Summary : #1. Why is it important to introduce a new employee by e-mail? #2. The essential elements of a successful presentation email #3. Email title #4. Mail content #5. Tone and style #6. Mistakes to avoid in a presentation email #7. Do not mention expectations or objectives #8. Adopting an impersonal style #9. A few more tips for a successful presentation e-mail
When it comes to onboarding, a well-written introductory e-mail can make all the difference in integrating a new employee into the team.
In fact, this simple missive sent right from the start can help establish good communication between the new employee and other employees.
However, it can be difficult to find the right words to write a welcome message that will create a climate conducive to the rapid integration of the new employee.
How can you overcome this obstacle and make your onboarding a success?
In this article, discover the keys to writing an effective introductory e-mail to facilitate the integration of a new employee into the team.
Why is it important to introduce a new employee by e-mail?
When a new employee joins a company, it’s the employer’s responsibility to facilitate his or her integration through an excellentonboarding.The aim of this process is to ensure that the recruit feels at ease and understands his or her new responsibilities within the team.
One of the typical components of onboarding is to give the new employee a warm welcome and clarify his or her role in relation to other employees.
To achieve this, many organizations rely on an e-mail introducing the new employee.
This mail is intended to be sent to the whole team to introduce a new employee with important information about him or her, such as :
- The new employee’s identity details ;
- The background and profile of the new employee ;
- The recruit’s responsibilities within the team.
Once this is done, team members can prepare to welcome the new recruit in a warm and friendly atmosphere.
In addition, if employees have been notified of the arrival of a new recruit, a welcome e-mail is an excellent idea.
In fact, this mail can reduce the anxiety they may feel when faced with uncertainty about the new employee’s profile and the reasons for recruiting him or her.
It also helps avoid misunderstandings and potential conflicts that can arise when roles and responsibilities are not clearly communicated.
As a result, the new employee introduction email is a valuable tool for facilitating the rapid integration of the new recruit without compromising the team’s operational efficiency.
The essential elements of a successful presentation email
To achieve its objectives, the e-mail introducing a new employee to the team must include certain essential elements.
Email title
The title is one of the key components of your e-mail.
It’s the first element of the new employee’s introduction e-mail that will catch the attention of team members.
And as with any first impression, a well-written headline will be decisive in facilitating theintegration of a new employee.
Plus précisément, sans un bon titre, il y a des chances que les membres de l’équipe ne prêtent pas attention au mail et que l’objectif visé ne soit pas atteint.
Also, the title of the e-mail must be sufficiently catchy.
In other words, it must incorporate elements that grab the reader’s attention and lead him or her to become interested in the information being shared.
To do this, one trick you could use is to create an emotional link in a simple short object.
In plain English, this means appealing to feelings and emotions such as :
- Curiosity;
- Anticipation;
- Enthusiasm;
- Emergency;
- Pride;
- Team spirit.
This creates a deep connection that can make the message more interesting to the reader.
Alternatively, you can opt for a simpler headline that communicates key information directly to team members.
Indeed, titles that are essentially informative for a welcome message are particularly effective in ensuring that employees don’t miss the mail.
For example, a subject line such as “Welcome [Nom] to our team!
“or “Introducing our new team member, [Nom] “, team members will immediately understand what we’re talking about.
They may then try to find out more by reading the contents of the e-mail.
In this way, a well-written headline can give an e-mail the effectiveness that makes it one of the world’s most effective marketing tools. onboarding solutions most popular with managers.
Mail content
The content of an e-mail introducing a new member of staff to your organization is the main part of the message, where you give details of the member of staff and his/her responsibilities.
This part, which follows the title of the e-mail, starts with a short introduction.
In this introduction, the manager is required to greet the team and announce the arrival of the new employee in clear, succinct terms.
However, it is essential to make the new recruit feel welcome and appreciated.
For example, you could write: “We’re delighted to announce that [Nom de la recrue] has joined our team”.
The next step is to introduce the new recruit.
