New manager introduction email to team: 9 Tips to Introducing Yourself As A Manager to A New Team

9 Tips to Introducing Yourself As A Manager to A New Team

There’s almost always some anxiety in introducing yourself to a new group of people. That feeling only gets stronger when you’re introducing yourself as the new manager for a team that existed long before you came around. Plus, the relationship between you and your team can either drive or tank employee engagement and productivity. Your team’s first impression of you can color their work – and that can be a good thing. Below, learn how to introduce yourself as a manager to a new team and start building a healthy, productive dynamic.

• 9 tips on how to introduce yourself as a manager to a new team
• Why is the first introduction important?
• Example of an introduction

9 tips on how to introduce yourself as a manager to a new team

No two project teams work exactly the same way, so there’s no one-size-fits-all approach to introduction speeches. You’ll have to tailor what you say to your team’s whole vibe. You can start this challenging but rewarding work with the below tips – they often help new managers make a great first impression.

• Get to know your team
• Be positive 
• Dress for the job
• Pay attention to your team
• Share your story 
• Be clear about your expectations
• Identify roadblocks
• Prepare (and make time) for questions
• Follow up

1Get to know your team

In a management role, you’ll always learn more about your team as time goes on. But where is that knowledge when you first start managing them? Simply getting to know your team early on can build that background. It’s also how you ease the adjustment period as you take over as manager so everything stays on course. 

There are a few ways you can learn about your team. You could read your team members’ bio on your organization’s website or look at some of the team’s previous work. You can also schedule one-on-one meetings to get to know each team member personally before your big team-wide introduction.

2Be positive 

Your team will often give what they get. If your introduction is unenthusiastic and distant, that negative impression can set in your team’s minds – and they could respond in kind. This reaction only hurts your team’s productivity and work quality. On the other hand, being friendly and positive in your introduction can help build trust between you and your team. That means less time getting used to the new situation. 

Level up communication

Foster trust and productivity with regular one-on-one meetings with your employees. Try a tool like Fellow today!

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3Dress for the job

For better and for worse, what you wear on the job can play a big role in people’s first impressions of you. That’s why you should dress to impress, but that doesn’t have to mean a suit and tie. Dress codes vary from workplace to workplace, and wearing the right thing can show that you’re willing to fit the company culture. And sometimes, wearing clean, well-fitting clothes can boost your confidence, which serves you well when speaking to your new team for the first time. 

4Pay attention to your team

Even if you researched your team before officially taking over, second-hand research is no substitute for firsthand experience. Showing up and trying to overtake the team’s usual processes can create more problems than solutions. Instead, pay attention to how your team works, and mold yourself in their shape. by showing interest in your team. Watch how they make their magic and figure out which management styles do and don’t dovetail with that. You’ll fit right in and bring great results to life.  

5Share your story 

Don’t be afraid to share personal anecdotes in your introduction. Doing so can help you establish a rapport with your team sooner than later, and that’s great for collaboration. You don’t have to go too deep into your background – basic information like when you started working in your field can go a long way. You can also sparingly share personal information – a bit of friendliness can help you seem more trustworthy. 

6Be clear about your expectations

As you make yourself known, you should also tell your team what you expect of them. Describe the goals you have for everyone while showing how highly you think of their current work. Setting your expectations early can give employees time to adjust to your management style while motivating them to achieve project milestones. 

7Identify roadblocks

Even the most successful team members include people who sometimes struggle with their work. Maybe there’s something in the way – and if there is, the whole team becomes less productive. As you step into your new management role, try to identify these struggle areas. Then, offer some ideas to get past this roadblock. You’ll show that you care while providing a totally new perspective. That’s an excellent way to build trust within your work environment. 

8Prepare (and make time) for questions

Opening up the floor for questions is good advice for any time you’ve got a bunch of eyes on you, including your manager introduction. The main benefit of a quick Q&A session is that you can nip miscommunications in the bud. These communications can get your time as a manager off to a bad start and set you back in building rapport with the team. Giving everyone the chance to ask questions can clear up misunderstandings and build open communication.

