How To Write A New Employee Announcement Emails (With Examples)

By Chris Kolmar - Nov. 13, 2020
Articles In Life At Work Guide

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There’s almost nothing as uncomfortable as your first day at a new job. You don’t know where to go, how they dress, or who to talk to. You aren’t even sure what will happen at lunchtime – do you bring lunch or go out to eat?

First days are challenging, but, as an employer, you can ease the discomfort and make your employee feel welcome. One way you can do this is by announcing the employee’s arrival before they start.

Sending an employee announcement email to your team should be part of your onboarding process. There are so many reasons why this simple thing can break the ice and ease the transition for everyone. Do it right, and you may strengthen company loyalty and prevent costly turnover.

How to Welcome a New Employee

You’ve gone through a lot of effort to find the best employee for your company. The new hire is about to start, but you want to do everything right. You can ease the employee into the position by letting the rest of the staff know this person is coming. This will give your team a chance to get to know a little about the person so they can greet them welcomingly and personally.

This connection with the new employee also bridges communication, and it lets them know you’re interested in them. They will appreciate that others will know to expect them on their first day.

Why Tell the Team About a New Hire

In addition to making the new hire feel welcome, the announcement email prepares the staff that’s there for the new person. Some people on the team probably won’t give the email too much thought because it doesn’t affect them a lot. But other people will be excited about a new hire. Maybe they’ll work with them directly, and it will change their work dynamic. Or perhaps they will simply reach out to the new person to let them know they’re welcome there.

What to Include in a New Employee Announcement

Whether you’re the human resources director or the hiring manager, creating a template for new employee announcements is an excellent idea to make your job easier. You’ll probably have to do a bit of tweaking to make it work, but you will want to get some of the same points down each time.

Information you might want to include in your new employee email announcement could be:

  • Their name

  • Start date

  • Position with the company

  • Department/Supervisor

  • Their responsibilities

  • Something about their educational/professional background

  • Something personal about the new employee

  • Where the new person will be located in the building

  • How to get in touch with the new employee

Many companies also offer an introduction time, maybe at break time or lunch, for the new employee. If this is your company policy, you’ll want to include that in the email as well. Make sure your team knows where and when they can say hello and welcome their new colleague.

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Ask the Employee About Themselves

To make your employee announcement more successful, add a personal touch. We suggest saying something personal about the employee. Maybe they can give you a few interesting facts about themself. Perhaps they’d like to add a photo of them with their family or their pets or a photo of their favorite pastime.

A fun approach to new hires is to create a short questionnaire and have the employee complete it, and then share the answers. Questions like the following can be fun and great conversation starters:

  • Where would you like to travel – somewhere you’ve never been? Why?

  • What was the last book you read?

  • What’s the best professional advice you’ve ever been given

  • What was your first job?

  • If you could have dinner with any living person, who and why?

  • If you were granted one extra hour each day, how would you use it?

These are all icebreakers, questions designed to get people talking, sharing a little bit about themselves, but they’re not meant to pry or get too personal. If you’re going to do something like this, the key is making sure it’s the same questionnaire for all new hires.

Be cognizant of the fact that some people like to get personal with their coworkers and develop friendships. Other people would rather keep it strictly professional and not share too much of their personal lives. It can be a fine line and difficult to manage.

Who to Send a New Employee Email To

This all depends on your company, the size, and the culture. Some companies like to send email introductions to the entire organization. Others find that that is not a good solution for many reasons.

Extremely large companies might have many locations or buildings and only send notices to the involved location. The same goes for companies that have many departments. For some of them, it becomes overkill, and emails get ignored if there are too many. You might even create a negative impact because your employees will feel like the company is always hiring and firing people.

Small companies that are very customer/client-focused might not just send an introduction email to their team, but they might also include their customers.

No matter how big or small your company is, if you’re looking for a rule of thumb here, make sure the email goes to people who interact daily with the new hire. It’s also essential to include the new hire on that email list so that they know what was said.

Tips for Creating a New Employee Announcement Email

Each employee comes with a different set of skills, background, education, and they’ll be filling different roles. That can make the new employee email announcement challenging to write. While you can use a template, there are still going to be some differences. The following tips might help.

  • Mention the person’s name and what they like to be called if it’s different than their name

  • Let everyone know when the person will start and where their desk is located

  • If you’re doing any other welcome, let the team know when and where it is

  • Tell your employees who this person will be working with, their department, and job title

  • Include some information on the person’s background, educational and/or professiona

  • Let your team know the new hire’s title and what they’ll be working on

  • If they’re willing to share something about their personal life, it can help people get to know them

  • Include a picture if they will provide one

It’s best if you keep your announcement to one page or even just a few short paragraphs. You want to make the email easy for others to read so they don’t skim so much that they miss important information. But you do want to create a little buzz, so people get excited about their new colleague.

2 Samples of New Employee Announcements

Subject Line: Help us welcome Nancy Newton to our team!

Hello Team,

I’m very pleased to announce that Nancy Newton will be joining our Human Resources Department here at Willowbury Industries on January 2, 2021. Nancy will be reporting to Janice Dickson and occupying the desk right outside of Janice’s office.

As the new H.R. Assistant, Nancy’s responsibilities will include handling our organization’s daily administrative duties. This will include recruitment, record maintenance, and payroll processing. She will also be your point of contact should you have any questions about your health or disability insurance plans.

Nancy comes to us from the great state of Texas. She moved here to be closer to her family and is excited to be back in Seattle. In Texas, she worked for LongHorn Industries as the Administrative Assistant before going to the University of Texas in Austin for her Bachelor of Science degree in Human Resources.

While Nancy tells us she’s excited to be back in her hometown and near family, she will miss the rodeo. That’s because when Nancy lived in Texas, she became quite a rodeo buff. So much so, she decided to try it herself. She’s competed in more than 20 rodeos and has won several awards for tie-down calf roping.

Please say hello to Nancy if you see her in the office and join us for a Friday pizza lunch in the cafeteria to welcome her.

Sincerely,

Jim Danner
CEO Willowbury Industries

Subject Line: Welcome Jim Danner to Apex Consulting

Hi everyone,

Please join me in welcoming our newest team member, Jim Danner. Jim will be joining us next Monday as the Social Media Intern and taking over our TikTok account.

Jim is a Western Technical College student and working to earn an Associate Degree in Social Media Management. His target date for completion of the course is next May.

Nancy Newcomer will be training Jim, and I’m sure you’ll see the two of them in the office during orientation next week – so be sure to say hi. If you don’t get the chance to see Jim throughout the week, we’ll be hosting a brief welcome coffee and donut break on Friday.

Jim is a volunteer at our local Big Brother/Big Sister program, he kayaks whenever he has free time, and he enjoys playing in competitive Chess tournaments. Before beginning school at Western Technical College, Jim attended Big W High School and was a graduate of the class of 2017.

We’re excited about Jim’s ideas for taking Apex Consulting to a new level and incorporating TikTok videos into our repertoire. This should help us reach our revenue and reach goals for 2021.

Regards,

Mary Smith
HR Coordinator
Apex Consulting

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Chris Kolmar

Author

Chris Kolmar

Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.

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