10 Sample Email Messages to Announce a Baby at Work

Plus, tips to help you craft the perfect baby announcement message that's personal and professional at the same time.

Updated May 17, 2024
Happy young mother, father with new born baby at home

Announcing the arrival of a new baby (or multiples) can be a very special experience, but it's a little tricky to find the perfect wording for work. It helps to get some inspiration with example baby announcement emails to your team, boss, clients, or anyone else who is professionally important to you.

Most new parents don't return to work immediately after the baby is born, so email announcements are a quick and efficient way to share the news with co-workers. The tone you use depends on who is sending the message and the emotional vibe you want to set.

Work Birth Announcement Emails From the New Family

There are so many people to tell about the arrival of your new baby, it can seem impossible to make sure you share with everyone. Mass email messages can help spread the news to people who may not be visiting you in those first days, such as co-workers, clients, and acquaintances. There are plenty of great ideas for birth announcements made via email, but these are some of our faves.

Simple Employee New Baby Announcement Email to Team

A simple birth announcement is suitable for most workplaces and can be made in advance. Simply save the email and add the details and a photo once the baby is born.

To: All Staff
Subject: It's Great News!

Dear (Company Name) Team,

(Employee Name) and (Partner Name) wish to present the newest member of our family, (Baby's Full Name). Born on (Birth Date), they weighed (Birth Weight) and measured (Birth Height).

[Insert Photo of Baby]

Both parents and baby are doing great and expect to arrive home on (Date). Visitors are welcome beginning (Date). Please call ahead before stopping by.

Thank you for sharing this joyous news with us.


The (Last Name) Family

Clever Birth Announcement Wording

To: All Staff
Subject: Free at Last

To Whom It May Concern,

In the early morning hours of (Birth Date), (Baby Name) made their great escape and joined (parent's names) at last. It wasn't easy, but all (Height & Weight) of them made it in extraordinary health.

[Insert Photo]

We are all exhausted and a bit overwhelmed by our new environment, but we will gladly navigate this world as a family. Well-wishers are welcome to text or email (Name of Parent Employee).


(Parents and Baby Names)

Funny Birth Announcement Wording

To: All Staff
Subject: Stork Market Boom!

Dear (Company Name) Investors,

At (Time) on (Date), the Stork Market hit its highest mark yet when (Baby Name) was born to (Parent's Names). Storks were high, then they dropped low to deliver this (Weight, Height) little bundle of joy before going high again. If you'd like to cash in on the stork's delivery now with congratulations, send (Employee Parent's Name) a message at (Phone Number).

Best Wishes,

(Parent's Names)

Big announcement

Sample Adoption Announcement

To: All Staff
Subject: You're Hired!

Dear Work Family,

After evaluating our family unit, it was clear we were lacking in the sharing love department. So, we put out a call for qualified individuals to fill the position. At (Time) on (Date), (Baby Name) was selected from a pool of over-qualified candidates to join our team. They boast the following career highlights:

  • (Weight)
  • (Height)
  • (Hair Color)
  • (Eye Color)
  • (Age, if not a newborn)
  • (Gender)

Over the next several weeks, we will be working hard to train our newest recruit in snuggling, sleeping, and laughing. We ask that all visitors be planned in advance to work around our rigorous training program.

Finally Feeling Full,

(Parent's Names)

Baby Born Message From Father

To: All Staff
Subject: New Dad Alert!

Dear Co-workers,

We've got a New Dad Alert! On (date), I became a dad thanks to the birth of my healthy baby boy/girl, (Baby's Name). They even look like me with (Hair Color) and (Eye Color)! The whole family is doing great, and we'd be happy to welcome scheduled visitors starting (Date).

With Pride,

(Father's Name)

Funny Cover Letter Announcement

To: All Staff
Subject: New Baby

Dear Sir/Madam:

Please accept this email and supporting photograph as an announcement of (Employee Name's) new baby. My name is (Baby First Name) and I was born on (Date) at (Time). I am currently (Height) inches tall and weigh (Weight). I have (Hair Color) hair and (Eye Color) eyes. Although my vision and ability to speak aren't fully developed, I look forward to meeting you in the near future.

I have attached my most recent photo for your review. I can be reached via email at (Parent Email Address), phone at (Parent Phone Number), or by mail at (Parent Address). Thank you for sharing this joyous news.


(Baby Full Name)

On Behalf of the New Parents

The days after a baby is born can be overwhelming and exhausting for new parents. If the thought of sharing the joyous news with the world is too much to handle, new parents could ask a co-worker to announce the baby's arrival at work.

Woman on laptop

Basic Baby Announcement Wording for Parents

To: All Staff
Subject: Announcing the Arrival of Baby (Baby's Full Name)

Greetings All,

(Employee Parent Name) and (Partner's Name) have granted me the honor of introducing you to their newest addition, (Baby's Name).

(Baby's Name) Statistics:

  • Born on (Birth Date)
  • (Height) tall
  • (Weight)
  • [Insert Photo]

The proud new family is happy and healthy.

Warm Regards,

(Your Name), On Behalf of the (Parent's Last Name) Family

Sample Report Announcement

To: All Staff
Subject: Quarterly Update

Good Day Team,

On (Birth Date), we saw our best numbers as baby boy/girl (Baby's Full Name) joined our work family at (height and weight).

Proud parents, (Employee Parent Name) and their partner asked me to share that their family couldn't be happier at this time.