9Follow up

A short follow-up email after your intro can show your new team that you care about their opinions and feel excited about your new role. Your follow-up email shouldn’t be long or complicated – as with most emails, brevity is key. Just show that you’re eager to work with your team and willing to hear any concerns – great relationships will typically follow.

Why is the first introduction important?

Introductions set the stage for what’s to come. How you present yourself to your team for the first time can build an impression that’s tough to shake. That impression can consciously and subconsciously affect how your team reacts to you. Not doing an introduction at all can say a lot about you too – namely, that you’re uninterested. And that’s probably not true! So go ahead and give that exciting introduction – it’s your chance to shape how your team sees you. It also comes with the below benefits. 

Shows your commitment and enthusiasm

Joining an already established team can be nerve-wracking, but there’s a way to feel better about it: research. You can find previous projects the team has completed and figure out what they most value during a project. With this information, you can commit yourself to the team’s goals and come off genuinely enthusiastic in your introduction. And a team that sees an invested, excited manager is typically more motivated than one whose manager drags their feet.

Eases the transition process

Introductions can help ease your team’s adjustment period since they preview your management style. After you introduce yourself, there should be few surprises on how you’ll run the ship and some seeds of trust you can grow over time. Of course, there will still be some kinks to iron out before everything goes perfectly, but a good introduction kick-starts the process.

Builds positive relationships 

Work environments are best when team members aren’t afraid to reach out to each other and collaborate. That’s why, if you’re joining an established team, they probably already have an established rapport, and new management can be a tough change. However, an effective introduction helps ease that dynamic right out the gate. It’s the foundation of positive relationships in the long run.

Example of an introduction

Even with the above advice, introductions can still be challenging. There are so many factors to consider – company culture, team values, you name it. If you’re still nervous about your introduction, feel free to use the following templates. 

Via video-conference apps

Use this template if your introduction is taking place over video chat.

Hello everyone! Thank you for being here today. My name is [your name], and I’ll be your new project manager moving forward. Before we get started, I want to take some time to tell you about myself. 

[Here, include two quick personal facts that are relatable for your team]. [Next, talk about your relevant experience – namely, how many years of experience you have and what you’ve done in the past]. Together I’m confident we can all [state a few quick goals]. I’m looking forward to working with all of you.

Via email

Use this template if you’re introducing yourself through email.

Hi team,

My name is [your name], and I’m your new manager here at [organization]. I’m looking forward to building relationships with our stakeholders and assigning work based on your strengths – which I also look forward to learning. I’m confident we can all find creative ways to [list a few quick goals].

I’ve taken this role because [list a quick reason or two]. I hope to meet all of you in person in the near future. Before I came here, I [describe your recent past work experience]. Outside work, I like [describe a few short things you like to do].

Feel free to reach out to me if you have any questions. I’m happy to share more about what I’ll be doing here, and I’m excited to figure out how I can best support you.

Best,

[Your name and title]

In-person meeting

Use this template if you’re introducing yourself in person.

Hello. I’m [your name], and I’m your new manager here at [organization]. Let me start by telling you why I’m here. My goals include [list some quick goals and expectations]. I’m excited to work with you all to meet those goals and to hear what’s worked well for you in the past. 

I’ll be scheduling time for one-on-one meetings with each of you so I can learn how to best get you where you’re going. Feel free to reach out whenever before then with questions, ideas, or concerns. I’m really excited to start working with you all.

An introduction to success

Introducing yourself to a team as a manager can be anxiety-inducing whether the team is established or brand-new. With the advice provided above, you’ll have a better shot at crushing your introduction, and there are more resources at your disposal too. Fellow is home to a host of high-quality tools to help your team do their best. You can also plan and run one-on-one meetings for your individual introductions – and then hit the ground running.

Tips for high-performing leaders

• Email*

How to craft an intro email to a new team: full guide

Meeting your team is the first step in starting any new job. While meeting in person is best, remote work and busy schedules often make it difficult.

The best substitute is a thoughtful email. We’ll teach you how to write an excellent intro email to your new team, and hit the ground running.

More than anything else, a well-crafted email shows you’re excited to work with your new colleagues. Your team will also learn about you and help to establish a good connection early on.

