their role.

Notebooks and pens – Simple but essential. A quality notebook and pen show attention to detail and give people somewhere to jot down all those important first-week notes.

Tech accessories – Depending on the role, think laptop sleeves, laptop stands, cable organisers or branded USB sticks. Practical items that make working life a little easier.

Welcome guide or handbook – A friendly, easy-to-digest guide covering key information like who's who, where to find things, company values and what to expect in the first few weeks. Keep it warm and welcoming, not corporate and overwhelming.

Personalised stationery – Business cards (if relevant), personalised notepads or a nameplate for their desk. Small touches that help someone feel like they truly belong.

At needi, our Daily Planner is a brilliant practical addition to any new starter pack. It's personalised, useful and helps new employees feel organised right from the start.

Branded and On-Brand Items

Branded employee welcome packs help reinforce company culture and make new starters feel part of the team from day one. The key is choosing branded merchandise, such as notebooks or coffee cups featuring your company logo, that people will actually use.

Quality branded clothing – Think comfortable hoodies, well-made t-shirts or smart caps. Choose items people will actually want to wear, not things that end up at the back of the wardrobe.

Reusable water bottles or coffee cups – Sustainable, practical and something most people use daily. Bonus points if they're from independent UK brands.

Tote bags – Perfect for remote workers or anyone commuting to the office. Useful, visible and a great way to subtly share your brand out in the world.

Branded notebooks or journals – On-brand stationery that people will genuinely use and appreciate.

The key with branded merchandise is quality over quantity. One really nice branded item beats five cheap ones every single time. And when everything feels cohesive and on-brand, it strengthens that sense of professionalism and care.

Wellbeing and Comfort Items

This is where you show new employees you care about them as people, not just workers. Wellbeing items add warmth, personality and that little spark of joy to any onboarding pack.

Artisan treats and snacks – A selection of lovely biscuits, chocolates, coffee or tea from independent UK makers. It's a small gesture that feels genuinely thoughtful.

Candles or wellness products – Something calming and comforting, especially lovely for remote workers setting up their home workspace.

Plants or succulents – A little greenery brightens up any desk and adds life to a workspace, whether that's at home or in the office.

Comfort items – Think cosy socks, hand cream or a nice blanket for those chilly work-from-home days.

At needi, we're all about sustainable onboarding gifts made from recycled materials or reusable, eco friendly products. Our Warm Welcome Notebook Gift Set combines practical essentials with comforting treats – the perfect mix of useful and thoughtful. And our Morning Pick-me-up Bundle brings delicious artisan coffee and snacks that genuinely brighten someone's first week.

These wellbeing touches transform a standard new starter pack into something people remember and appreciate. They show you've thought about the whole person, not just the employee.

How to Plan Onboarding Packs When Time Is Tight

Let's be real – HR teams are busy. And onboarding timelines are often tighter than you'd like. So how do you create brilliant employee onboarding packs without adding extra stress to an already packed schedule?

Start with a template

Build one core onboarding pack that works for most new starters. This becomes your go-to option that you can order quickly and confidently, knowing it ticks all the boxes. You can always add personalised touches or role-specific items on top, but having a solid foundation saves masses of time.

Work with a trusted supplier

Partnering with a gifting specialist who understands corporate timelines, brand compliance and remote delivery takes so much pressure off. At needi, we handle the logistics, the sourcing and the delivery so you don't have to. We can also store branded items and onboarding packs ready to send out whenever you need them, meaning you're never scrambling at the last minute.

Plan ahead for busy periods

If you know you're hiring several people in Q1 or onboarding a whole new team, plan your onboarding packs well in advance. Bulk ordering saves time and money, and having everything ready to go means you can focus on the human side of onboarding rather than chasing suppliers.

Use flexible options for remote teams

Remote onboarding packs need to be easy to ship and arrive in perfect condition. Choose items that travel well, package them thoughtfully and work with suppliers who can deliver directly to home addresses across the UK (or beyond). This flexibility is crucial for hybrid and remote teams.

Keep a checklist

Create a simple onboarding pack checklist that covers what goes in, when it needs to be ordered and when it should arrive. This keeps everyone on the same page and reduces the risk of things getting forgotten in the rush.

Staying Brand Compliant Without Slowing Things Down

Brand compliance can feel like a blocker when you're trying to move quickly, but it doesn't have to be.

The trick is to build brand-approved options into your onboarding pack from the start. Work with your marketing or brand team to pre-approve a set range of items, colours and suppliers. Once those are signed off, you can order with confidence whenever you need to without having to loop in multiple stakeholders every single time.