The new family is expected home on (Date). They welcome visitors to their home but ask that you schedule a time in advance.

(Employee Parent Name) will rejoin us around (Date).

(Name of contact) from HR will be putting together a gift basket for the family. Please see them by Friday if you wish to contribute.

With many thanks,

(Your Name) and the (Employee Parent's Last Name) Family

Television Commercial Announcement

To: All Staff
Subject: A Must-See!

On my honor as a new (Relation to Baby, like Aunt), I guarantee you have never seen anything as cute as (Baby Name)! This one-of-a-kind baby is (Weight) and (Height) inches of pure joy. If they don't bring a smile to your face, we'll give you a full refund of all the hugs, well-wishes, or gifts you gave them. Take a look at this adorable face, but be warned, you may never fall in love like this again!

(Insert Photo)

If this picture isn't enough to satisfy you, cards and gifts can be sent to (Home Address). Visits can be arranged via email with new parent (Employee Name) at (Email Address).

Water Cooler Conversation Example

To: All Staff
Subject: Did You Hear?

Hey, did you hear (Employee Name) and their (Spouse, Partner, etc.), (Partner Name), had a baby?

(Insert Baby Photo)
Yeah, can you believe they had a boy/girl? Me neither! They were born (Day of Week Baby was Born), (Month and date). Yeah, this year! But, you know what's really crazy? They weighed (Weight)! I know, hard to believe, right? The best part is, they named them (Baby Full Name)! That's such a great name — I wish I thought of it. I'm putting together a gift basket to send over. Send a gift or card to (Email Author's Name) desk by (Date) if you want in.

Creating a Message

Email is often the best answer to the question of how to announce a baby's birth to office colleagues. Writing a birth announcement email for co-workers is similar to writing a business email in that it should be professional and to the point.

Quick Tip

If you're sending the baby announcement email for the employee, wait until you receive word from the employee that their baby was born. Be sure to ask if you can share the news with the whole company. When you hear from the employee could be the day of the birth or several days later, depending on your relationship.

It is common to announce the new baby just before the employee returns to work. When you are generating a mass email for the workplace announcement, there are several factors to keep in mind:

  • Consider the tone of your workplace. A serious and professional office warrants a different type of message than an informal one.
  • Consult the new parents for what information they would like to share and only include those things.
  • Check with your boss to be sure you have permission to send out a mass email.
  • Be sure to send the email to everyone.

What to Include in a Birth Announcement Email

Once you are sure it is OK to email an announcement to co-workers, know what information to include, and are clear on the tone of the email, you can start writing. A baby announcement should include basic information about the family and reflect its personality. Workplace emails should be short and simple. There's some basic information people typically share on birth announcements:

  • Parent names (starting with the person who works at the company you are emailing)
  • Baby's gender
  • Baby's name
  • Baby's birth date
  • Baby's height and weight

One short paragraph stating that parents and baby are doing well and when they expect to be home is also appropriate. If you have a close-knit workplace, you may also want to include information on when and how to visit the family.

Add a Photo

Seeing a picture of the new baby can help personalize the news. When you're selecting a photo to share, opt for a close-up shot that's clear.

Quick Tip

Be careful what's visible in the background of the photo or what else might be showing. It's better not to have too much information in the photo, especially in an email to your workplace. This means that shots of mom immediately after delivery or breastfeeding should not be included in such an email.

To add a picture to the email, you have three options:

  • Paste the photo into the body of the email, preferably after providing the stats. This would be the best choice for a workplace email since it's meant to be quick and concise.
  • Attach the picture to the email.
  • Include a link at the end of your email to a blog, Instagram account, or another photo sharing site. This would work better in an informal office setting where employees are very close.

Related: 50+ Working Mom Quotes for the Woman Who Never Stops

Other Ways to Announce a Baby at Work

While email is the fastest and most convenient way to send out a birth announcement at work, you can use other means suitable to the size and atmosphere of your company.

Baby Born Message on Social Media

Social media announcements are equally quick and are as simple as emails. Put your baby announcement on Facebook or Instagram by posting it on your profile and tagging co-workers. You can also send out a group message on Facebook Messenger or shoot everyone a DM.

Text Birth Announcement to Friends

Send your baby birth announcement text messages in a group text to everyone at work. You can add a photo of the new baby and use any of the suggested wording ideas by removing the "To" and "Subject" lines.

Post It on Slack or Another Collab Tool

If you have an informal Slack channel, it's easy to pop in an announcement and image there. 

Birth Announcements in Newspapers

If you announce your new baby in the local newspaper, send several copies to your workplace or ask a co-worker to hang the article in a public space at the office. Even though this isn't done as much as it used to be, it's a sweet retro way to announce a baby's birth at work.

Mailed Birth Announcements for Work

If you are already mailing out birth announcements, consider sending one to your workplace if it's large or one to each co-worker if there are fewer than 20 employees. Minted birth announcements are elegant and affordable, and Shutterfly birth announcements have modern and fun designs too. Simply add your baby's photo and customize the text. Cheap birth announcements are still simple to create and can include any of the email announcement wording suggestions.

Getting the Message Across at Work

Sending your baby's birth announcement through email is a quick, easy, and free way to let co-workers know your new baby has arrived. Whether you use a template or create a unique message for your work birth announcement, people generally appreciate the opportunity to share in your joyous news.

10 Sample Email Messages to Announce a Baby at Work