MightyRecruiterA letter of refusal is used during the hiring process to notify applicants that they have not been selected for an interview, or, if they have already been through interview rounds, have not ultimately been chosen for the position.
Sure, that’s certainly a central objective, but there’s another equally important purpose that often gets overlooked. An intro letter is a vital tool that hiring leaders can use to make potentially anxious and intimidated newbies feel warmly welcomed and like part of the team from the get-go.
Small gestures like this, as well as first-day group lunches and structured training schedules, are the kind of well-thought-out onboarding procedures that can make the difference between a happy hire and a former worker (according to 2014 study by Bamboo HR, one-third of newbies quit their job within six months). That isn’t to say that you shouldn’t have the more technical of HR duties sorted out – like getting that paperwork completed – but you should also focus on these kinds of elements as well.
Speaking of nuts and bolts, as you’ll see from the introduction letter for a new employee template below, you’ll want to include some basic facts about the new hire in your letter, aside from just driving home how excited you are to have them on board. Specifically, include:
• The first and last name of your hire
• Their contact information at work
• Their formal job title, the department they’ll be working, and to whom they’ll be reporting
• A quick summary of their main job duty
• Option: any additional information that speaks to their past roles, education, accomplishments, hobbies, extracurricular activities, etc.
Otherwise, use the template below to enthusiastically intro your new hire to the rest of your team.
Introduction Letter for a New Employee Template
Dear Team,
I’d like to invite you to join me in giving {New Hire’s First & Last Name} a warm welcome as {Company Name}’s newest {New Hire’s Job Title}!
{New Hire’s First Name} will be a great addition to the {Team/Department the New Hire Will Join}, where she’ll report directly to {New Hire’s Direct Manager}.
Prior to accepting this position at {Company Name}, {New Hire} worked as a {Past Job Title 1} at {Past Company 1}, and before that, she was a {Past Job Title 2} at {Past Company 2}.
I believe I speak for the entirety of the selection team when I say that we’re excited to have {New Hire’s Name} bring her {Skill 1} and {Skill 2} to an outstanding department already committed to {Company’s Mission}.
In closing, {New Hire Name} is a great fit for this position and will be a fantastic addition to {Company Name}. If you have time over the course of the next few days, pop by and introduce yourself to {New Hire’s Name}; she’s located at {New Hire’s Location} and can be contacted at {New Hire’s Work Phone Number} or by email at {New Hire’s Email Address}.
Thanks for your time!
Best,
{Your Name}
Want to use this letter?
Do note, the template above is a relatively generic example. You may want to tailor the document and the messaging to better fit your company culture. For example, if you’re an organization that prides itself on its sense of humor and commitment to fun, you might also want to include some information that better aligns with these values (e.g. ask your new hire to share one of their favorite jokes or to answer a funny, work-appropriate question).
Furthermore, it’s never a bad idea to attach a picture of your new hire to your letter. This should be a headshot that they provide or approve, and speaking of which, they should also give their stamp or approval on the document as a whole.
Finally, as is the case in the introduction letter for a new employee template on this page, bring your message to a close with a strong call-to-action that urges your fellow colleagues to say hello to your new hire in their own time.