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

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.

In this article we will go over what yo put in the new employee announcement, provide examples of an email, and ways to make the new employee feel welcomed.

Key Takeaways:

• Sending an a new employee announcement helps current employees prepare and help the new employee feel welcomed.

• Sending an employee announcement email to your team should be part of your onboarding process.

• Before sending a new employee announcement, send the new employee a questionnaire to help you fill out any information of the announcement.

Why Tell the Team About a New Hire

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 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.

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.

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What to Include in a New Employee Announcement Email

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.

Example of New Employee Announcement Email

Template of New Employee Announcement Email

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 profession

• 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.

New Employee Announcement FAQ

1. Should you announce a new employee?

   Yes, you should announce a new employee to current staff when they start. Announcing a new employee is an important step in the onboarding process and should be done on their first day. You can even send out an announcement email a few days prior to the new employees start day. Telling current employees about the new hire will help make the new hire feel welcome and it helps create better work relationships.

2. What should you include in a new employee email?

   You should include the name of the new employee, the date that they are starting, and their position with the company. Other things that you can include:

   • How to reach the new employee

   • Where they are located in the building

   • Something about their background

3. Does a new employee announcement have to be an email?

   No, a new employee announcement doesn’t have to be an email, you can announce in another ways. For example, you can personally introduce a new employee to who they will be working with closely. Another way you can introduce a new employee is to schedule a team lunch or in a staff meeting.

References

1. Florida International University – New Employee Announcement Template

Author

Kristin Kizer

Kristin Kizer is an award-winning writer, television and documentary producer, and content specialist who has worked on a wide variety of written, broadcast, and electronic publications. A former writer/producer for The Discovery Channel, she is now a freelance writer and delighted to be sharing her talents and time with the wonderful Zippia audience.