Welcoming a new employee e-mail
Sending out a “welcoming a new employee” e-mail to your team after hiring someone new can make the onboarding process smoother. The new employee e-mail announcement allows the new employee to feel part of the team and minimizes any surprises for existing team members.
You can send this e-mail before the new team member begins, so your team knows when they should expect to find a new face in the office.
The welcoming a new employee e-mail may have the following information:
- reason for the new hire.
- when the new hire starts
- 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 new employee e-mail is important
A welcoming new employee e-mail usually allows the new hire to feel a part of the team as quickly as possible. Without a new employee e-mail announcement, you risk having awkward first encounters or communication between your current team and the new employee, harming the employee experience.
Also, without a welcoming new-employee e-mail, a new employee might feel like just another employee among many. Not feeling like part of the team can make the employee question their decision to work for your company.
Best practices for writing a welcoming new employee e-mail
Knowing how and when to send a welcoming new employee e-mail is important for keeping the onboarding experience smooth. By following the tips below, you can make the new employee e-mail announcement a good experience for all:
Send the e-mail before the new hire starts
Make sure to send the welcoming new employee e-mail 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.
Address the new employee e-mail announcement to the entire team
Even if certain employees will not be working directly with the new hire, address the e-mail to the entire team. People in different departments may want to meet the new team member, so making sure they are part of the e-mail gives them a chance to do this.
Keep the e-mail aligned with your company culture
Try to write a welcoming new-employee e-mail with a matching subject line, salutation and introduction to your company’s culture.
For example, if your workplace is rather relaxed, then the e-mail can reflect this feeling. The welcoming a new employee e-mail is ideally happy in tone.
Cover the basics
Remember to cover the basic information about the new employee when writing the welcoming new employee e-mail. 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 the rest of the staff knows.
Make it personalized
Make the welcoming a new employee e-mail 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.
Close with a positive note and an invitation
At the end of the welcoming a new employee e-mail, 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 if they’d like to provide you with a photo that you can attach to the welcoming a new employee e-mail.
Welcoming a new employee e-mail template
Creating a template for your “welcoming a new employee e-mail” can make onboarding a lot smoother. By having a template, you will not need to think too much about what to include in the e-mail, as it will already be there.
Consider using the following template for your new-employee e-mail:
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 e-mail 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]
A welcoming new employee e-mail smooths onboarding by helping the new hire feel included and preparing the team. Send it days before their start, address the whole company, keep it warm and on-brand, include name, role, start date, qualifications, fun facts and a photo, if possible. End with excitement and a welcome event invitation.
Welcoming a new employee e-mail templates for PDF & Word
Use these e-mail 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 labour or employment regulations.
