“Welcome Kits”: How Logistics Helps Companies Delight Their New Employees Worldwide

23 May 2024

Welcoming new employees is essential to building strong and lasting relationships. A key element in this process is the Welcome Kit, a set of materials designed to orient, inform, and welcome new employees.


Welcoming new employees is critical to fostering strong and lasting relationships within organizations. A key element in this process is the “Welcome Kit”, a curated collection of materials or resources that a company provides to new employees, customers, partners, or community members. These kits are designed to welcome, orient, and integrate individuals into the organization, ensuring that they feel valued and included from the start.

A Welcome Kit can include various items such as company information, policies, and procedures, training materials, electronic devices such as computers or cell phones pre-configured with necessary software, and useful items such as mugs, T-shirts, badges, or access cards.

However, managing welcome kits on an international scale presents several challenges:

  • Content customization. Tailoring kit content to meet the needs and expectations of recipients in different regions or countries.
  • Regulatory compliance. Navigating the regulations that govern the export and import of goods or devices in each country.
  • Logistics. Coordinating the logistics required to efficiently deliver kits to different regions.

warehousing, customs, regulations, logistics

The Main Challenges of International Welcome Kits

Both logistics management and regulatory compliance are particularly complex for companies headquartered in multiple countries with employees distributed around the world. Sending these kits requires careful consideration of factors such as shipping times, international transportation costs, and customs requirements for each country. In addition, compliance with local tax, customs, and product labeling regulations is critical.

To streamline this process and reduce associated costs and time constraints, many companies are increasingly choosing to work with strategic logistics partners. These partners can provide warehousing services to store and manage goods in specific physical locations, such as warehouses, and coordinate the subsequent delivery of welcome kits to recipients.

Francisco Ricci, Aerodoc’s International Logistics Research and Development Director, explains Aerodoc’s two Welcome Kit management options. “The first alternative is to send a customized kit to a specific recipient in a specific location. For example, the kit could include a computer, company T-shirt, backpack, water bottle, notebook, and headphones sent from an office in Miami to an employee in Canada,” he explains.

“With all the items stored in our warehouse in Miami, we take care of assembling the kit and coordinating its delivery, either by courier or freight, depending on the client’s needs and destination,” Ricci explains. Aerodoc manages the storage, assembly, and kit management, as well as any customs or import permits and procedures required to enter the destination country.

Ricci highlights another scenario: when a company wants to reach an entire region. “For example, a company based in Miami may want to send kits to employees throughout Europe. Instead of sending out 20 separate shipments and incurring shipping costs for each departure from Miami, what we do at Aerodoc is consolidate all the items into one shipment.

warehousing, customs, regulations, logistics

“In this scenario, for example, we can centralize the shipment of all materials to our hub in Munich, from where small kits are prepared for local distribution in cities such as Paris, Madrid, and others,” he adds. “This approach offers significant benefits, as we can consolidate all shipments into a single load, resulting in significant operational and logistical savings,” Ricci emphasizes.

“In addition, in the specific context of Europe, where there is free movement between countries, the company avoids additional costs related to customs procedures that would be incurred if the kits were shipped from Miami,” explains the Aerodoc logistics manager.

Regulations and Compliance

In addition to the time and cost-saving benefits of this service provided by Aerodoc, companies must recognize that each item included in the kit requires management of different customs and permitting requirements.

“The variety of contents in a kit presents significant logistical challenges. Items such as plastic or metal bottles, wooden pieces, computers, and clothing each have specific requirements, from electrical safety regulations to textile standards. This is why our service is so highly valued,” says Ricci.

“We offer companies the opportunity to address all these challenges with a single provider, simplifying the process and ensuring compliance with all relevant regulations,” emphasizes Francisco Ricci.

It is worth noting that in addition to warehousing, assembling, and shipping Welcome Kits worldwide, Aerodoc can also take care of the following items:

  • Receiving equipment when an individual leaves the company.
  • Pick up the employee’s computer, cell phone, or other device from their location.
  • Receiving and reprogramming devices if necessary.
  • Returning returned products to the customer.
  • Implementing a recycling process that collects, sorts, treats, and converts used materials or products into new products or raw materials that can be reused.

Finally, effectively managing welcome kits on an international scale requires a strategic approach that takes into account the logistics and regulations of different markets. By customizing content, personalizing the experience, and ensuring smooth delivery, organizations can build strong and meaningful relationships with their new members worldwide, while saving significant amounts of time and money.

If you are looking for a service like this, contact us. Our team of experts is ready to help.

Topics on this article: Customs | Logistics | regulations | Warehousing

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