New Employee Introduction Letter

Welcome a New Employee With an Introduction Letter

 Image by Kelly Miller. © The Balance 2018

This sample new employee introduction letter welcomes your new staff member and introduces the new employee to their coworkers. A nice touch for the employee is to schedule an informal time, with food and drinks, for coworkers to greet their new teammate. The new employee will feel as if the team has embraced their arrival.

This sample new employee introduction letter is part of the general actions that you would take to welcome any new exempt employee to your company. You would use a similar welcome letter for a nonexempt employee, but you might want to talk with your employment law attorney before asking all of this from a nonexempt employee off the clock. However, you will still want to, of course, stay in touch.

How to Make a New Employee Feel Welcome

In addition to the new employee welcome letter, these activities can make the new employee feel welcome.

Stay in Contact

Stay in touch with the new employee between the time they accept your job offer and the first day they are expected at work. This cements the fact that you are happy to have the employee onboard and it discourages the new employee from continuing to job search—after all, the new employee has lots of leads still out there from their recent job search.

Send Information in Advance of the Start Date

Send your employee handbook, benefits information, and the contents of your new employee orientation to the new employee in advance of starting. That way they can read everything in advance and concentrate on the meat of the onboarding meetings once started. The time during onboarding then allows the new employee to ask questions and participate in the discussion rather than reading through endless documents.

Provide Early Access to Systems

Consider giving the new employee access to your employee intranet or wiki, your online handbook, and email in advance of starting so that they can understand your company and culture more quickly. You can use the email to stay in touch during the weeks before the employee starts.

This also allows the new person to more quickly integrate into their new workplace setting which is a good thing. You want the new person to feel immediately as if they are productive and contributing. (This is one of the first steps in helping retain the new employee.)

Provide Early Access to Products

Provide access in advance to your products so that the new employee can become familiar with your work, but this is only necessary if your website is not completely informative. In the case of large manufacturing, you'll want to share websites, pictures, and catalogs. In the case of technology, you'll want to provide links to where your new employee can download and practice using your products.

How to Send a New Employee Introduction Letter

Send this welcoming employee introduction letter by email and post it in any department where employees have no regular email access. You may also want to include a picture of the new employee and a map with the new employee's work location pointed out on it.

This employee introduction is an integral component of your new employee welcome process.

Employee Introduction Letter Sample

This is an employee introduction letter example. Download the new employee introduction letter template (compatible with Google Docs and Word Online) or see below for more examples.

Screenshot of a new employee introduction letter template
©TheBalance 2018

Employee Introduction Letter

Dear Staff:

I’d like to introduce you to our newest employee. Mike Martin has accepted our offer of employment as a marketing manager. His first day is March 1. Please join us at 4 p.m. in the main conference room for appetizers and drinks to meet Mike and welcome him to the company on his first day.

Mike has 15 years of experience in increasingly responsible roles within marketing at several companies. In his most recent position, Mike managed marketing for (Company Name). His experience is enhanced by his Bachelor’s degree in Business with a Marketing major. He is currently working on his MBA in his spare time.

As Marketing Manager, Mike is responsible for the overall leadership of the marketing department and the marketing staff. He reports to (Name and Title of Manager). Specifically, Mike will lead our efforts in these areas:

  • Researching and evaluating new product opportunities, demand for potential products, and customer needs and insights.
  • Overall marketing strategy and execution of plans for the existing products.
  • Working with product development teams to manage new product development.
  • Managing launch campaigns for new products.
  • Managing distribution channels for products.
  • Ensuring effective, branded marketing communications including the company website, print communication, and advertising.
  • Managing the incorporation of social media channels including Facebook, Twitter, Google+, Instagram, Snapchat, LinkedIn, and Pinterest into our brand marketing.
  • Managing and providing leadership and overall strategic direction for our media and marketing staff and external PR agencies.
  • Measurement and analysis of the effectiveness of all marketing efforts.

Mike will work closely with the product development teams. His office is (Location).

Thanks for joining me in welcoming Mike to the team.


Name of Department Manager/Boss

Welcoming a new employee isn't difficult. It takes just a few minutes of your time to highlight the new employee's experience and competence to your other employees. Emphasize the fact that your recruiting team found a winner.

The investment in the welcome letter will bring you great returns in employee satisfaction and employee retention.