Not to mention, a warm and welcoming start will streamline the onboarding process. When people see your enthusiasm, they’re often inclined to reciprocate. As a result, you’ll fit right in and be more productive.

There’s a science to a good introduction email, but honestly, anyone can do it. Here’s how you can create a friendly, professional, and productive intro email to a new team.

The Structure of an Introduction Email

An introduction email should look like this:

1. Subject Line

New emails flood your coworker’s inboxes every day. Knowing this, you’ve got to craft a subject line to catch their attention. Ensure your subject line is friendly and clearly describes the content of the email. Here are some ideas:

• Just started with [company], and I’d love to get introduced!
• Introduction from the new [job position] at [company]
• Hi [recipient name], I’m [your name] – the new [title]

Indicating your coworker status is vital since the person you’re emailing gets tons of generic greetings from random people.

2. Salutation

You can address your salutation to a single coworker or the whole team. While writing to one coworker is more personal, writing to the entire team is more efficient.

The style of your salutation will vary based on the impression you want to give. For example, a casual greeting would be “What’s up, [name]?” while “Dear [name]” sets a formal tone.

3. Name, Position, and Background

Your identity should be clear because your introduction won’t mean much if your coworkers don’t know with whom they’re speaking. Provide your name, position, department (if applicable), and previous experience, so your coworker has a good sense of who you are.

4. Message

Your message is the heart of your introduction email. Your message should explain why you’re excited to work together and what you hope to achieve in the future. Additionally, expressing admiration for their previous work shows you’ve done your research and strive to be a team player.

5. Salutation

Your salutation is an excellent opportunity to thank your coworker for their time. A “talk soon” or “look forward to working with you” is another way to express enthusiasm.

6. Signature

You can use your email signature template or end it with “-[Name]” for a more casual touch.

How to Introduce Yourself Successfully

Since you understand the structure of an intro email for a new employee, it’s time to learn how to write your own.

1. Pick a tone in line with your company culture

The tone you set in your email will depend mostly on your company culture. For example, a “Yo team!” probably won’t fit a formal culture but would be fine for someplace casual.

2. Explain why you’re contacting them

Although your subject line should give them a clue, explain why you’re writing. Explain that you are just settling in at your new job and want to break the ice.

3. Tell them about yourself and your new role

Summarize your previous experience and your new role at the company. Explain what you do so they know how to interact with you – especially if you’re their new supervisor. Include some personal details, but don’t write a biography.

4. Be friendly

Whatever your firm’s culture, enthusiasm is always welcome. You should emphasize your excitement to start working with them throughout the email. You can even discuss things you want to achieve with each team member if you’re writing to them one-on-one.

5. Respond to questions

An introduction email should welcome conversation. If anyone responds with questions about you, provide complete responses. Better yet, schedule a time to meet in person (or video call if you work remotely).

6. Keep it Brief

Your introduction email should be a short note, not a biography. Brief emails are respectful of your coworker’s time.

Now that you know the science of a new employee intro email, we’ll give you some examples. These will let you see the above principles in action and give you ideas for your own message.

Introduction Emails for the New Team You’ll Be Working With

The relationships you create with your team members directly affect your success. As a result, making a solid first impression is more of a necessity than a nice gesture.

An introduction email is an investment in developing a positive relationship with each coworker. Below are some sample intro emails to your new team to help you make a great first impression:

How to introduce yourself to an individual coworker:

An individual email is the best way to make an excellent first impression. Writing to them one-on-one shows that you care, and this isn’t just a routine email.

Subject: New content manager at Acme wants to say hi!

Hello, James!

I’m Amy Albright, the new content marketing manager at Acme Marketing coming over from Example SaaS. Since you’re my new senior editor, I wanted to introduce myself and let you know how excited I am to work with you!

This past year, I was blown away by the organic traffic you drove to Acme with your content, and I can tell I’ll learn a lot from you. I look forward to my first assignments and am available for any questions!

Thanks so much,

– Amy

How to introduce yourself to multiple coworkers at once:

While sending individual emails is more personal, a bulk email is more efficient. After all, you just started a new job and don’t have time to waste.

