7 Email Templates You Need When You Start a New Job
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It’s your first week on the job, and age-old wisdom tells you that it’s important to make a splash and hit the ground running.
But uhhh… how? What the heck are you supposed to say in order to impress these people who are all still strangers to you?
Start by sending a few of these emails during your first week on the job. (Use your best judgment, of course—there’s no need to clog up people’s inboxes unnecessarily!) You’ll notice an email to your new manager is missing—that’s because it’s best to email your new boss before you start.
Read More: 40 Templates to Help You Handle Your Toughest Work Emails
How to write an introduction email at a new job
We’ve got some templates for you to use below, but if you want to write your own email or you’ve got a circumstance that’s not covered, here are a few general steps to follow when writing an intro email at your new job.
- Make your purpose clear in your subject line: Your new colleagues probably get too many emails in a day to promptly open each one—especially if they don’t know you by name yet. So catch their attention by including your intention (“a hello” or “an introduction” perhaps) and your new title or purpose as it relates to them. For example, you might say, “A quick hello from your new ZZZ Co. account manager!”). No need to include your name—that’ll automatically show up in their inbox next to the subject line.
- Introduce yourself: This tip might sound like it could end with “Duh!” but how you introduce yourself matters. At the top of your email, say who you are to your reader. For example, hypothetical Jake might use variations like, “I’m Jake, the new assistant marketing analyst,” “I’m Jake, and I’ll be working under Rochelle,” and “I’m Jake Parker, the newest member of the Pepper Co. marketing team,” depending on who they’re emailing.
- Match the tone of the company: If you’ve gotten through the application and hiring process, you probably have an idea of what kind of vibe the company and its employees give off in their communications. Is it a “Hey Lupe, I’m Sid!” kind of place? Or is it a “Hello Ms. Alverez, I’m Sidney Mitchell” type of environment? Whatever the answer, mimic that tone in your email.
- Be enthusiastic: Show that you’re eager to get started.
- State your reason for emailing: You might just be emailing to introduce yourself, but if you’ve got another purpose, make sure it’s clear. For example, if you’d like to set up a meeting to get up to speed on a certain project, state that explicitly, don’t just hope that the other person reads your mind.
- Respond to any replies: You might be overwhelmed by your new job duties, but try to take the time to respond to any answers you get. Start building those new work relationships right off the bat.
1. The best email template for a team member you’ll be working closely with
Maybe this colleague reports directly to your same manager, and you know you’ll be working side-by-side on a number of different projects. But often there’s virtually no time to get to know each other during the hustle and bustle of the workday. Instead, you can forge a connection with a casual invite to coffee or lunch.
I know that we’ve already [been briefly introduced/chatted a bit during my interview], but I just wanted to send you a quick note to say that I’m really looking forward to working with you here!
I’d love to find a time when we can grab lunch or a quick coffee to chat and get to know each other a little better.
Does [day] at [time] work for you?
2. The best email template for a department you’ll be collaborating with
Aside from your immediate team members, if you know you’ll also be working cross-functionally with a different department on a pretty regular basis, it never hurts to reach out and introduce yourself. That way you won’t be that awkward stranger lingering in the room when your first meeting rolls around.
Hi [department] team,
Hope you’re all having a great day!
I’m [Your Name] and I’m the new [job title] here. Since I know we’ll be working together on quite a few different projects, I wanted to reach out and briefly introduce myself.
I’m super excited to work with you all and am looking forward to meeting you personally during our upcoming check-in on [date].
See you soon,
3. The best email template for new clients or points of contact
No matter how conscientious the employee who came before you was, you’re likely still going to have to jump in on some unfinished projects with other departments. Or maybe you need to introduce yourself to the pre-existing clients you’ll be handling from this point on.
I hope your week is going well!
My name is [Your Name], and I’m the new [job title] here at [Company Name].
I’ll be taking over as your new point of contact for [task or project] moving forward. So please don’t hesitate to reach out with anything you need, I’m happy to help! Once I’m up and running, I’ll be back in touch so I can make sure we’re meeting all our current goals.
All the best,
4. The best email template for the person who used to have your position
Of course, if your predecessor moved on to a totally different company, there’s no point in getting in touch. But if that employee is still around and was promoted or moved to a different department? It can be helpful to strike up a bond—especially if you have any questions or challenges as you get acclimated to your new role.
My name is [Your Name], and as I’m sure you know, I’m the new [job title] here.
I’ve heard from so many people how successful you were in this role, so I knew I had to introduce myself.
I’m really looking forward to getting up to speed in this new position—I know I have some big shoes to fill! If you have any quick tips for success in this role, don’t hold back :).
Happy to be part of the team,
5. The best email template for someone who started the same day as you
Plenty of companies arrange casual “get to know you” activities for new hires who are starting on the same day. But if your new employer doesn’t do that? It’s not a bad idea to reach out to your fellow newbie—after all, they can truly sympathize with your new job jitters!
My name is [Your Name] and I’m getting started as a [job title] here. I hear it’s your first day too, so I thought I’d reach out and make an introduction.
Let me know if you ever need someone to help you wander around aimlessly until you find the break room (yes, this is me admitting that I already got lost…twice!).
Wishing you all the best as you get up to speed!
6. The best email template for the whole company
If you work for the type of company that makes an office-wide announcement via email on your first day, this is your opportunity to respond to that message and make an awesome first impression.
Thanks so much for the warm welcome! I’m so looking forward to working with all of you and getting to know everyone a little bit better.
7. The best email template for people in your network
OK, so this one isn’t quite introducing yourself, but it is introducing your new role to the people you already know. Of course, in most cases, a post on LinkedIn will take care of announcing your job change to your network. But if there are contacts from your past job—whether it’s vendors, freelancers, press contacts, or someone else—that you’re hoping to continue working with in your new role, it never hurts to update them personally!
I hope you’re having a great week!
I’m reaching out from my new email address. I’m no longer with [Previous Company Name] and have accepted a new opportunity here at [New Company Name] as a [position title].
I really enjoy collaborating with you, so I’m hopeful that we’ll find some ways to continue working together in my new role.
If you need anything, please don’t hesitate to reach out.
I know that starting a new job can be nerve-racking—and it becomes even more anxiety-inducing when you’re constantly reminded how important it is that you start with a bang.
Fortunately, it doesn’t need to be as complicated as it sounds. Send a few of these emails to the people you’ll be working with, and you’re sure to kick things off on the right foot.
Regina Borsellino contributed writing, reporting, and/or advice to this article.