How to Announce a New Employee

Sending out an announcement to your team each time you bring in a new hire can help make the onboarding process a smooth one.

  • An email introducing a new employee sets the stage for a less stressful onboarding process for the new worker and reduces unpleasant surprises for the organization as a whole.
  • A few days before to the person’s start date, send your team an email announcing the new hire.
  • The rationale for the new employment, the person’s start date and credentials, as well as nuggets like their specific interests and hobbies, are some essential data to mention in a new employee introduction email.
  • This article is for managers, HR specialists, and small business owners who are looking to hire new staff and need to know the best way to inform the firm about the hire.

It’s crucial to notify your staff when a worker leaves the organization, just as it’s crucial to do so when a new person joins the team. It’s ideal to do this by email and give your staff plenty of time to prepare for the new arrival.

This email doesn’t have to be formal or long, but it should contain some important information. This advice might assist you in understanding the announcement you want to make, who needs to receive it, and when to send it if you are getting ready to hire a new employee.

Why it’s important to announce a new employee

Making a new hire feel like a team member as soon as possible is your aim when you hire someone. Awkward first interactions between members of the current team and new team members might result from failing to send an employee introduction email. This is especially true if current workers are concerned about losing their jobs because they were taken off guard by the presence of another employee. Setting the groundwork for a difficult employee onboarding process is forgetting or rejecting an employee introduction email.

Your team has time to assimilate the information and be ready to welcome the new member with the help of a well-timed and prepared introduction email. It reduces the likelihood of unpleasant shocks, such an employee learning they have a new boss or department head the day the individual starts work. Furthermore, it sets the new worker for success by assisting them in putting their best foot forward.

How and when to announce a new hire

Email is the most effective and efficient approach to let people know you’ve recruited a new employee. This makes it simpler to make sure the message is understood by everyone. People who aren’t at the workplace that day might not hear the news if you do it in person.

A printed announcement also makes it simple to impart “fun facts” and information about the new recruit so that current workers may get to know them. It is best for everyone if these connections are created as soon as possible.

Prior to the new hire’s first day of work, you should send your employee introduction email several business days in advance. Once more, this lessens the element of surprise and its impacts. Include the new hire in the email recipients so that the rest of the team may reply with a kind welcome. The new employee will feel more like a genuine member of your team if they see answers to this message on their first day.

Best practices for writing an employee introduction email

Every announcement of a new employee should include a few crucial elements. There are other criteria and choices to think about.

1. Address the announcement to your entire team.

To give everyone an opportunity to greet the new recruit, one of the goals of your employee introduction email is to make sure they do so. You should provide recipients the chance to assist the new employee in integrating and settling into their position, even if they are in separate departments. Existing workers are unable to accomplish this if they are first unaware of a new hiring.

2. Reflect the culture of your business in the subject line, greeting, and introduction.

Some elements of your introductory email may be dictated by the culture of your firm. You should phrase your employee introduction email’s subject line and introduction in keeping with your company’s generally formal culture. For instance, the salutation may read, “Dear [your company’s name] Employees,” while the subject line would say, “New Hire Announcement.” We’re happy to announce… might be used as the opening sentence of the introduction.

A more humorous subject line and salutation are required for a work culture that is more informal. For instance, “Warm Welcome to the Club, [person’s name]!” appears as the subject line of each company-wide staff introduction email at Foot Cardigan. CEO Daniel Seneff says the greeting is, “Hello Foot Cardigan Family.”

If it suits, you might also play off the name or topic of your business. There is a new champ in the lair, as founder Jonathan Roussel frequently begins letters introducing new employees.

3. Cover the basics.

Include the individual’s complete name, start date, job title, and name of their immediate supervisor. Name the department in which they’ll be employed and list their main duties. Specifying the location of the new hire’s desk or office may also be useful. Specify if the role is new and why (your company may be expanding or you may wish to bring an externally-outsourced task in-house, for example), or specify which team member the new recruit is replacing.

Along with mentioning the person’s accomplishments in the workplace and in school, you should also include your contact details.

4. Punch it up.

It’s helpful to add a few quirky details about the new employee to personalize your introduction. This might be a specific skill, odd pastime, unusual ambition, list of their favorite things (book, TV programmed, movie, cuisine), or something else that would help them connect with current staff members.

Some of the company owners with whom we met provide a questionnaire to prospective hires asking for these details Others request that they write one or two sentences to introduce themselves to their coworkers.

5. Don’t go overboard.

In an email introducing a new employee, less is more. Aim for no more than 300–400 words. [Read related article: Professional Email Dos and Don’ts]

6. Close with a welcome – and an invitation.

Finish by expressing how happy or thrilled you are to welcome the new recruit and how certain you are that your staff will feel the same way. Mention, if appropriate, that the new recruit will be formally introduced during a welcome lunch, happy hour (virtual or actual), or other such event. When the new recruit starts, encourage your staff to spend some time to get to know them.

7. Attach a photo.

Employee introduction announcements that include a photo of the new recruit, such as a professional headshot, enable colleagues to put a face to the name. Questionable faces on your workers’ computer displays are also eliminated if your business conducts video calls and operates remotely.

Templates for a new-employee announcement

A sample staff introduction announcement is provided below. Fill in the blanks in the bracketed sections, and then add, remove, or modify the language to suit the requirements of your company.

Dear [your company’s workers],

We are pleased to welcome [person’s name] to our team. [This person] will take over [title] already held by [predecessor’s name] [OR] [this person] is joining us due to [reason for new role]. [Starting date] will be [Person’s First Name’s] first day with us.

[Person’s name] is a graduate of [school or other academic achievements] and has substantial expertise in [skills pertinent to their new employment]. From [prior employer’s name], where [he/she/they] [completed work duties], [he/she/they] [is/are] joining us. Before joining the company, [he/she/they] [name their past employers] obligations [where appropriate].

The person in charge is [person’s name]. The [person’s name] will [list job functions] as a part of the [department or team name]. Alternatively, please stop by [person’s name] [office/desk] at [location, if appropriate] or contact them at [phone number and/or email address].

Please help us in extending a warm welcome to [name]. When you discover that [interesting facts], I’m sure you’ll be just as eager to meet [he/she/them] as they are.

Please feel free to contact me at [your contact information] if you have any questions, and join us for a welcoming [event] on [day and time] at [location or URL].


[Name and position]

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