Subject: Introduction from Acme’s new marketing advisor

Hey all,

I’m Steven Miller, the new marketing advisor at Acme Marketing – joining from Example SaaS. Let me begin by saying how excited I am to work with you all!

I was amazed by your work last year, achieving a 24% increase in inbound leads year-over-year. I’m thrilled to join such a productive team and help take Acme even farther in dominating the marketing space. As an advisor, I’ll be working with you to optimize your skillset further and build you up as professionals.

As I get settled, I’ll arrange video calls with everyone so we can get to know each other. In the meantime, please feel free to reach out to me with any questions or concerns.

Thanks so much for your time!

– Steve

Introduction Email for Other Departments You Will Be Working With

If you’re working with other departments, introducing yourself to them is a good idea too. Just because someone’s not on your team doesn’t mean they won’t be an integral part of your professional life.

How to introduce yourself to an another department’s head:

You can introduce yourself to another department by contacting its head directly. As your contact in that department, they’ll be able to introduce you to everyone else if necessary.

Subject: Introduction from Acme’s new senior editor

Hey Alex,

My name’s Stacy Harris, and I’m the new senior editor at Acme Marketing coming from a similar position at Example SaaS. Since you’re the Head of Marketing at Acme, I thought I’d introduce myself since we’re bound to work together.

I’m impressed with your results last quarter and how you leveraged Acme’s content department to build tons of organic leads for the company. Since you clearly understand the value of great content, we’re sure to have a great time working together.

As I get settled, I’d love to set up a video call with you and break the ice. If you have any questions about my plans for Acme’s content department, don’t hesitate to ask.

Looking forward to working with you,

– Stacy

How to introduce yourself to an entire department at once:

If you’re working with multiple members of a different department, you should introduce yourself to them all at once. This will save you from having to break the ice whenever you first work together.

Subject: Hey support team, it’s the new product engineer

Hi Acme Support Department,

I’m David Montez, Acme Marketing’s new product engineer, following my departure from Example SaaS. My role will be to lead the development of Acme’s CRM tool, which means I’ll work with you to implement new features that meet our customers’ needs. I wanted to send a quick email to let you know I’m excited to be working with such an experienced team.

Acme’s user base has grown massively over the past few years, so we’ve got to keep our product competitive. Because you deal with our clients directly, I’ll rely on you to know how we can best improve our products.

Thanks so much for your time,

– David

Don’t feel obligated to follow the examples provides above; feel free to create your draft from scratch. But if you’re facing writer’s block, here are a few phrases to help you create a friendly, concise, and successful self-intro email to your new team.

“Feel free to ask me questions about what I will be doing at [Company].”

Your coworkers might not understand the role you’ll fill at your new company. To avoid confusion, make it clear that you’d be happy to answer any questions.

“Thanks so much for your time.”

It’s never cliche to thank someone for taking valuable time out of their day to read your introduction. It shows you are considerate of other people’s needs and sets a good precedent for the future.

“I’d love to hop on a call when you get a chance.”

Calling someone who has an active role in your work will allow you to get to know them better than an email. You can discuss your future work together and get insider tips for success at the company.

Before we finish, we’ve got a few more suggestions to make your intro email for a new job successful:

1. Do Background Research

Make an awesome impression by doing a little background research on the recipient and including details you learned in the email. For example, “Your article on lead generation was fantastic; I learned so much from it.”

2. Don’t Point Out That You’re a Stranger

Don’t announce that you are unfamiliar with the recipient in your email. Using phrases like “You don’t know me” or “We’ve never spoken” will make you appear distant, cautious, and irrelevant. Treat them like a friend if you want to build trust.

3. Follow-Up

If your new colleague does not respond to your well-written email, don’t hesitate to follow up. Your message most likely never reached them due to their overflowing inbox. If you follow up, they won’t miss your message, and you won’t think they ignored you.

Starting a new job is intimidating, and meeting your coworkers is one of the biggest reasons. After all, your success is highly dependent on how well you work with your colleagues.

So think of your self-introduction email to colleagues as an investment. Successful introductions sow great relationships. Invest your time crafting meaningful messages for your colleagues, and you’ll hit the ground running on day one.

