How to announce a new hire to your team: what to include, when and where to share it, privacy tips, and ready-to-edit examples for frontline, office, manager and multi-location announcements.
An announcement works alongside a welcome email sent to the new hire and a structured onboarding checklist.
| Element | Notes |
|---|---|
| Name and preferred name | Use the name the person wants to be called |
| Role and team | Job title, department, location or shift |
| Start date | And first shift if relevant |
| Manager or buddy | Who the new hire reports to or will train with |
| Short background | Relevant experience, one or two sentences |
| Personal note (optional) | Only what the new hire chose to share |
| Call to action | Say hello, help with questions, invite to lunch |
Before sending, check the announcement with the new hire. Confirm the name and pronouns they prefer, whether they are comfortable with a photo and which personal details, if any, they want included. Do not share private information such as age, family status, health or salary. A short message like “Here is how we plan to introduce you. Anything you would like to change?” builds trust from day one.
Subject: Please welcome Maria to the morning crew
Hi team,
Maria Lopez joins us on Monday as a barista on the morning shift. Maria has two years of café experience and loves latte art. She will train with Jordan for her first week, so if you see her at the bar, say hello and help her find her way around.
Welcome to the team, Maria!
Subject: Introducing our new payroll specialist
Hello everyone,
I am happy to announce that David Kim joins our finance team on April 7 as payroll specialist. David will handle payroll processing and answer employee pay questions. He previously worked in payroll for a regional healthcare group.
David will sit with the finance team, and his manager is Priya. Please stop by to welcome him, and send pay questions his way after his first week.
Subject: Meet our new store manager
Team,
Please join me in welcoming Alex Carter as the new store manager at our Riverside location, starting Monday, May 5. Alex has managed retail teams for six years and is passionate about developing associates and building great schedules.
Alex will spend the first two weeks meeting each of you one on one. Please share your ideas and questions. I know you will make Alex feel at home.
Feed post
👋 Say hi to Sam! Sam starts today as a line cook on the evening shift. Sam is training with Chef Lee this week. Give Sam a warm welcome when you see them in the kitchen!
Subject: Welcome to our new seasonal team members
Hi all,
We are excited to welcome five new seasonal associates who start this week: Jamie (receiving), Chris and Taylor (sales floor), Morgan (fitting rooms) and Riley (cashier). They will be with us through the holiday season.
Each new associate has a buddy for their first shifts. Please help them learn the ropes, and thank you for making them feel part of the team.
For seasonal hires, see how to onboard seasonal employees.
When a former employee returns, acknowledge it warmly: “Many of you remember Jordan, who worked with us as a server two years ago. We are happy to share that Jordan is back as a shift lead starting Monday.” Mention what has changed, such as a new role or location, so coworkers understand how to work with them now.
Use this simple structure for any role, then adjust the tone to fit your team:
Subject: Please welcome [Name], our new [Role]
Hi [team],
[Name] joins us on [date] as [role] at [location or shift]. [Name] brings [one sentence of relevant experience]. [Optional personal detail they agreed to share].
[Name] will be working with [manager or buddy] during the first weeks. Please say hello and help [Name] feel at home.
Welcome to the team, [Name]!
An announcement sets the tone, but the first week is what new hires remember. Have the schedule ready, the trainer or buddy assigned, equipment and uniforms prepared and paperwork completed in advance where possible. Check in at the end of the first day and the first week to ask how things are going. When an employee leaves, a similar respectful note helps the team adjust; see the employee departure announcement guide.
EZTime lets you share new hire announcements through announcements by app or text and the company feed with read confirmations, so every shift sees them. New hires complete forms before day one with digital HR forms and e-signatures, follow an onboarding track in the HR module and get their first schedule in the app.
The person’s name, role, team or location, start date, manager or buddy, a short background and how coworkers can help.
A day or two before they start, or on the morning of their first day.
Only details the new hire has agreed to share. Never share private information such as age, family status or salary.
Use the team app or company feed and mention the new hire at the pre-shift meeting.
Yes. Announcing promotions recognizes the employee and clarifies the new reporting lines.
EZTime shares announcements by app or text, with read confirmations, and runs onboarding before day one. For a team of 15, EZTime starts at about $30 a month ($2 per employee).