New employee announcement email templates: team, company-wide, remote and client-facing versions

A new employee announcement email tells colleagues who is joining, in what role, when they start, who they report to, and what to do to help them settle in. Send a short team note a few days before the start date and a wider announcement on day one, after asking the new hire what they are happy to share. Leave out pay, personal contact details, age, family details and anything about health or accommodations; under the ADA, medical information is kept as a "confidential medical record" (29 CFR 1630.14(c)(1)). In Colorado, a team announcement can also serve as the legally required post-selection notice if it contains the right items (as of October 2026).

Below are six versions, the two-minute check to send the new hire first, what to leave out, and the Colorado rule. The email that confirms the offer to the candidate is in our job offer email templates; the manager's preparation for day one is the new hire onboarding checklist.

What should a new employee announcement include?

• Name, as they want to be called, and pronouns if they offered them.
• Role, team and manager.
• Start date and, for hybrid teams, where they will be on day one.
• What they will work on, in one or two sentences anyone in the company understands.
• Professional background, briefly: one or two previous roles or areas of expertise.
• One personal detail, only if they chose it.
• The ask: who their buddy is, when the welcome call is, what colleagues should do.

When should it go out, and who sends it?

Never announce before the offer is accepted in writing and the person has resigned from their current job. An announcement that reaches their current employer first can cost them the job they are leaving and you the hire.

Ask the new hire first

Subject: A quick welcome note to the team: anything you'd like included?

Hi [First name],

I'd like to introduce you to the team before [start date]. Here's what
I plan to say:

  [Name] joins as [Role] on [date], working on [one line].
  Before [Company], [he/she/they] [previous role or area].

Is that right, and how would you like your name to appear? If you'd
like, send one thing you're happy for people to know (a hobby, where
you're based, what you're looking forward to), and a photo if you want
one included. Both optional.

[Manager name]

Six new employee announcement templates

1. Manager to the immediate team, before day one

Subject: [Name] joins the team on [day, date]

Hi team,

[Name] starts on [day, date] as [Role]. [He/She/They] will be working
on [one or two lines], and will sit with [person/pod] at first.

[Name] comes from [previous role or company], where [one line on
relevant experience]. [Optional personal line they chose.]

To help [Name] land well:
- [Buddy name] is [Name]'s buddy for the first [two] weeks.
- Welcome lunch / call: [day, time, place or link].
- If you own one of [Name]'s first-week sessions, it's on the calendar;
  please check it.

[Manager name]

2. Company-wide or department-wide, day one

Subject: Welcome [Name], our new [Role]

Hi all,

Please welcome [Name], who joined [team] today as [Role], reporting to
[Manager]. [Name] will [what they do, in plain words].

Before joining us, [Name] [one or two lines of background].
[Optional personal line.]

Say hello on [channel] or in person at [location].

[Sender]

3. Remote or distributed team

Subject: Meet [Name], joining [team] from [city or region] on [date]

Hi everyone,

[Name] joins us on [date] as [Role], working from [city or region]
([time zone]). [His/Her/Their] working hours will overlap with
[team/region] from [time] to [time] [time zone].

[Name] will be working on [one line]. Before this, [background].

Welcome call: [date, time with time zone, link]. Cameras optional.
Please add [Name] to [channels or meetings] if you own one.
[Buddy name] is [Name]'s first-week buddy.

[Manager name]

For the rest of a remote start, see the onboarding plan for remote employees.

4. Client-facing role, to clients

Subject: Introducing [Name], your new [account manager / contact]

Hi [Client name],

I'm pleased to introduce [Name], who joined [Company] as [Role] and
will be your [day-to-day contact / support lead] from [date].
[Name] brings [one line of relevant experience].

For the next [two weeks], I'll stay on our calls while [Name] gets to
know your account. After that, [Name] is your first point of contact at
[email] and [phone]; I'm still here for [what you keep].

[Account owner name]

5. Internal move or promotion

Subject: [Name] is our new [Role]

Hi team,

I'm pleased to share that [Name] has been appointed [new title],
moving from [former title], effective [date]. [Name] will [one line
on the new scope].

Anyone interested in similar opportunities in the future can speak to
[person or department] or see [internal jobs page].

[Sender]

The last line is not decoration: in Colorado it is one of the required items (see below). The letter that confirms the move itself is our internal promotion offer letter template.

6. Leadership hire

Subject: [Name] joins as [Title]

Hi all,

I'm delighted to announce that [Name] will join [Company] as [Title]
on [date], reporting to me. [Name] will lead [scope], including
[teams].

[Two or three lines: relevant experience and why this role matters
now.]

[Name]'s first weeks will be spent meeting [teams]; expect an invitation
from [assistant/coordinator]. [Interim lead] continues to lead [area]
until [date], and will work with [Name] on the handover.

[CEO or executive sponsor]

What personal details should you leave out?

Colorado: when the announcement is also a legal notice

Colorado's Equal Pay for Equal Work Act requires a post-selection notice after a candidate is hired for a covered job opportunity. According to the state labor department's INFO #9A (last updated May 29, 2024), citing C.R.S. 8-5-201(3), the notice goes to the employees the selected candidate will "work with regularly", within 30 days of the hire, and contains:

1. the name of the selected candidate;
2. their former job title, if they were already an employee;
3. their new job title; and
4. how employees can show interest in similar future opportunities, including whom to contact.

If the employee says in writing that disclosing their name or former title would put their health or safety at risk, the employer must leave those out but still send a notice that the job is filled. Template 5 above contains all four items. Details and the posting rules are on our Colorado pay transparency page. As of October 2026; this is general information, not legal advice.

A filled example

Subject: Priya joins the team on Monday, November 2

Hi team,

Priya Raman starts on Monday as Senior Data Analyst. She'll be working
on the renewal forecast with Marco's pod for her first month.

Priya comes from a logistics company, where she built their pricing
dashboards. She asked me to mention she's training for her first
half marathon, so running route tips are welcome.

- Jordan is Priya's buddy for the first two weeks.
- Welcome lunch: Tuesday, 12:30, third-floor kitchen.
- If you own one of Priya's first-week sessions, it's on the calendar.

Dana

Common mistakes