How to write an introduction email to new team members

By Indeed Editorial Team

Updated 31 August 2022 | Published 7 December 2021

Updated 31 August 2022

Published 7 December 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

When you start at a new job, it's important to make a good first impression with your coworkers. You can do this by writing an introduction email to new team members introducing yourself and your role. Introducing yourself by email is a convenient way to say hello to all of your new colleagues without having to spend time greeting them all individually when you're busy with the onboarding process. In this article, we explore why it's important to introduce yourself in a new job and how to write an email introducing yourself to your new colleagues.

Why is it important to write an introduction email to new team members?

It's important to write an introduction email to new team members to show your enthusiasm to get to know your new colleagues and demonstrate your willingness to become part of the team. You can use an introductory email to tell your new coworkers a little about your background and your personality, including a few details about your new role at the company and your interests outside of work. An email like this is a good start to building strong relationships in your new role and offers coworkers an icebreaker if they want to say hello to you.

Related: A complete guide to starting a new job successfully

How to write an introduction email to your new team

If you write an email introducing yourself to your coworkers in a new position, follow the steps below. Writing a friendly and effective professional introduction helps to create a solid foundation for positive working relationships well into the future. The steps include:

1. Start with a friendly and clear subject line

It's likely that your colleagues receive hundreds of emails every week, so it's important to start your email with a subject line that's clear and open. Otherwise, especially since some of your coworkers might not recognise your email address, some colleagues might ignore your mail or assume it's spam.

Subject line examples:

  • A quick note to say hi from the new [job title]

  • Hello from [name], the new [job title]

Related: How to introduce yourself in an email (with examples)

2. Choose an appropriate tone

The tone of your introduction email to new team members depends on the culture of the company you're working for. Some companies, such as startups, might have a relaxed workforce culture, and this means that your email can carry a more casual tone. If your new company has a more formal atmosphere, it's probably better to keep a formal tone in your introductory email. Regardless of the culture of your new company, aim to be professional and polite.

Related: What is workplace culture, and what are its characteristics?

3. Explain why you're emailing

Start your email with a brief explanation of why you're writing. Explain that you've just started working for the company and that you're looking forward to getting to know your new colleagues over the coming weeks. You could include a brief message about why you're happy to be working for your new company before you explain more about yourself and what you do.

4. Describe your professional background and role

The primary purpose of your introduction email is to introduce yourself and make it easier for colleagues to work with you in person over the coming weeks and months. Remember that some of your new coworkers may not have even realised your new company was hiring a new employee, so it's important to write your introduction on the assumption that nobody knows who you are. Tell your new coworkers a little bit about your new role at the company, including what you're going to be doing and who you're working with, and briefly explain your professional background and recent previous roles.

5. Add a little bit of personality

While your email is professional, it can also show off a little bit of your personality. You can do this by including a single line about your interests outside of work or a small fact about yourself. Be careful not to include too much detail about yourself, as this is unnecessary and may come across as unprofessional, but a small personal flair helps to make your colleagues feel that they already know a little bit about who you are as a person and as a professional.

Related: Forming Relationships With Work Colleagues

6. Follow up on any replies

If your colleagues respond to your email, whether it's just to say hello or something more specific, it's important to follow these emails up with a suitable response. Even just a simple email thanking your colleagues for their reply and stating that you look forward to working with them can help you to make strong connections with your new coworkers. A brief email conversation can also serve as a good starting point when you first meet and talk in person.

Other ways to introduce yourself at work

Along with sending out an email to all of your colleagues, you can take steps to meet with at least some of your new coworkers face-to-face during your first week at work. It's important to try and meet the colleagues you're working with most closely in person where possible so that they feel comfortable around you by the time you work together on projects. Other ways to introduce yourself include:

Introduce yourself during onboarding

During the onboarding process, you're likely to meet quite a few of your new colleagues. The person conducting your orientation might introduce you to them quickly, but you can also take the time to introduce yourself to them personally and spend a few minutes talking to each of them when it's appropriate. This small gesture can help you to show your colleagues your intentions to become part of the team from your very first day on the job.

Related: 13 helpful tips for a successful first day of work

Request a copy of your company's organisational chart

One of the most important things to find out in any new job is how your new company structure works and where you fit in this structure. Not only can this tell you vital details about who to report to and who reports to you, but it also helps you to identify those key staff members that you may wish to prioritise introducing yourself to in person. This is especially important if you're introducing yourself to a large company.

Request a team introduction

As part of your onboarding, you can ask your supervisor or manager to organise a slot during which you can introduce yourself to your new team in person. This group can just include the staff that you're working with directly. If you're not offered a team introduction automatically, you can simply let the person conducting your orientation know that you would like an opportunity to meet your team in person before you start work.

Introduce yourself to other teams

Depending on your role, it can also be important to introduce yourself to new coworkers outside of your immediate team. This is especially true if you're working with other teams frequently in your new position. Once you've introduced yourself to your closest colleagues, you can find out which other teams you may be working with most often and take the time to introduce yourself in person, letting them know which team you're working in and what your role is.

Embrace social opportunities

It's important during the first weeks and months of a new job to embrace any opportunities that arise to get to know your colleagues. From chatting before meetings to attending social events like post-work drinks, make sure you introduce yourself to new coworkers you don't know by name yet wherever possible. Not only does this make working together in the future easier, but it also helps you to make friends and enjoy working at your new company.

Send follow-up emails after meeting

If you meet someone from your company briefly, but you think building a strong working relationship with this person is important, you can send a follow-up email after your meeting. This email can include brief reminders of your name and role, and you might sign off with an offer of assistance if it's needed. If you have something more specific you'd like to discuss with this colleague, you could also include an invitation to schedule a face-to-face meeting.

Related:

  • Guide: how to introduce yourself to a new team


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