How to introduce a new employee in an email

26 of August, 2022

New employee introduction emails are a great way to let your current staff know about your new hire. By providing the necessary information about them, you make it easier for your employees to welcome their new colleague, which helps a lot with their onboarding. In this article, you will learn how to introduce a new employee in an email. Let’s go!

The importance of introducing a new employee

It is important to keep your staff up to date with what’s happening in the company. Indeed, this practice is part of good workforce management. Introducing a new employee to the current staff by email also lets them know they should introduce themselves.

By including the new hire in the email’s recipients, you let them know that their new colleagues have been informed of their arrival. This will make them more comfortable and feel that they are part of the team. Besides, taking the time to send a new employee introduction email shows that your organization values its members.

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How to write an email introducing a new employee?

Not sure what info to include in a new hire announcement? Here is a step-by-step guide on how to write an email introducing a new employee:

Address your email to the entire team

The email’s objective is to inform every employee about the new hire. Indeed, it’s important that they be aware of what is going on in the company. And even if employees work in different departments, you want everyone to know about the new hire so that they can be ready to introduce themselves if and when they meet.

Start with the reason for the new hire

The reason for the new hire is an important detail to add, especially if your business’s situation isn’t at its most stable. This will reassure current employees and prevent them from worrying about their own work situation. This way, you avoid any potential tension between the new employee and the current staff.

State the basic information

Those include the new employee’s name, title, and department. Be sure to include their starting date so that recipients can get ready to welcome their new colleague. It’s also a good idea to state their previous experience: this info gives a bit of background information and can serve as a good professional conversation starter.

Add some personal information

You will previously have collected this information from the new employee. Typical content for this section comprises: the new hire’s hobbies and passions, their hometown, their favorite music genre, their favorite sport, etc. This helps current employees get to know the new hire beyond their professional position, and gives them ideas to start a casual chat.

Don’t forget their contact information

Make sure to provide the new employee’s professional email and phone number if applicable. That way, your employees will know how to contact their new colleague.

Finish with a welcome or invitation

Conclude your email by welcoming the new hire to the team. Encourage the current staff to welcome them as well. And if you planned a welcome lunch, drink or similar event, now is the moment to inform everyone.

Provide a photo

Attaching a photo of the new employee will help your current staff put a face to the name. It will make it easier for them to recognize and welcome them on their first day.

Send the email!

You want to give everyone enough time to read the email and prepare for the latest addition to the team. And by adding the new employee to the recipients, you allow them to see exactly what you told your staff about them, and read potential replies. It will make them less nervous on their first day.

Did this information help you? We hope so! To learn more about human resources visit our blog section. See you there!