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New Employee Introductions: Email Templates You Can Use Today

New colleagues say hello

“Hey, Team! Let me introduce you to . . . ” While new employee introductions may seem simple, the impact they can have makes them vital to the health and culture of your team.

First, you instill the feeling that your new colleague is valued from their very first day. Then, current staff members are kept up-to-date when new team members arrive, speeding up the introduction phase, and helping them integrate more socially, and with greater speed.

In this article, you’ll learn why new employee introductions are so important, and what you should include when you send them out. You should look at it as part of your overall onboarding process, which Personio can help optimize with an entire range of features (click here to learn more about that).

Pair the below templates with our complimentary onboarding checklist. Download it right now by clicking this link. 

Why Do New Employee Introductions Matter?

A new workplace, new tasks, and new colleagues: The first day of a new job can bring an absolute flurry of changes.

That’s why this phase of onboarding for HR is so important. New colleagues need to be integrated into the team, quickly, all while conveying a sense of belonging to keep spirits high.

Here are three reasons why new employee introduction emails are so crucial:

1. Employees Are More Satisfied and Motivated Right from the Start

A warm reception sets the stage for the rest of the onboarding process.

It signals to newcomers that, in your company, people treat each other with respect, show interest in one another, and are valued. This helps to increase employee motivation right from the beginning.

2. Social Integration Is Sped Up

Feeling accepted by your new colleagues is one of the most critical aspects of onboarding. So, being able to quickly integrate them into the team helps new employees establish an internal network right away.

From there, they can immediately feel a tangible sense of connection with their new colleagues. The more people feel accepted, the more productive they become. That’s because they feel more comfortable asking questions and are ready to perform at their best much more quickly.

3. They Enhance Your Corporate Image

A decisive advantage comes with the perfect start. Your employees will be even more pleased to have joined your company – and this will contribute to your reputation as a best-in-class employer.

In a best-case scenario, new employees will even share their positive experiences with their friends or post them to sites like Kununu or Glassdoor. This kind of positive feedback can be invaluable for your corporate image.

When Should a New Employee Introduction Be Done in Writing or in Person?

There are many different ways to handle new employee introductions. The general rule of thumb is that the closer the collaboration with colleagues, the more personal the introduction.

The first order of business is to introduce new employees to their own teams. For good reason, these should always be done in person and in as much depth as possible.

After all, these are the people the new employee will be working with most closely. This is a bond that needs to be nurtured from day one. This is also true for colleagues from other departments that will frequently interact with your new employee.

To a certain degree, a personal introduction to all of the other employees is also appropriate. This should include a tour of the company, where you show all new employees how to find their way around the offices and where you can quickly introduce them to the other teams.

In addition, if you have weekly company meetings, this might also be a good opportunity to introduce new employees. This allows you to establish initial contact between new and current staff members.

Productive Employees, From Day One

Onboarding_Checklist_TitleDo you have organizational chaos leading up to a new employee’s first day? Missing equipment? Haphazard files? Not anymore! Having a structured onboarding process helps you ensure that your employees can get off to a good start. This checklist can help.

What If New Employees Are Not At Company Meetings?

However, not all employees may be present at company meetings or at their desks when you give company tours. Usually, personal introductions happen so quickly that it isn’t possible to remember all of the many new faces.

This is where an organizational chart or an introduction email can help. Here are both options in greater detail:

  • If you opt for an organizational chart, you can create a visual image of your staff structure and make it available to every employee. This way, they can always check to see if there are newcomers. Organizational charts can be created in PowerPoint or in an HR software program (if you are already using one).
  • Another option is to use an introduction email. To be sure that all current employees are informed about new staff members, this should be emailed to the entire team. You’ll not only be introducing your new employees and providing information about them, but you’ll be sharing a warm welcome, too.

How Do You Start Writing A New Employee Introduction Email?

No one expects an introductory email to read like a novel.

On the contrary, the email should be short and personal while making all of the information visible at a glance. Using bullet points to highlight the most important information is completely fine when introducing new colleagues, too.

Here are the most important components, followed by our helpful sample templates:

Salutation

You can address the introduction email to both the new employees and the entire team. It depends on your preference: Do you want the letter to introduce new employees to their colleagues or speak directly to the new employees?

It doesn’t matter which option you choose, in both cases, you will be sending the email either to the entire team or to selected departments, and not just to an individual recipient.

Photo

By including a photo, you give the new name a face. This helps current staff to more quickly remember the new employee.

Name, Title, Department

This basic information will help your employees to understand where new colleagues fit into the company structure.

Previous Experience

Where have the new employees worked before? What positions have they held? Is it possible that we have worked with some of the same people?

This information helps current employees to view their new colleagues in a professional context.

Personal Information

Also include some personal aspects, such as hometown, hobbies, and favorite travel destinations. This helps your staff get to know their new colleagues on a more personal level, making it easier to start up a conversation.

Where will you get this information? This is an area where HR software can help. You can make the questions a task in the onboarding process and then incorporate the answers directly into the introduction email.

Contact Information

Conclude the introduction email by providing contact information for the new colleague. This way, the current staff gets all of the most important information in one single email.

Sender

Even though you, as HR Manager, are handling the process, the introduction email should come from the company CEO. This shows new employees that they are not only valued by their own team and the HR department, but also by top management. Another plus: More people are likely to read an email if it comes from the CEO.

Software To Ensure A Smooth Onboarding

Onboarding Software by Personio

Using Personio, you can seamlessly structure the entire onboarding process from start to finish. Our reminder feature and to-do lists help new employees get off to a rewarding start from their very first day.

Template 1: The Personal Approach

Dear Team,

Today, our new colleague, John Smith, is starting as an Account Executive with the Sales Team.

[photo]

A few fun facts about John:
Where are you from originally?
Berlin

What do you like to do in your spare time?
Hiking and listening to music

What kind of music is your favorite?
A huge variety of different things – and whatever’s playing on the radio

We are happy to have you here, John, and we hope you get off to a fantastic start!
James and the OurSampleCompany Team

Template 2: The Formal Approach

Dear Team,

Today, our new colleague, John Smith, is starting as an Account Executive with the Sales Team.

[photo]

John comes to us with many years of sales experience and will help us take some giant steps towards achieving our corporate goals.

We are delighted that he is joining our team, and we wish him a great start.

A warm welcome to you, John!
James and the OurSampleCompany Team

Template 3: The Direct Approach

Dear John,

Welcome to OurSampleCompany Inc.! We are very pleased that, as of today, you’ve become a member of our Sales Team.

We wish you all the best as you get started with us, and we look forward to working with you.

Kind regards
James and the OurSampleCompany Team

Using Templates for the Introduction Emails Is a Good Idea

Automated Processes Work Better

Even with templates, introduction emails can become a time-consuming task. Manually personalizing them and sending them out can take hours. But, with HR software, the effort can be reduced, because the entire process is automated.

At Personio, introduction emails are sent as a standard element of onboarding. All new employees are given a task to upload a photo of themselves to our tool.

In addition, our HR department comes up with five questions that new colleagues are invited to answer about themselves. Once both tasks have been completed, an introduction email will automatically be sent to all colleagues on behalf of our CEO.

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