Email template · Employee announcements
New employee announcement email
In short
A new employee announcement email introduces a new hire to the people they'll work with: their name, role, team, start date, a little background and how colleagues can help them settle in. Below are four templates for a team, the whole company, a new training class and a manager-level hire, plus subject lines and a chat version.
When to send it: Send it on the new hire's first day or the business day before, usually from their manager. For whole-company announcements, a weekly roundup of new starters works better than one email per person.
New employee announcement email: 4 versions
To the team, from the manager
SubjectPlease welcome [New Hire Name], our new [Job Title]
Hi team, I'm happy to introduce [New Hire Name], who joins us as [Job Title] on [Start Date]. [New Hire First Name] comes to us from [Previous Role or Background, e.g. five years running dispatch at a regional logistics company]. They'll be working on [Main Responsibilities] and will sit with [Team or Location]. A few things that would help this week: - Say hello in person or on [Chat Channel]. - [Buddy Name] is their onboarding buddy, so loop them in on questions. - If you're on [Project or Shift], expect [New Hire First Name] to shadow you on [Day]. Outside work, [New Hire First Name] [Personal Detail They Agreed to Share]. Please make them feel welcome. [Manager Name] [Manager Title]
Company-wide
SubjectWelcome to [New Hire Name], [Job Title] in [Department]
Hi everyone, Please join me in welcoming [New Hire Name], who started today as [Job Title] in [Department], reporting to [Manager Name]. [New Hire First Name] will [One-Sentence Description of the Role and Why It Matters]. Before joining [Company], they [Brief Background]. You can reach [New Hire First Name] at [Email] or on [Chat Channel]. If your work overlaps with [Department], drop them a note to say hello. Welcome aboard, [New Hire First Name]. [Sender Name] [Sender Title]
New training class or group of hires
SubjectWelcome to our [Month] [Job Title] class
Hi all, On [Start Date], [Number] new [Job Title]s join us at [Site Name]. They'll be in training with [Trainer Name] in [Training Room] until [Training End Date], then join their teams on the floor. Our new team members: - [Name 1], joining [Team or Shift] - [Name 2], joining [Team or Shift] - [Name 3], joining [Team or Shift] If you see someone with a [Badge Color or Lanyard] in the break room, say hello. Team leads, please plan a 15-minute meet-and-greet with your new starters during their first week on the floor. Thanks for helping them get off to a good start. [Site Leader Name] [Title], [Site Name]
Senior or leadership hire
Subject[New Hire Name] joins [Company] as [Job Title]
Hi everyone, I'm pleased to announce that [New Hire Name] has joined [Company] as [Job Title], starting [Start Date]. [New Hire First Name] will lead [Team or Function] and report to me. [New Hire First Name] brings [Number] years of experience in [Field], most recently as [Previous Title] at [Generic Description of Previous Employer]. Their first priorities will be [Priority 1] and [Priority 2]. Over the next few weeks, [New Hire First Name] will be meeting with teams across [Departments]. If you'd like time on their calendar, contact [Assistant or Coordinator Name]. Please join me in welcoming [New Hire First Name]. [Executive Name] [Executive Title]
Subject line ideas
- Please welcome [New Hire Name] to the team
- Introducing [New Hire Name], our new [Job Title]
- Welcome to [New Hire Name], [Job Title] in [Department]
- New team member: [New Hire Name]
- Meet our [Month] new starters
- [New Hire Name] joins [Company] as [Job Title]
SMS and WhatsApp version
Team update: please welcome [New Hire Name], our new [Job Title], starting [Start Date] on [Shift or Team]. Say hi when you see them, and loop in [Buddy Name] (their buddy) with any questions. Thanks, [Manager Name]
Placeholders to replace: [New Hire Name], [New Hire First Name], [Job Title], [Start Date], [Department], [Manager Name], [Manager Title], [Team or Location], [Buddy Name], [Chat Channel], [Previous Role or Background], [Personal Detail They Agreed to Share], [Site Name], [Number], [Training End Date], [Sender Name], [Company]
Who should send it, and when
The manager should send the team announcement. It signals that the new hire was chosen and is expected, which matters more to a new person than any welcome kit. HR or a site leader can send broader announcements, and executive hires are usually announced by the person they report to.
Timing: the day before or the morning of the first day. Too early, and plans change (start dates slip, offers occasionally fall through). Too late, and the new hire spends their first morning meeting people who have no idea who they are.
The announcement is different from a welcome email to the new employee, which goes to the new hire with first-day logistics. You need both, and they should agree on details like who their buddy is.
What to include
Keep it to what helps colleagues work with the new person:
- Name and preferred name, plus pronouns if the new hire wants them included.
- Job title, team and manager.
- What they'll work on, in one concrete sentence.
- Relevant background, one or two lines.
- How to reach them and where they sit or which shift they're on.
- A specific ask of the team: who's their buddy, who they'll shadow, a lunch or meet-and-greet.
- One personal detail, only if the new hire chose it.
Ask the new hire before you send. A quick "here's what I'm planning to share, anything you'd change?" avoids awkward moments. Some people don't want their photo, previous employer, family details or hobbies shared with 2,000 colleagues, and they have good reasons.
Privacy and sensitive details
Keep personal information to what the employee agreed to share. Never include salary, age, home address, immigration status, medical information or anything from a background check. Avoid mentioning protected characteristics, even in a friendly way. In the EU and UK, a staff photo and personal details count as personal data under GDPR, so get clear agreement before including a photo in a company-wide email.
For senior hires, coordinate with communications or legal before the announcement if the hire may become public. Some leadership appointments at public companies need to be disclosed externally first.
High-volume and multi-site hiring
A contact center starting a 25-person class every month can't send 25 announcements. Send one class announcement to the site, listing names and teams, and let team leads introduce individuals when they join the floor after training. Company-wide, a weekly or monthly new-starter roundup is easier to read than a stream of single-hire emails, which people stop opening after the third one.
Pull names, titles, teams and start dates straight from your onboarding records so the announcement matches what payroll and IT have. Typos in a new hire's name in front of the whole site are an avoidable bad start. Sending from a shared email setup with distribution lists by site and team keeps announcements going to the right people.
When the new hire is a people manager, use a new manager announcement email instead, since their direct reports need more detail about what changes for them.
Mistakes to avoid
- Announcing before the start date is certain. If the person doesn't start, you'll need an awkward correction.
- Copy-pasting the resume. Two lines of background is plenty.
- No specific ask. "Please welcome them" rarely leads to anything. "Join us for coffee at 10 on Tuesday" does.
- Spelling the name wrong. Check it against HR records.
- Sharing details the employee didn't approve.
Frequently asked questions
How do you announce a new employee to the team?
The manager sends a short email the day before or the morning of their start: name, title, team, what they'll work on, a line of background, how to reach them and one specific way the team can help them settle in.
What should an introducing new employee email include?
Name, role, team, manager, start date, a short background, contact details, who their buddy is and an optional personal detail the new hire agreed to share.
Should I ask a new hire before announcing them?
Yes. Share the draft and let them correct their name, title and any personal details. Some people prefer not to have a photo or previous employer shared widely.
Who should send a new hire announcement?
The direct manager for team announcements, HR or a site leader for company or site-wide roundups, and the executive they report to for senior hires.
How do I announce a large group of new hires?
Send one class or monthly roundup listing names, roles and teams, rather than separate emails. Let team leads do individual introductions when new starters join their team.