A Collection of 3 Professional and Engaging Email Templates for Introducing New Employees

Get your hands on the most professional and engaging new employee introduction email templates right in this article. 1Office has compiled new employee introduction email templates in both Vietnamese and English, applicable to all positions within a company. Find out now! 

I. How to Write the Most Professional New Employee Introduction Email

Standard Structure of a New Employee Introduction Email

When writing a new employee introduction email, HR needs to ensure the email includes the following sections in order: 

• Email Subject Line: Briefly state the purpose of the email, including the employee’s Name – Job Title – Company Name.
• Greeting to the New Employee: Depending on the new employee’s age and title, the sender will choose a friendly or formal greeting.
• Introduction of the Sender: Full name and specific job title so the new employee can easily identify the sender. Typically, the person sending the new employee introduction email is from the HR department.
• Welcoming the New Employee: A welcome message that shows warmth and friendliness from the company representative sending the email. This content aims to engage and leave a great first impression on the new employee.
• Essential Information for the Onboarding Process: The new employee introduction email should reiterate essential information for the onboarding process, including:

1. 1. Work schedule and location
   2. Information about the direct supervisor/mentor
   3. Contact person for HR procedures
   4. Personal documents required by the company

• Email Closing: This section includes: A thank you and well wishes for the new employee, the sender’s signature, and contact information.

>>See more: Building a Standard and Professional New Employee Onboarding Process

The Best New Employee Introduction Email Template for 2023

>> Read more: 8 concerns employees have when starting a new job that managers need to know

II. 3 Professional and Engaging New Employee Introduction Email Templates

Below are 3 highly detailed new employee introduction email templates in both Vietnamese and English. Read on to learn how to write a new employee introduction email!

1. New Employee Introduction Email Template in Vietnamese

Welcome Nguyen Van An – Digital Marketing Specialist to AFC Joint Stock Company

Hello Nguyen Van An,

Welcome to the AFC family! We are very happy to have you.

I am Le Kim Anh – Head of Human Resources at AFC Joint Stock Company.

On behalf of the company, we are delighted to welcome you to AFC Joint Stock Company as a Digital Marketing Specialist in the Marketing department.

We highly appreciate your skills and enthusiasm for the company and this position. We hope that during your time here, we will grow and succeed together.

Here is some information for your first day of work:

– Start date is 8:00 AM, Monday, July 10, 2023.

– Address: 3rd Floor, G2 Tower, Five Star Building, No. 2 Kim Giang St., Kim Giang, Thanh Xuan, Hanoi

– Direct supervisor: Tran Duc Anh – Marketing Team Leader – Tel: 0987.009.123

– HR procedure support: Nguyen Thi Nguyet – HR Specialist – Tel: 0324.801.333

– Please wear business casual attire and bring your personal laptop.

– Upon arrival, please park in the G1 basement or at the 1st-floor office lobby.

Additionally, you will have time to sign the employment contract, so please bring the following personal documents:

+ Curriculum vitae certified by local authorities (not older than 06 months);

+ Notarized copy of your ID card and family register (not older than 06 months);

+ Health certificate issued within the last 12 months;

+ Photocopy of your birth certificate;

+ Photocopies of relevant degrees and certificates;

+ Copy of your social insurance book (If you have not yet received the book from your previous employer, please provide your social insurance number).

During the onboarding process, if you need any assistance, you can contact the communications manager or me. The company is committed to creating the most favorable conditions for all employees.

Once again, congratulations to An on becoming a member of the great AFC family. We believe that…

See you on your first

[New Employee Introduction] Welcome Customer Care Specialist – Nguyen Van An

Dear Mr. Nguyen Duc Quy – Director of Mai Viet Co., Ltd.

I am Le Kim Anh – Head of Sales at AFC Joint Stock Company. With the desire to provide the best experience for our valued customers when using AFC’s products, on behalf of the company, I would like to introduce to you our Customer Care Specialist – Nguyen Van An, who will be accompanying and supporting you in the near future.

Nguyen Van An is a Customer Care Specialist with over 2 years of experience in customer care within the software industry. Mr. Nguyen Van An holds all the relevant certificates and qualifications for his position, such as: (ABC certificate, HK certificate, LPO certificate, etc.)

On behalf of AFC, I would like to provide you with Nguyen Van An’s contact information for your convenience during our collaboration:

Full name: Nguyen Van An

Position: Customer Care Specialist

Job/Support responsibilities:

Guiding on the use of AFC’s products

Answering customer inquiries

Phone: 0978.000.999

Email: nguyenvanan90@gmail.com

During our collaboration, if you encounter any difficulties, you can contact me directly at 0967.003.567. We always strive to provide you with the best experience.

I believe that Mr. Nguyen Van An will provide you with the best support while you use AFC’s products.

Once again, on behalf of AFC, thank you for your continued trust and partnership. We hope that the collaboration between you and specialist Nguyen Van An will be successful.

Sincerely,

Anh

Head of Human Resources

AFC Joint Stock Company

3rd Floor, G2 Tower, Five Star Building, No. 2 Kim Giang St., Kim Giang, Thanh Xuan, Hanoi

Hotline: 1900.1588

III. Why You Should Write an Email to Introduce a New Employee

Writing an email to introduce a new employee is a necessary step that every business should take when a new staff member joins. The benefits of writing a new employee introduction email include:

• Announcing the addition of a new staff member to the company or a specific department. This ensures that other departments and employees are aware of the new hire.
• Making it easier to connect with the new employee.
• Creating a positive environment for the new employee to get acquainted and integrate into the company.
• Demonstrating professionalism in the company’s onboarding process.
• Making a good impression on the new employee.

>> See more: Employee Engagement in Business: The Role and Methods for Effective Staff Connection

IV. Key Considerations for HR When Writing a New Employee Introduction Email

Besides understanding the structure of a new employee introduction email, HR should also note the following key points:

• Language used in the email: Depending on the audience and the new employee’s position, the email writer should use different types of language. For older employees and those in senior positions, formal language should be used. For younger employees and those at the staff level or below, a more friendly tone can be used. However, all emails must convey respect and politeness.
• Email content: The email content must accurately and sufficiently convey the intended message. Typically, new employee introduction emails include information such as: making a good impression, sender’s details, start date and work location, who their main point of contact and mentor will be, a reminder to prepare necessary documents and records, etc.
• Sender’s email address: Use a professional email address that represents the company. For example, if your company is named Hoa Phat, the HR department’s email address could be hr.hoaphat@gmail.com
• Proofread the email before sending: Check the wording, phrasing, spelling errors, the message being conveyed, and the recipient’s information.
• Formatting: Present the content in a clear and organized way so the reader can easily grasp the main points. You can use capitalization, italics, or bold text to highlight key information in the email.

This article has shared how to write a new employee introduction email as well as the most professional templates. We hope you found this content helpful. Wishing you success!