New Employee Introductions: What’s Important About the Introduction Email and What You Should Include in It

New colleagues say hello

“Hey, Team! May I introduce you to . . . ?” – A simple question with a big impact. This is because officially introducing new employees to the entire company creates a win-win situation: First, by sending out an introduction email to the team, you instill the feeling that the new colleague is valued right from their very first day. And secondly, current staff members are kept up-to-date when new team members arrive, speeding up the introduction and social integration process.

In this article, you’ll learn what is important about introduction emails and what you should include in them. We will also provide you with three templates you can use to help you put together new employee introduction emails as well as an onboarding checklist (download here).

In Personio, you can structure the entire onboarding process. The program’s reminder feature and to-do lists help new employees get off to a rewarding start in your company.

Feeling Valued Begins with the New Employee Introduction Email

A new workplace, new tasks, and new colleagues: The first day on the new job brings a lot of changes with it. This makes it all the more important during this phase of onboarding for HR to make sure that new colleagues are integrated into the team and to convey to them a sense of belonging. Here are three reasons why new employee introduction emails are important:

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.

Social Integration Is Sped Up

Feeling accepted by your new colleagues is one of the most critical aspects of onboarding. Being able to quickly integrate into the team helps new employees establish an internal network and feel a sense of connection with their new colleagues. The more quickly people feel accepted, the more quickly they will become productive. They feel more comfortable asking questions and are ready sooner to perform at their best.

They Enhance Your Corporate Image

If you can get things off to a perfect start when welcoming your new employees, you will have gained a decisive advantage: Your employees will be even more pleased to have joined the company – and this will contribute to your reputation as a good employer. In a best-case scenario, new employees will share their positive experiences with their friends or post them to sites like Kununu or Glassdoor.

Productive Employees Right from Day One

Organizational chaos leading up to the first day? Missing equipment? Not anymore! Having a structured onboarding process helps you ensure that your employees will immediately feel comfortable and can get off to a good start. Our checklist will help you.

Download our free onboarding checklist here

New Employees Introductions: When Should This Be Done in Person and When in Writing?

There are many different ways to welcome and introduce new employees. The rule of thumb is: The closer the collaboration with the colleagues, the more personal the introduction should be.

The first order of business is to introduce new employees to their own teams – this should always be done in person and in as much depth as possible. These are the people with whom the new employee will be working most closely, so this is a bond that needs to be nurtured from the start. This is also true for colleagues from other departments with whom the new employee will frequently interact.

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

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:

  • 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 the new staff members, this should be emailed to the entire team. You’ll not only be introducing your new employees and providing the most important information about them, but, at the same time, you’ll be giving them a warm welcome..

What are the most important things to remember? You can download the complete onboarding checklist here.

What are the Building Blocks of an Introduction Email?

No one expects an introduction email to read like a novel – on the contrary, the text should be short and personal and make all of the information visible at a glance. Using bullet points to set off the most important information is completely fine when introducing new colleagues. Here are the most important components, followed by 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 who the new employees are.

Name, title, and 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 colleague 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.

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 favourite?
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.

Get to know Personio’s onboarding feature

Optimize Your Company’s Onboarding Process with our Checklist

By sending new employees an introduction email, you will have already set the tone for successful onboarding. Is this also reflected in your overall onboarding process? Download our onboarding checklist – and never miss another important step in helping new employees become a part of your team.

Download our free onboarding checklist here