How to respond to a welcome letter from your manager • BUOM

Posted by the Indeed Editorial Team

October 14, 2021

Starting a new position at a company is often an exciting moment. Along with onboarding materials, you can receive welcome emails from your new supervisors or colleagues. By replying to these emails with polite messages, you can make a good impression and communicate your excitement about working for the company. Knowing how to respond can help you start on a positive note. In this article, we will discuss what an onboard welcome email is, who can receive these emails, how to write a response to an onboard welcome email, and what sample responses look like. nine0003

What is a welcome letter on board?

The onboard welcome email is often an informal message sent by a hiring manager, general manager, department head, or colleague before your first day at a new job. These are friendly gestures that welcome you to the company and may include contact information for your team leader, HR manager, or other important figures in the company. These emails can also sum up what to expect on the first day. nine0003

New employees are the most common recipients of these emails. People who transfer departments or receive promotions may also receive these emails from their respective department heads or colleagues. The sender can copy (CC) or blind copy (BCC) team members or employees with similar roles to let them know they have a new colleague. Supervisors or other managers may also receive these emails if the sender makes them blind or hardcopy for record keeping or reminder purposes. nine0003

How to respond to a welcome letter from your manager

Here are five steps to help you respond to a welcome letter:

duplicate sender’s name. You can specify a sender prefix, such as Mr., Ms., Ms. or Dr. If you don’t know the sender’s gender or prefix, use these tips to choose a greeting:

• Check the sender’s electronic signature. If they sign using only their first name, you can only refer to them by their first name in your responses.

• Reciprocate when they contact you. For example, if they continue to address you as “sir” or “madam”, it may be appropriate for you to address them in the same way.

• For a woman, use the generic Ms. if you don’t know her prefix. If you know the sender’s gender is female but don’t know her prefix, Ms is suitable for both single and married women. nine0003

2. Express your gratitude for the opportunity

It is important to express your gratitude to the sender for the welcome and the new position because it can make a good first impression. Showing appreciation can also remind the sender that you’re excited about the position. This message can be short and polite. This may include phrases such as “Thank you for the warm welcome. I appreciate the opportunity to work and grow in this company.”

4. Express your desire to work and confirm the conditions of adaptation

A statement of your readiness for a position can show the sender that you are ready to contribute to the company. Zeal can also set the tone for your first meeting with a sender or someone who will help you on your first day. A sample phrase for this part of the message could be: “I look forward to working with all of you and I’m ready to start working with the team soon.”

In your response, you can restate the terms of your new work adaptation to show the sender that you are paying attention to important details. It can also show that you are ready for your first day. These terms usually include your start date, the time you first met with your manager, and the location of the facility or location in the institution. If you are not sure about some of the details of the terms, ask the sender for clarification. nine0003

5. Complete your message with a closing line and your name.

The end of your message is usually a one-sentence reiterated thank you for the message and shows that you are looking forward to their response or upcoming meeting. If you require another email response, your closing line might say, “Thanks again for taking the time to welcome me to the company. I look forward to hearing from you soon.” If your reply is the end of a conversation, you do not need to include this message. nine0003

You can close your letter with phrases such as:

Finish by signing with your first and last name. You can also include your contact information below your signature. Some professional emails also include a photo of the sender and their company.

Example of responses to a welcome letter on board

Here are some examples of how you can respond to a welcome letter:

Reply letter that ends the correspondence

Dear Mr. Hanson,

Thank you for the warm welcome. I am very happy to work with such a friendly and supportive team. I appreciate the opportunity to work with all of you and am willing to share my knowledge and skills with the company. I’ll see you at 8:00 on Monday the 17th in the conference room on the first floor.

Thank you again for taking the time to welcome me to the company. I look forward to meeting you soon.

Best,

Harriet Rigby

Reply letter with ongoing correspondence

Dear Ms. Ali,

Thank you for the opportunity to work with your team. I am very happy to be here and provide my best services to the company. See you Wednesday the 2nd at 10:00. Could you remind me of the designated meeting point on campus?

Thank you again for the warm welcome. I look forward to hearing from you soon.

