Welcoming a new employee email
Sending out a “welcoming a new employee” email to your team after hiring someone new can make the onboarding process smoother. The new employee email announcement allows the new employee to feel part of the team and minimizes any surprises for existing team members. You can send this email before the new team member begins so your team knows when they should expect to find a new face in the office.
Related: Welcome Letter Template: A Sample for Your Business to Use
The welcoming a new employee email should have the following information:
- The reason for the new hire.
- When the new hire will start
- Information about their qualifications or what their previous position was
- Possibly some personal information like hobbies or interests
With the above information, your staff will know when to expect the new team member and a bit about them, making their first appearance in the workplace an easy transition. Having a bit of personal information about the new employee will give your team ideas for conversation starters once the personal introductions have happened.
Why a welcoming a new employee email is important
A welcoming a new employee email will allow the new hire to feel a part of the team as quickly as possible. Without a new employee email announcement, you risk having awkward first encounters between your current team and the new employee. You do not want to accidentally make a current team member worry about job security if they suddenly see a new face and were not expecting it.
Also, for the new employee, without a welcoming a new employee email, they might feel like they are just another employee of many. Not feeling like part of the team can make the employee question their decision to work for your company, which is something you want to avoid.
Another reason why having a welcoming a new employee email is that you do not want people to find out that they have a new supervisor or department member by surprise. This will make both parties feel very awkward, and the entire onboarding experience might become difficult.
Best practices for writing a welcoming a new employee email
Knowing how and when to send a welcoming a new employee email is important for keeping the onboarding experience smooth. By following the tips below, you will be able to make the new employee email announcement a good experience for all:
1. Send the email before the new hire starts
Make sure to send the welcoming a new employee email a few business days before the new hire starts. This will give your employees enough time to receive the message and be prepared for their arrival. This will make the first day of the new employee’s job go smoothly and the team will be eager to meet them.
2. Address the new employee email announcement to the entire team
Even if certain employees will not be working directly with the new hire, address the email to the entire team. This will be helpful as you want to make the new team member feel welcome, and if there are some people who do not know of the new employee coming aboard, then it could lead to awkward encounters. Even people in different departments will want to meet the new team member, so making sure they are part of the email gives them a chance to do this.
3. Keep the email aligned with your company culture
Try to write the welcoming a new employee email with a matching subject line, salutation and introduction to your company’s culture. For example, if your workplace is rather relaxed, then the email should reflect this feeling. You do not need the email to sound too stuffy or formal if that does not match how your company operates. The welcoming a new employee email should be happy, so make sure that you keep everything you say positive.
4. Cover the basics
Remember to cover the basic information about the new employee when writing the welcoming a new employee email. Make sure to have the person’s full name, the start date and what position they will be starting in. You can also make a note of information like where their office/desk will be located so that those who want to introduce themselves on the first day can.
Mention which employee they have been hired to replace or if this is a new position and why the company created it. You can also mention the new team member’s professional background and what type of work they were doing previous to this. Last but not least- remember to give out their contact information so that they can add it to their address books.
5. Make it personalized
Make the welcoming a new employee email personalized by giving a bit of information about the new hire’s interests, hobbies or special talents. This information will allow team members to feel like they know a bit about the person you’ve hired and will give them good conversation starters.
Some businesses like the new team member to write a sentence or two introducing themselves, which is a great way of getting this type of information into the email. The point is to make the transition as easy as possible for everyone, so having a bit of fun information about the person can give your employees an opportunity for this.
6. Close with a positive note and an invitation
At the end of the welcoming a new employee email, make sure to make a final statement about how pleased you are to add the new person to the team. Also, make sure to have an invitation to a welcome lunch, happy hour or meet and greet for the new employee. This is a great way of adding new people to your staff and giving the existing staff a time and place to make introductions.
Attach a photo
Ask the new hire to provide you with a photo that you can attach to the welcoming a new employee email. Being able to have a face with the name will ease anyone’s anxieties about the new team member and will make their first day a lot easier. This is especially important if there are possible virtual meetings, so those not in the office don’t freak out at the unfamiliar face that pops up for the meeting.
This last step can really make a difference in a smooth transition, so even if the picture is not a professional headshot, encourage the new employee to find an appropriate picture that will give their new colleagues an idea of what they look like.
Welcoming a new employee email template
Creating a template for your “welcoming a new employee email” can make onboarding a lot smoother. By having a template, you will not need to think too much about what to include in the email, as it will already be there. Feel free to use the following template for your welcoming a new employee email:
Dear [employees of your company],
We’re excited to announce an addition to our team, [person’s name], who will fill the position of [title] previously held by [predecessor’s name] because [reason for the new position]. [Person’s first name’s] first day with us will be [starting date].
[Person’s name] has extensive experience in [skills relevant to their new job] and is a graduate of [school or other academic achievements]. [He/she/they] [is/are] joining us from [previous employer’s name], where [he/she/they] [performed job duty]. Before coming aboard at [previous employer], [he/she/they] [list responsibilities, if applicable].
[Person’s name]’s supervisor will be [name]. As part of the [department or team name], [person’s name] will [list job functions]. You can reach [person’s name] at [phone number and/or email address] or just head over to [his/her/their] [office/desk] at [location, if applicable].
Please join us in welcoming [person’s name]. [He/she/they] [is/are] excited to meet you, and I’m sure you will be too when you learn that [fun facts].
Please don’t hesitate to contact me with any questions at [your contact information] – and join us at a welcome [event] at [location or URL] on [date and time].
Sincerely,
[Your name and title]
By using the above example, you will be able to write a successful email welcoming a new employee and making the onboarding process easy for everyone.
Welcoming a New Employee Email Templates for PDF & Word
Use these email templates to help your new employees feel welcome and excited to join the company.
*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.
