What is a new employee announcement?
A new employee announcement informs employees of your new hire’s arrival. While you may generally send these updates via email, you can also distribute paper copies or announce the news during a company meeting. Include the employee’s professional background and a description of their new role.
Unlike a welcome letter sent to the new hire, you can send a new employee announcement to the entire company or a specific department while cc’ing the new hire. Employees may respond by introducing themselves and welcoming the new employee.
When can you send a new employee announcement?
You can send a new employee announcement during your preboarding process, typically a week or two before the new hire starts work. This gives team members time to adjust their workflows for their new colleague.
Consider providing more notice to employees who supervise or assist the new employee, such as a peer mentor. They may benefit from extra lead time to delegate or complete urgent tasks.
What to include in a new employee announcement
Your new employee announcement may vary based on the situation. If you’re sending it to your team and the employees have met the new hire, your note may be brief. If the email addresses the whole company, you might want to include more information, such as:
- Full name
- Start date
- Job title
- Department
- Direct supervisor
- Key responsibilities
- Academic background
- Professional background
- Two or three fun facts, such as a special talent or unique hobby
- Contact information for the new employee
Before you write the new employee announcement, consider sending your new hire a brief questionnaire. Alternatively, you can ask them to write a few sentences about their hobbies and interests to include in the new hire announcement.
You could also include a recent headshot with the announcement. A photo helps other employees recognize the new hire. However, some employees may prefer not to share a photo, so ask for permission before publishing their picture or personal details.
The length depends on the information provided, but you may aim for around 150-300 words.
Who receives a new hire announcement?
Your list of recipients may depend on the size of your business and the nature of the role. In a small business, you can send the new hire announcement to everyone in the company.
If you have a large company with multiple locations, you might only send the message to the people in the new hire’s department, branch or business unit. Consider including everyone who may frequently interact with the new employee and copying the new hire on the email. This ensures they receive their new teammates‘ welcome messages.
Since some employees may miss the email announcement, you can also post the announcement on bulletin boards or messaging platforms, such as Slack or Teams channels. Another option is to discuss the new hire during a town hall meeting.
New employee announcement email template
Subject line: Help us welcome [new hire name] to the team!
Hi everyone,
Please join me in welcoming [new hire name] to the [team, department, company].
[Employee name] will be joining us on [start date] as a [role title] on the [team or department], reporting to [direct supervisor]. [Employee name] will be responsible for [brief description of what they’ll be doing].
[Academic and professional background, including where the new employee went to school, years of experience, where they worked previously, etc.]
[Fun facts in paragraph or bullet point format]
We’re excited for [employee name] to leverage their expertise to help us achieve [desired goal].
You can reach [employee name] at [phone number, email, etc.].
[Employee name] is sitting at [workstation location], so be sure to drop by and say hello!
Best,
[Your name]
Example of a new employee introduction email
As you write an email welcoming a new employee, try to use language that reflects your:
Here’s an example:
Subject line: Help us welcome Bernard Smith to the sales team!
Hi everyone,
Please join me in welcoming our newest team member: Bernard Smith!
Bernard will be joining us on Monday as an account executive (AE) for the Southeast region, reporting to sales manager Jane Brooklyn and helping expand relationships on several of our most important accounts.
Bernard earned his MBA from the ABC University in 2009 and has more than eight years of experience in the technology sector. He comes to us from Beta Experts, where he worked as a senior AE and helped double his region’s cybersecurity sales year over year.
Outside of work, Bernard is a volunteer with the Humane Society and an avid football fan. When he’s not saving animals or cheering on his team, you can find him at the dog park with his two black Labs.
We’re excited to have Bernard apply his industry experience and education to help grow our business in the Midwest region and reach our revenue goal for 2026!
Bernard will be sitting on the east side of the fourth floor, so be sure to drop by and say hello!
Best,
Khrisana Edwards
A well-crafted new employee announcement can establish credibility for your new hire. It also helps other employees understand how their new colleague contributes to the company’s success. By sending this email before the new hire’s first day, you can encourage conversation between the new employee and their coworkers, ensuring they feel welcomed and valued.