In concrete terms, this involves providing basic information about the new recruit’s identity and position.
At this stage, it may be useful to include personal information about the new employee in the introductory e-mail.
This helps to make the presentation more human, and makes it easier later on to create connections with other employees.Ideally, the new employee’s presentation should be supplemented by information on his or her qualifications, background or previous experience.In this way, team members can get a clearer idea of the recruit’s profile and what he or she can bring to the company.Nevertheless, this section of the new employee’s introduction e-mail can also be used to underline the culture of an organization committed to recruit without discrimination.
Finally, the body of the introduction e-mail should include information on the new employee’s responsibilities within the team.
In other words, clearly communicate the tasks he or she will have to perform.
Likewise, it may be useful to specify the colleagues with whom he or she will have to collaborate as a matter of priority.
This information is crucial, as it plays a central role in the clarification stage of the onboarding process.
From now on, team members will have a clear idea of how they are expected to interact with the new employee, and what their responsibilities are to facilitate rapid integration.
As an accessory, the manager can choose to close the body of the e-mail introducing the new employee with a warm welcome and the new recruit’s contact details.
Tone and style
The tone and writing style of the new employee’s introductory e-mail must be carefully adapted to suit the company’s culture.
In other words, they must reflect the values, standards and behaviors that are encouraged in the organization.
For example, for a company that values creativity and emphasizes a relaxed work environment, a cheerful, cordial tone will probably be more appropriate.
On the other hand, for a company that values professionalism, a more formal tone would be more appropriate.
However, regardless of the tone adopted, the content of the e-mail must be sufficiently positive and welcoming to encourage interaction and offer a sense of security. candidate experience to the new recruit.
Mistakes to avoid in a presentation email
If you want to write a high-quality introduction to a new colleague, you need to be careful not to make any mistakes.
Do not mention expectations or objectives
Although the recommended writing structure for the introductory e-mail does not tacitly emphasize this need, it is important to specify the objectives or projects for which the new employee has been recruited.
In fact, information about what’s expected of the new recruit should be mentioned alongside information about his or her role and responsibilities.
This information is used to justify the recruitment process with team members and show how the new employee can help achieve the organization’s objectives.
It also ensures that everyone is on the same wavelength when it comes to the new recruit’s objectives and tasks within the team.
This will enable them to collaborate more effectively with others.
It will also be much easier for them to integrate seamlessly into ongoing team projects.
Finally, clearly defined expectations can serve as a basis for assessing the new recruit’s progress and performance.
This way, in the event of under-performance, the manager can identify the key points to be improved to ensure the new employee’s progress.
Adopting an impersonal style
When writing an introductory e-mail for a new employee, it can be tempting to adopt an overly impersonal style in order to remain professional.
However, this is a mistake not to be made, as an overly impersonal style of writing in the new employee’s introductory e-mail can have the opposite effect to that intended.
Indeed, as we’ve already emphasized, it’s essential to establish a human connection with employees to generate commitment and get them to support the new recruit’s efforts to integrate into the team.
However, an excessively impersonal introductory e-mail can disconnect employees from the new recruit.
They may feel unconcerned and indifferent to the new recruit’s welcome.
As a result, despite sending an introductory e-mail, the new employee may feel less welcome and have difficulty integrating.
A few more tips for a successful presentation e-mail
In some cases, it may be useful to adapt the introduction e-mail to the new employee according to the team’s composition and needs.
More specifically, the idea is to share more relevant information about the new recruit according to his/her role and skills.
For example, a sales team might be more interested in the recruit’s interpersonal skills.
Next, the new employee’s introductory e-mail could specify whether events are planned to facilitate the recruit’s integration.
Indeed, it’s customary to organize an informal moment to welcome and integrate a new recruit.
Whether it’s a team breakfast or a welcome meeting, these events enable the new employee to meet his or her colleagues in a relaxed setting more conducive to bonding.
To keep team members informed and invite them to take part, we recommend announcing this in the new employee’s introductory e-mail.