New Employee Introduction Email Templates: Team, Clients and Suppliers

A new person's first week sets how clients treat them for a year. If the first time a client hears the name is in a signature on an invoice query, the new hire starts as a stranger. Four short emails fix that: one to the team, one from the old contact to each client, one from the new person themselves, and one to suppliers and partners who will see the new name on orders. All of them need the mailbox to exist first, so start with the new-hire address guide.

Before the first email

• Create the mailbox on day one or before, as name@yourdomain.com, with the signature set in webmail: name, role, phone, company. The onboarding checklist covers access.
• Add the new person to the groups they will cover: support@, sales@, accounts@. From then on they see what the team sees.
• Decide who announces them to clients: the person they are taking over from, or the owner. Never the new hire alone; a stranger introducing themselves is less convincing than a known person doing it.
• Keep every template short. People read the name, the role and the "what changes for me" line; the rest is skimmed.

1. To the team

Subject: Welcome [First name] - joining as [Role] on [date]

Hi all,

[First name Last name] joins us on [Day, date] as [Role]. [One or two lines: what they will do, where they come from, anything personal they are happy to share.]

They will be taking on [responsibilities / accounts / the X queue], working with [names]. Their email is [first@yourdomain.com] and they are in the [support@ / sales@] group from today.

Please say hello, and point them at the things only you know.

[Owner / manager name]

2. From the old contact to a client

Subject: Introducing [New person] - your new contact at [Company]

Hi [Client first name],

From [date], [New person's full name] will be looking after [your account / your project / your orders] in my place. [One line on why: I am moving to X / the team is growing.]

[New person] [one line of relevant background]. They have the full history of [project / account], so you will not need to repeat anything.

You can reach them at [new@yourdomain.com] or [phone]; I have copied them here so you have the address. I will stay in copy until [date] to make the handover smooth.

Thank you for the work we have done together; it has been a pleasure.

[Old contact name]

3. From the new person, the same day

Subject: Re: Introducing [New person] - your new contact at [Company]

Hi [Client first name],

Good to meet you, by email at least. As [Old contact] said, I am taking over [account / project] from [date].

I have read through [the recent history / the current order / the open items] so nothing is lost. The one thing I would like to do early is [a short call / a visit / confirm the next milestone]; would [day] or [day] next week suit?

For anything in the meantime, I am on [new@yourdomain.com] and [phone].

[New person's name]
[Role], [Company]

4. To suppliers and partners

Subject: New contact at [Company] for [orders / invoices / bookings]

Hi [Supplier contact],

From [date], [New person's full name] handles [purchasing / accounts / bookings] for us. Please send [order confirmations / invoices / availability] to [new@yourdomain.com], and copy [role@yourdomain.com] as before.

Our bank details, our address and our terms are unchanged. If you ever receive an email asking you to change where you send things or how we pay, please call me on [phone] before acting on it.

[Name]
[Role], [Company]

5. Welcome on day one, to the new person

Subject: Welcome to [Company]

Hi [First name],

Welcome. Your mailbox is [first@yourdomain.com]; sign in at [webmail address] with the temporary password sent to your personal email and change it on first login. Please turn on two-factor authentication today.

You are a member of [support@ / sales@], so you will see those emails in your own inbox from now on. Your signature is already set; check the phone number is right.

Your first week: [three things]. Ask [name] anything, however small.

[Manager name]

Common questions

Should the client introduction come from the owner instead?

If the old contact has left, yes, and template 2 works with "I" changed to "we". If the old contact is still here, it comes from them; clients trust the person they know.

What if the new hire replaces someone who left badly?

Keep template 2 factual and short, with no reason given. Clients notice silence less than they notice an explanation.

When does the new person start emailing clients alone?

After template 3 has gone out and the first reply has come back. From then on they write as themselves, with the introduction templates for new contacts and the signature guide for the details.