Write a better welcome email for your coworking members

At Coworks, we get a front-row seat to how coworking and flex office spaces communicate with their members.

Through our platform, operators send thousands of emails to new members — everything from heartfelt handwritten welcomes to checklist-style onboarding guides. 

Some are short and sweet. 

Some link out to custom Notion pages, Slack groups, or event invites. 

Some are full of emojis 🎉. 

Others lean buttoned-up and businesslike.

What’s clear is this: there’s no one-size-fits-all welcome email. But there is a pattern in what works best.

The best welcome messages do more than inform, they reassure. They help people feel confident they made the right decision.

And that aligns perfectly with one of the biggest trends from Really Good Emails' Top 100 of 2025: onboarding emails that offer clarity, not complexity.

Remember: the sale is over. This is about commitment and consistency.

Once someone joins your space, their brain shifts from “Should I do this?” to “Was this a good decision?” This is known as commitment and consistency theory — a principle from psychology that says people want their actions to align with their self-image.

In this case: “I chose this coworking space. I want to feel good about that.”

So your welcome email shouldn’t try to impress with features or flood them with info. It should confirm they’re in the right place.

What to include in your coworking welcome email

We’ve seen hundreds of variations, but the strongest onboarding emails tend to include:

1. A warm, human hello

Start with a real “we’re glad you’re here.” Make it personal, not perfunctory.
Example:

“Welcome to Coworks! We’re so excited to have you as part of our community — and we’ll do everything we can to make this your favorite place to work.”

2. What to expect next

Keep this super clear. What should they do in the next 24–48 hours? Download an app? Pick up a keycard? Attend an orientation coffee?
Stick to one or two actions max.

3. One clear CTA

We’ve seen emails packed with links — but that just adds confusion. Focus on one call to action, like:

• Book your onboarding session
• Join the Slack
• Download the Coworks app

4. Reassurance that they belong

Especially for those new to coworking, it helps to normalize the nerves.
Example:

“It’s totally normal to feel a little lost your first day. Just know that everyone here started the same way — and we’re all rooting for each other.”

Don’t overload. Don’t overthink.

When you try to cram every detail into one email, it can make members feel like joining your space is another job they have to manage.

That’s what we call the “info overload spiral.” And we’ve seen it sink even the most well-intentioned onboarding efforts.

Instead, spread information out across:

• A printed or digital welcome packet
• Automated follow-up emails
• In-person tours or manager intros

Your first email should be about connection and confidence — not logistics.

TL;DR: A great welcome email says “you made the right call”

You don’t need to sell your space all over again. You just need to say:
“You’re here. You’re welcome. You’re in good hands.”