Sample HR Email and Letter Templates
New employee announcement email
Subject line: Welcoming [Employee’s name] to [Company name] / [department]
Hi all,
Let’s give a warm welcome to [Employee’s name] who will be joining us as a [Job title] on [Start date].
[Employee’s name] will work with [department/ team] to [Add information about what they’ll be doing / what they’ll be responsible for, e.g. ‘help us grow our sales department’]. He/She has previously worked at/in [Add information about employment background] / He/She has recently graduated from [Insert information about academic background].
[Employee’s name] sits next to/in front of [Insert where the new employee sits]. Please drop by and say hi!
Best regards,
[Your name]
New employee welcome email
Subject line: Welcome to [Company name], [New employee’s name]
Dear [Employee_name],
We are all really excited to welcome you to our team! [HR_name] will be responsible for welcoming you at the first moment in [Company_name].
We are looking forward to greeting you with the following:
• Venue: [Company_name] office – 28 Pasteur street, District 1, Hochiminh
• Time: 08:00 AM, Friday, 01 Nov 2019
• Dresscode: [formal/casual]
[If necessary, remind your employee that they need to bring their ID/ paperwork.]
At [Company_name], giving our employees everything they need to perform their best is our top priority. Our team will help you prepare all necessary equipment and setup your computer on your first day.
[Optional: ‘You can find more details in the enclosed agenda. You will also meet with your hiring manager to discuss your first steps’].
If you have further questions, please don’t hesitate to let us know.
We are looking forward to working with you and seeing you achieve great things!
Best regards,
[Your name]
Event reminder email
Subject line: Reminder: [Company meeting/event/picnic]
Hi everyone,
I want to remind you about the upcoming [company meeting/event/picnic] on [date].
The company will be glad if we can spare a few hours out of our busy schedule to attend. The [company meeting/event/picnic] will start at [time] in [the conference room/hall/park]. Also, remember to bring your [essentials related to the program].
Please contact me if you have any questions about it. Looking forward to seeing you there.
Sincerely,
[Your name]
Internal promotion announcement email
Subject line: Congratulations [Employee’s name] on new position
Hi all,
We very pleased to announce that [Employee’s name] is [being promoted to Senior Account Manager] effective on [date].
[Employee’s name] has been working for [Department_name] over the last [2 years] and constantly demonstrating excellent capability in [business domain] helping us [provide excellent customer support]. Now, [he/she] is going to bring [his/her] knowledge and experience to [expand our customer base through new marketing channels].
Please join me in congratulating [Employee’s name] on his/her new positions and keep providing your great support to help him/her get even more success in the new roles.
Best,
[Your name]
