In an ideal hiring world, you’d have stacks of quality candidates waiting in the wings to fill any new job opening that gets thrown your way. You wouldn’t need to fret over job postings, resume reviews, or how long it’s taking to get someone hired. Sounds dreamy, right?
However, the truth of the matter is that this document does more than just alert current employees that there’s a newbie in the company. It gives them critical information about how they can expect to work with this person, and it sets the tone for how they’ll treat this person.
Furthermore, it’s just one part of what should be a larger strategy to make the new addition to the company feel comfortable and valued. The first week can be nerve-wracking for even the most seasoned workers, so little tools like a well-written and welcoming introduction letter to new employee email can go a long way in getting new hires settled and making them feel good about their decision to become part of your company.
Before you put pen to paper, have a look at the introduction letter to new employee email sample below and make sure you have the following info to include:
• First and last name of new hire
• Official job title of new hire
• Name of person new hire will report to
• Department/team new hire will join
• Contact information of new hire
• Optional: new hire’s past work experience, education, interests, outside-of-work activities, etc.
Introduction Letter for a New Employee Email
Subject Line: Welcome Jill Denton to Mango!
Please give a big, warm welcome to Jill Denton, who joins the team this week as our first official Junior Administrative Assistant!
As the newest addition to our Executive Administrative department, she’ll report directly to Barbara Smits and will help support Mango’s top HR executives. That includes calendar management, appointment scheduling, and much more.
Jill, who’s currently finishing her Associate’s Degree in Nursing at Churchill College of Health Sciences, impressed everyone on the selection team with her past project management experience and her can-do attitude.
I’m also sure that many of you will be excited to have another avid cyclist join the company, as well as a self-professed amateur baker.
Please take some time out of your busy schedules over the course of the next week to personally introduce yourself and to give Jill a friendly Mango welcome. You can find her just outside of SVP of Human Resources Kellan Propel’s desk, toward the back of the third floor. You can also contact her at 919-919-9191 ext. 919 or via email at firstname.lastname@example.org.
Want to use this letter?
Once you’re happy with your introduction letter for a new employee email, don’t forget to ask for a headshot to go with your message. Including a picture makes it simple for fellow team members to recognize the new hire, and it’s also one more way you can give everyone an indication of this person’s personality.
Similarly, you may want to consider embedding links to the new hire’s online portfolio/LinkedIn profile (if they have one) or attaching any relevant past work that the new hire is particularly proud of.
Then, before you press ‘send,’ give your letter one more read-through to make sure it includes all necessary information and exudes a friendly, welcoming attitude.
Finally, get the your new hire’s stamp of approval. The last thing you want to do is alienate or embarrass an already nervous newbie because you quoted their past work experience incorrectly or got their alma mater wrong.
And last but not least, follow up your letter with a few more efforts to quickly integrate the employee into your culture and to make them feel like part of the team: take them out for lunch on that first day, buddy them up with a friendly someone who can show them the ropes, and make sure they have a solid training schedule that doesn’t leave them wondering about their role and responsibilities.