Sincerely,

Victor Nguyen

Tips for responding to a welcome letter on board

Here are a few more tips to help you write back:

• Be polite and professional. This is important because these emails may be your first contact with your manager or colleague. Courtesy can show your respect for the person and the company.

• Create a relatively short message. Brevity is valuable in business communication, because in correspondence, only the necessary information allows both the recipient and the sender to spend more time on other tasks. nine0003

• Check your message before sending. Error-free posts help you meet professional expectations and can show that you took the time to create the post.

📭 create beautiful emails ✔️ — Stripo.email

So, you are an HR manager and you are looking for the right template to save time? As they say in Odessa, we have them. We also have useful recommendations on the design and content of emails for HR managers.

Whatever you do – welcome a new employee, tell the team some news, etc. – in any case, you spend a lot of time if you create a letter from scratch.

Stripo offers a set of ready-made templates specifically for HR. With them, you will spend half as much time preparing your newsletter as usual.

Choose any template for HR managers of your choice to contact the team

Explore

Communicate with employees easier and faster. nine0003

HR templates

As mentioned above, Stripo offers a set of templates for HR managers.

Well, let’s take a closer look at them.

1. Welcome a new employee on the first day of work

As an HR manager, you definitely want all members of your team to feel comfortable working.

Therefore, such a welcome letter, sent a few days before the first day of work or right on that day, will help the new employee to get to know the company’s management, as well as those people with whom he will often communicate. nine0003

It would be very helpful if you could share their contact information as well.

Don’t forget to include their photo.

New employees will appreciate your care – it will help them avoid embarrassing situations when they mistakenly turn to the wrong person 🙂

This template already has all the necessary blocks. You just need to set it up a bit

Use

I remember when I just joined my current team and received this letter from HR – it was very useful to read the “corporate wikipedia” with basic information about the company: key events, goals and statistics, main partners and competitors of our team. nine0003

Send new team members this information in a “welcome” email.

You can also add information about the courses that the employee will have to take after the successful completion of the probationary period.

2. Notification of a new employee

No matter how big your office is, let everyone know that a new employee has joined your team. And tell me when he comes.

Be sure to add a photo of this person.

A new way to announce a new team member

Use

This should list the key responsibilities and contact information so that all employees know what they need to discuss with the new person.

We have also added a special section to the New Employee Message HR template where a new employee can introduce themselves and greet the team. The person may be too shy or too busy to personally say “Hello” to everyone. Let him do it via email 🙂

3. Inviting employees to an event or a party

If you are painfully familiar with the phrase “so I was not in the office when they said when we would have all this” – probably, it’s time to invite employees in the mailing format.

Invite the team to events in email format

Use

What I liked about this template is that the employee can confirm participation in the event/party directly in the email. nine0003

In this simple way, you will make sure that all employees know the date and agenda of your event.

4. Polite Reminder of Important Events

Sometimes employees are aware of important company events, but they are too busy to constantly keep it all in their heads.

You will do them a favor by reminding them of important events.

In our company, HR managers remind us of team members’ birthdays, weekly and monthly meetings, holidays, and so on. And we never forget to wish our colleagues a happy birthday. Naturally, this has a positive effect on the atmosphere in our team. nine0003

Reminding your team of important dates has never been so easy

Use

Whether it’s a birthday party you’re going to to say nice words to birthday people or a meeting with clients, be sure to use in the letter the “Add to calendar” button. You can name it whatever you want. The “Yes, I will” button we used in this template was the best fit for the current situation.

Be sure to connect this button to Google calendar or iCalendar if you want to see all employees 😉

5. Informing employees about all the news

Your entire team works hard to ensure the success of your company. Therefore, it is very important for employees to know that they are doing everything right and that you are all moving in the right direction. And it would be good if you informed them about the achievements of all departments, and not just those in which they work.

If you send reports to co-founders and investors, you can simply delete some personal information and forward this letter to your employees. nine0003

Inform investors, co-founders, and employees of your company’s accomplishments in a very elegant way

Use

For most people, it’s important to know they’re contributing to the project they’re working on. Help employees feel needed.

You can also create your own HR letter from scratch. If this is your case, read the information below.

Save time creating HR templates with Stripo

Those HR managers who prefer to write letters themselves can also save time. How?

