Sample email

Dear Ms Smith,
 
Knowing that your entry into service at the Council is approaching, I would like to hereby extend you a warm welcome to our Unit, and provide you with some practical information.
 
As agreed during your job interview, you will be in charge of the follow-up of inter-service consultations. This position involves regular interaction and coordination with the other services of our DG as well as with other DGs. You will be working closely with Ms Black in our Unit, as inter-service consultation follow-up is a shared responsibility. Under my supervision, Ms Black will be explaining to you the various procedures, so that you can become acquainted with our working methods as soon as possible. As an attachment, I am resending your job description, in case you need it for a quick reference.
 
You should have been already informed that you will be attending a two-day training course organised by DG HR, i.e., the Directorate-General for Human Resources and Security, before taking up your duties in our Unit. This very useful course should provide you with additional information regarding the functioning of the Council, its working environment, and the rights and duties of its employees. During the course, you will have the opportunity to get your badge ready; all the relevant information will be provided by the trainers.
 
As a newcomer in Brussels, you might also be interested in receiving information on matters such as accommodation and public transport. Please note that the orientation leaders in DG HR will be handing out an information package during the training course, and that a legal advisor will be at your disposal to check the leases you might be considering before you sign a contract. If you need to search for an apartment, the best place to start is the immoweb website (http://www.immoweb.be/). There is also plenty of short-term accommodation available in Brussels, especially in the Schuman area close to the European Institutions. You can find all the necessary information about public transport in Brussels at http://www.stib.be/.
 
I would also like to hereby invite you to take up your duties in our Unit on Wednesday, 16th of March, i.e., after the completion of the training course mentioned above.  I propose starting the day with a meeting in my office at 9.30 am.  Afterwards, I will be introducing you to the members of the team you will be working in. Moreover, you will need to make an appointment to see Mr Miller (tel: +32(0)2/291 7811) in the afternoon of the same day.  I suggest making the appointment at least three days in advance, since he is usually very busy.  He is the HR focal point in our DG, and thus he will be your interlocutor for all contract related issues .
 
As you probably remember from your interview, our office is located at rue de la Science, 15, close to rue Belliard. With your badge, you can come up directly to our Unit, which is located on the 7th floor; I am in office 123.
 
Looking forward to meeting you in person,
 
With kind regards,

 Iris Wellington