At needi, we work closely with businesses to make sure every item in an onboarding pack feels on-brand and polished. We can match colour palettes, include branded merchandise where needed and keep everything consistent across multiple packs. It's one less thing for HR teams to worry about.

And when you're working at scale – onboarding tens or hundreds of new employees – this kind of streamlined, pre-approved process is absolutely essential. It protects your brand while keeping things efficient and stress-free.

Common Mistakes to Avoid with Onboarding Packs

Even with the best intentions, it's easy to get onboarding packs wrong. Here are some common pitfalls to watch out for.

Going generic

A standard, impersonal new starter pack can feel like an afterthought. Even small touches – like a handwritten welcome note or a personalised item – make a huge difference.

Overloading with branded merchandise

Nobody needs ten branded items in one go. Focus on one or two high-quality branded pieces rather than overwhelming new starters with logo-heavy products.

Forgetting remote workers

Remote onboarding packs need just as much thought as office-based ones – if not more. Make sure remote employees get the same warm welcome, delivered directly to their door.

Ignoring sustainability

Cheap, plastic-heavy corporate welcome packs can leave a bad taste. Sustainable onboarding gifts from independent UK businesses show you care about the planet and about supporting local makers.

Leaving it too late

Onboarding packs should arrive before or on day one. Receiving a welcome box two weeks into a new job doesn't have the same impact. Plan ahead and build in enough time for delivery, especially for remote teams.

Not thinking about the unboxing experience

Presentation matters. A beautifully packaged onboarding pack feels special and shows genuine care. Thoughtful packaging, a personal note and attention to detail all add to that positive first impression.

Remote Onboarding Packs: What's Different?

Remote onboarding comes with its own unique challenges, and your onboarding packs need to reflect that.

For remote workers, the welcome pack is often their first physical connection to the company. It needs to do more heavy lifting than an office-based pack because it's replacing that in-person welcome, the office tour and those casual first-day chats.

What works well in remote onboarding packs:

Items that create a workspace – Desk accessories, plants, stationery and tech tools that help someone set up a comfortable, productive home office.

Comfort and wellbeing items – Candles, treats, cosy socks or a lovely blanket. Things that make working from home feel warm and welcoming.

Clear welcome information – A friendly guide explaining who to contact, how things work and what to expect in the first few weeks. Remote workers don't have the luxury of popping over to ask a colleague, so clear communication is crucial.

Something personal – A handwritten note from their manager or team makes a remote worker feel seen and valued, even from a distance.

Delivery direct to home addresses – This might sound obvious, but logistics matter. Make sure your supplier can reliably deliver to home addresses across the UK without hassle.

At needi, we specialise in remote onboarding solutions that arrive beautifully packaged, on time and ready to make a brilliant first impression. We understand the unique pressures of remote onboarding and we're here to make it easier.

 

Employee Onboarding Packs at Scale

Onboarding one person is straightforward. Onboarding ten, fifty or a hundred new starters? That requires proper planning and the right support.

When you're managing onboarding packs at scale, consistency is everything. Every new employee should receive the same quality of experience, whether they're the first person onboarded in January or the fiftieth person joining in November.

Tips for managing onboarding packs at scale:

Standardise where possible – Create a core onboarding pack that works for most roles, then add customisation where needed.

Work with a scalable supplier – Choose a partner who can handle bulk orders, manage stock and deliver reliably across the UK.

Plan quarterly or annually – Rather than ordering onboarding packs ad-hoc, plan ahead based on hiring forecasts. This saves time, money and stress.

Track and measure – Keep a record of what's working. Ask new starters for feedback on their onboarding pack and use that insight to improve future packs.

Build flexibility into your process – Even with a standard pack, you'll need the option to personalise, add extras or accommodate specific dietary or cultural preferences.

At needi, we support businesses onboarding at scale with pre-curated packs, flexible delivery and the ability to personalise every box. We handle the logistics so you can focus on your people.

Create Welcome Moments That Actually Matter

Employee onboarding packs don't have to be complicated, expensive or time-consuming. With a bit of planning and the right partner, you can create welcome experiences that feel thoughtful, professional and genuinely exciting for every new starter.

At needi, we make corporate onboarding simple. From new starter packs to branded merchandise and sustainable onboarding gifts, we've got everything you need to welcome your team in style – without the stress.

Browse our onboarding gifts, or speak to a gifting specialist and let's make every new starter feel truly welcome from day one.

 

Q: What is an employee onboarding pack?

A: An employee onboarding pack is a curated set of items and information designed to welcome new starters and help them feel supported from day one.

Q: When should onboarding packs be sent?

A: Onboarding packs are typically sent before or on an employee's first day to help create a positive first impression and sense of belonging.