Designed to help marketers create emails faster, Stripo’s editor offers the following options:

Module Library

Save the most frequently used modules of your HR templates to your personal content library – modules repository.

And when preparing a new campaign, simply drag the desired module into the template. nine0003

Your browser does not support HTML5 video tag.

In Stripo, you can not only store the most frequently used modules, but also update them all at once.

Save time by creating HR newsletters

Join Stripo

Cross-cutting modules

If you ever need to update your contact information or anything in these content modules, you can change just one module and all the others will inherit those changes.

Ability to copy and reuse templates

When approaching new candidates or sending monthly updates to employees, just make small changes to this template – you won’t need to work on email structure, header, footer, contact information, etc. again.

Your browser does not support HTML5 video tag.

AMP forms

Would you like to conduct a short survey among employees to find out their emotional state? By the way, this is especially important during the COVID lockdown.

Embed AMP forms in your staff email templates to keep abreast of how your colleagues feel. nine0003

Find out what your employees want

Join Stripo

Five examples of letters from HR managers

In general, all letters sent by HR managers can be divided into two categories:

1. Internal letters are those sent to employees.

2. External letters are those sent to candidates.

However, both internal and external mailing lists contain the same elements. We will show some examples below. nine0003

Example 1. Corporate header – eSputnik

Of course, all corporate letters for internal and external use must contain the company logo.

If you wish, you can make the header something more than just a logo. For example, our friends at eSputnik put the logo on top of the image and duplicate the subject line right below the logo.

Always use the same logo when addressing candidates. But when sending internal mailings to employees, headers can be varied. nine0003

Example 2: Photos of the people you’re talking about – Stripo

Whether it’s a new person or an employee who just got promoted, be sure to include their photo.

Example 3. Signature – Stripo template

Why add a signature to such letters if all recipients already know very well who they are communicating with?

First of all, it is a courtesy gesture and the basic ethics of business correspondence, which includes your HR letter.

Second, the signature allows the candidate or your teammates to contact you if necessary. nine0003

What should be in a good HR letter signature:

Your name

Be sure to include your name. Candidates and new hires will need this to know how to address you in person.

When it comes to internal letters to employees, giving your name is more of a courtesy gesture.

Contact information

People may need to contact you in a convenient way to discuss some issues. Give them that opportunity. This is especially important when you move to a new page on LinkedIn or start using a new social media channel more often than the previous one. nine0003

Please note that with Stripo, you can add contact information/social media icons to emails in literally seconds:

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How to add social media icons to email signature and footer

To read

If you have a corporate phone number where employees can contact you, be sure to add it to your signature. nine0003

Photo

This is an optional item. But it’s always nice to “see” the person you’re talking to.

Example 4: Interview Confirmation Letter – Stripo

Did the candidate accept your job offer and even pass the test?

You called this person to arrange an interview date. Now you still need to send a confirmation email.

As with any appointment confirmation letter, you need to focus on the date, time, location, and duration of the interview. nine0003

If this is an online meeting, say you will provide the candidate with a link one hour before the meeting. If you use the same link for all interviews, you can include it in your confirmation email right away.

Case Study 5 Collecting Employee Feedback – Ardas

Do you want to know how your employees feel when they work remotely? Do they consider themselves as productive as they are in office mode?

Ask them.

Add AMP forms to these internal survey templates. nine0003

If you need a manual, read the article “How to easily and quickly create AMP forms” on our blog.

If you know how to help employees feel better and more confident during the pandemic, be sure to share this information with those who need it in the appropriate letter.

HR email subject lines for employees

All email subject lines must be clear. Recipients should understand at a glance what the letter is about.

Examples of good topics:

• Meet Andrea;

• Juliet’s birthday reminder;

• Jason leaves our team. Hurry up to complete common tasks;

• Moving to a new office;

• Voting: choose the date of the corporate party;

• Christmas party will take place…;

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Monthly reports;

• The weekly rally starts in 20 minutes.

In conclusion

Whether you choose our ready-made HR templates or decide to create your own from scratch, in any case, follow the basic recommendations:

• specify sender’s name;

• stick to corporate style.