How to Write a New Employee Announcement Email? (Template Included)

Introducing a new employee to the staff is part of the onboarding process and the first step in making the employee feel welcomed. The most common approach is sending a new employee announcement email to everyone in the company a few days before the first day of work. It's your opportunity to present the new members and provide information about their new position in the company but also their professional and academic background.

Each company has its own culture and communication methods. Some prefer to make the new employee announcement more official. Others prefer to make it more relaxed and personal by including personal details about the new employee. If you have a few employees, you can send a shorter email and organize a small reunion to present the new employee to the staff.

Regardless of your approach, a new employee announcement email is mandatory. You can write one by yourself each time you hire a new employee or use a template, like the one we share below for more consistency and clarity.

What is a New Employee Announcement Email?

A new employee announcement message is an email sent by the HR Department to the staff to announce the hire of a new employee. It's usually sent a few days before the new employee starts working. 

A new employee announcement email should include all the information the staff needs for welcoming the new employee, such as the name of the new employee and the first day of work, the department and team where they will work from now on, contact details, and other helpful information.

How to Write a New Employee Announcement Email?

The first thing you need to do is find a format compatible with your company's culture. If you work for a small business or startup that uses a more friendly and relaxed tone in communication with the staff, adapt the new employee announcement email by adding personal details about the new employee (e.g., hobbies, mottos, favorite food, etc.). If your company uses an official communication tone, stick to basic employee information.

If you don't have a specific approach to follow, write the email using a neutral tone, and make sure you include the following data:

  • The full name of the new employee
  • The department and team where they will work
  • The job title and the project the new employee is assigned to
  • Contact details and where they will have the office
  • Short professional background
  • Short academic background
  • Your name, position, and signature.

Don't forget to write an email subject to let your staff know what the email is about. For example, you can write "Welcoming a new employee" in the Subject field. Also, sign the email using your complete name and function. Include greetings and a professional email closing but keep the text short.

General Tips to Consider Before Sending a New Employee Announcement Email

Send the new employee announcement email in advance to give your staff enough time to prepare for the arrival of a new employee. When current employees have an idea about the new addition to their team, they can easily make the new employee feel welcome, prepare onboarding materials, and create a friendly atmosphere. It also gives the new hire credibility and creates positive expectations.

Tip: We have an onboarding checklist that HR Managers enjoy.

Follow the company's culture. The onboarding process dictates the first impression of the new employee. If your company cultivates a casual atmosphere, you may accompany the new employee announcement email with a lunch or coffee invitation to help the team members get to know each other. If your company has strict hierarchical protocols, adapt the introduction of new employees, and make sure they know your company's policy.

Don't forget to describe the new employee's job and their role in the project. It will help people find common points with the new employee and understand where they stand in the company's org chart

As a HR manager you you need to know that by following the standard new hire onboarding process, your employees will be happier.

Use The New Employee Announcement Email Templates

If your company doesn't provide you with an email template for introducing new employees, you can make your own or download one here. It's better to use the same format. You save time and energy, and it looks more professional than putting together a new email each time. Download our free new employee announcement email template right now.

Subject: Welcoming [NEW EMPLOYEE NAME] to [DEPARTMENT]

Dear Staff,

I am pleased to announce that [NEW EMPLOYEE NAME] will be joining the [DEPARTMENT] on [START DATE].

[NEW EMPLOYEE NAME] will work as [JOB TYPE] and will be part of the team [TEAM], supervised by [SUPERVISOR NAME]. [SHE/HE/THEY] will be responsible for [PROJECT/TASK NAME] and have the office in [BUILDING/ROOM NUMBER]. Also, you can contact [HER/HIM/THEM] at [EMAIL ADDRESS/PHONE NUMBER].

[NEW EMPLOYEE NAME] has previously worked as [EMPLOYMENT BACKGROUND] / has recently graduated from [ACADEMIC BACKGROUND]. [SHE/HE/THEY] has a lot in common with [HER/HIS/THEIR] new team and share the same enthusiasm and passion for [MAIN ACTIVITY FIELD]. We hope [SHE/HE/THEY] will help us [HAVE BETTER PERFORMANCE/INCREASE SALES/CREATE COMPETITVE PRODUCTS/ACQUIRE NEW CLIENTS].

Please join me in welcoming [NEW EMPLOYEE NAME] and wishing [HER/HIM/THEM] a great start in our company!

Best regards,


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