How to Write Announcement Email Welcoming New Employee (Samples)

Scheduling and conducting interviews is just the tip of the iceberg when it comes to the hiring process. Getting the ideal candidate, a candidate who seamlessly assimilates into the company culture, is great. Now it’s time to inform your employees about the new hire. Typically, somebody from the HR team or the hiring manager can send a new employee announcement email, to either the entire organization or just the department the new hire will be joining, depending on the size of the organization.

A new employee announcement is an essential stage in the onboarding process because it allows the new hire to feel welcome in the organization and informs other employees about the new hire’s arrival. This announcement email ensures that other employees or team members prepare and understand how they’ll be working with the new hire or what s/he will bring to the team as well as give them the opportunity to communicate with the new team member.

What should you include in a new employee announcement?

The information you provide in a new employee announcement determines the support and respect s/he will get from the other employees in your organization. Therefore, ensure you provide details that give the new employee credibility. You can opt to include the employee’s background, experience, education, and skills that build a positive perception from other coworkers, to ensure the new hire gets the support s/he deserves. Consider including information from the list below as you prepare the announcement:

• Employee’s full name
• Employee’s start date or commencement date
• Position or role
• Department
• Direct supervisor or manager
• Key duties and responsibilities/employee’s job description
• Educational background
• Professional background
• Fun facts (information about special talents, unique hobbies or other topics that can spark small talk)

Consider sending the new hire a questionnaire before their commencement date to help you get all the relevant information that you need to include in the announcement email. Additionally, you can opt to add a headshot so that the new hire can easily be recognized around the office. Ensure the announcement email is short, friendly, and reflects the company culture’s tone.

New employee announcement email template

Subject line: Welcoming [employee’s name] to [company name/department]

Dear Team,

I am incredibly pleased to announce that [employee’s name] will be joining our team as [position] as from [start date].

[Employee’s name] will be part of the [department/team employee will work in or with] to [mention the key responsibilities and duties and the value they’ll bring to the team, e.g., help us improve brand awareness and enhance the marketing department or help us increase revenue and implement cost-effective strategies in the finance department]. S/he has previously worked in [insert employee’s professional experience] and has a [insert the employee’s educational background information].

[Employee’s name] is a [insert fun facts and additional information about the employee, e.g., the candidate is a volunteer for a certain organization, a big football fan, plays basketball]. When [s/he] is not working [s/he] is [mention the candidate’s hobbies].

We are excited to have [her/him] join our team and leverage [her/his] industry expertise and excellent education to help our company grow and achieve our goals in the next financial year.

Please ensure you come to meet [employee’s name] on [start date] at [time and venue] and welcome [him/her] to the team!

Best Regards,

[Your name]
[signature]