Announcing the arrival of a new baby to your coworkers might be the last thing on your mind when you’re in the midst of diaper changes, doctor appointments, and round-the-clock feedings. But since most new parents won’t be back at work for at least a few weeks after welcoming a new addition, an email is an effective way to let your team know your little bundle of joy has arrived.
Follow these quick and easy tips for making the announcement, so you can get back to soaking in the new baby snuggles!
Why a baby announcement is important
The birth of a child is a major life update, and it’s something your coworkers will probably be thrilled to know about. Also, letting everyone know your status will help keep work-related communications to a minimum while you’re on maternity or paternity leave.
Who should you tell first?
As a rule of thumb, your direct supervisor or HR should be the first to know. This ensures that any necessary adjustments to your workload or discussions about maternity/paternity leave policies are handled smoothly. Plus, it allows your supervisors to prepare for any temporary changes within the team.
When you should announce it
There’s no “right” time to send a new baby announcement. The short answer is, whenever you’re comfortable and caffeinated enough to do so. It’s typical for new parents to notify their coworkers sometime within the first week after their baby arrives.
What to include
A short and sweet message
Leave the play-by-play of your baby’s birth for family and friends. Your email birth announcement to your coworkers just needs to include the basics, like the fact that the baby arrived and their name.
Need-to-know work details
- Work impact: Outline any immediate effects on your work or projects, if necessary. You don’t need to go into great detail, but mentioning that plans are in place to manage your workload shows consideration for your team.
- Leave plan: Share a brief note on your maternity/paternity leave plans, including when you’ll be away and any key contact person in your absence. This helps set expectations and ensures a smooth transition.
- Appreciation for support: Acknowledge any support you’ve received from your manager, HR, or colleagues regarding your pregnancy or the announcement. A simple thank you can go a long way in maintaining positive relationships.
A personal touch
Many colleagues would love to hear a few more details about your new addition. If it feels aligned with your company’s culture and you’re comfortable sharing, consider adding a line or two about the baby’s features, nickname, or anything else that feels appropriate. You might also attach a photo to your email to accompany the good news.
What to omit from your baby announcement
- In-depth personal or medical information
- Assumptions about gifts or celebrations
- Critiques of maternity/paternity leave policy
- Detailed complaints about work adjustments
- Requests for parenting advice
Remember, your workplace baby announcement is a moment to share the joy and positive news with your colleagues. Keeping the announcement positive, concise, and professional ensures that it will be well-received and that you maintain respectful boundaries with your coworkers.
Sample birth announcement to colleagues
Subject: Welcoming [BABY NAME] to Our Family!
Hello team,
It’s with great joy that I share the arrival of our new addition, [BABY NAME]. [HE/SHE] was born on [BIRTH DATE] weighing [POUNDS, OUNCES].
I will be on leave until [RETURN DATE]. If you need assistance while I’m out, please contact [ALTERNATE CONTACT] at [CONTACT INFO].
Best,
[YOUR NAME]
Sample birth announcement to a manager
Subject: Joyful Announcement of Our New Arrival
Dear [Manager’s Name],
I am thrilled to share some very personal and joyful news with our team. My partner and I have been blessed with the arrival of our [son/daughter], [Baby’s Name], on [Birth Date]. Both [Baby’s Name] and [Mother’s/Father’s Name] are doing well and resting comfortably.
I am writing to express my gratitude for your support and understanding during this significant time in our lives. I am currently on parental leave until [Return Date], and I have made sure that all my responsibilities are covered during my absence. [Colleague’s Name] will be my point of contact within the team for any immediate needs or questions related to my projects.
I look forward to introducing [Baby’s Name] to you and the rest of the team. Thank you once again for your continued support and understanding. I am excited to return to work with a new sense of energy and perspective.
Warm regards,
[Your Name]
Sample adoption announcement
Subject: Welcoming a New Addition to Our Family
Dear Team,
Today, I am excited to share some very special news with you all — we have recently welcomed a new addition to our family through adoption. [Child’s Name] has become a cherished member of our family, and we are overjoyed to embark on this beautiful journey together.
As many of you know, the path to adoption can be long and filled with anticipation. We are deeply grateful for the support and understanding you’ve shown us throughout this process. Knowing we have such a supportive work-family standing with us has made a world of difference.
I will be taking some time off to bond with [Child’s Name] and help make this a smooth transition for our family. I plan to be away from [Start Date] and will return on [Return Date]. During my absence, [Colleague’s Name] will cover my responsibilities and can be reached for anything urgent. I have full confidence in our team’s ability to operate seamlessly during this period, and I am committed to making this transition as smooth as possible.
Thank you once again for your support and understanding.
Warmest regards,
[Your Name]