You finally found a candidate who checks all the boxes. They even accepted your offer. But then… silence. A week goes by. Then 2. Suddenly, they are “no longer available,” and you are back to square one, scrambling to find another great fit for the role. If this sounds a bit too familiar, you need to modify your preboarding.
Most of us focus on hiring and onboarding and neglect the crucial time in between. But don’t worry; this guide will give you a solid preboarding strategy to keep your new hires engaged, excited, and 100% committed before day 1. You will learn what it is, why it matters, and how to build an effective preboarding process that ensures your new hire actually shows up and sticks around.
In A Rush? Here’s A Preboarding Checklist To Get You Started
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What Does Preboarding Mean In HR?
Preboarding is the time between when a candidate accepts your job offer and their first day in the new role. It’s a structured process where you keep new hires engaged, handle pre-employment paperwork early, and introduce them to company culture. This reduces ghosting, first-day jitters, and early turnover.
Why Is Preboarding Important?
Here are 5 core reasons why it makes sense to add preboarding to your HR strategy.
- Reduces Early Turnover: About 20% of new hires leave within the first 45 days. With a structured preboarding process, you can build early engagement and trust that makes them stay longer.
- Secures Top Talent: 44% of candidates back out after they accept a new job offer because they simultaneously look for other, better opportunities. Preboarding strategies can reassure your new hires that they’ve made the right choice.
- Boosts First-Day Productivity: New hires spend a large part of their first week on administrative tasks instead of meaningful work. Preboarding takes care of paperwork early so they can focus on their role from day 1.
- Strengthens Team Integration: Employees are 69% more likely to stay beyond the 3-year mark if they feel supported during their first week. You can introduce your new hires to mentors and colleagues before they start to strengthen their social connections.
- Improves Employer Reputation: You can increase employee retention by 82% if you create a standout onboarding program that includes preboarding. Word spreads fast, which makes hiring easier.
Preboarding vs Onboarding: 6 Core Differences
Review the 6 core differences between preboarding and onboarding to strengthen your hiring strategy and engage new hires from the get-go.
| Factor | Preboarding | Onboarding |
| Goal | Handle paperwork, introductions, and initial engagement to prepare new hires before their first day. | Integrate new employees into their roles, team, and company culture with structured training and development. |
| Timing | The preboarding timeline starts after the candidate accepts your job offer and ends on their first workday. | Begins on the first workday and can last anywhere from 30 days to a year. |
| Focus | Logistics, company introductions, and reducing first-day stress. | Skill-building, job training, and long-term integration into company culture. |
| Activities | Send welcome emails, provide company information, complete HR paperwork, and set up IT access | Provide job-specific training, introduce a mentorship program, conduct performance check-ins, plan team-building activities |
| Impact | Reduces early turnover, builds excitement, and speeds up productivity. | Enhances engagement, performance, and long-term employee retention. |
| Duration | A few days to several weeks. | Often lasts 90+ days. |
What To Include In Preboarding: 7 Core Components
Use these 7 essential components to improve first-day readiness and create a seamless transition through your preboarding program.
1. Welcome Email & First-Day Details
A personalized welcome email confirms key details, like the start date, arrival time, dress code, and first-week schedule. Use them to reassure your new hires and prevent unnecessary anxiety.
2. Company Introduction & Culture Overview
You need to clarify the company’s mission, values, and workplace culture. Send a video message from leadership, a company handbook, or an employee welcome guide to help them connect with the organization.
3. Paperwork & Compliance Tasks
Use the preboarding phase to complete tax forms, contracts, NDAs, and benefits enrollment. A digital HR platform speeds up this process and ensures they don’t waste time on day 1.
4. IT & System Access Setup
Preboarding helps eliminate technical delays and allows new employees to be productive immediately by ensuring they have email credentials, software logins, and necessary equipment before their first day.
5. Team Introductions & Buddy Assignment
A structured introduction to key colleagues through virtual meet-and-greets or an informal lunch makes new hires feel included. Assign a preboarding and onboarding buddy so they have a go-to person for quick questions.
6. Preboarding Training Materials
Short training modules, company policies, or role-specific guides prepare new hires for their responsibilities. This reduces the learning curve and improves early productivity.
7. Pre-First-Day Check-In
Answer last-minute questions and reinforce enthusiasm through a final email or call from HR or the hiring manager before the start date. This simple touchpoint reduces no-show rates.
???? Did You Know?
76% of people are open to AI-led onboarding.
(Source)
Preboarding Process: 8 Easy Steps You Can Follow
Follow these 8 preboarding steps to create a seamless transition for your new hires.
Step 1: Confirm The New Hire’s Engagement Immediately
Have the hiring manager personally reach out with a congratulatory message as soon as a candidate accepts your offer. A short phone call or voice note creates an early emotional connection and prevents second-guessing.
Step 2: Assign A “Preboarding Concierge”
Appoint a single point of contact, like a hiring manager, HR team member, or mentor, who will be available to answer questions, offer guidance, and ensure a smooth transition before day 1.
Step 3: Send An Interactive “Preboarding Experience”
Send them an engaging digital hub with essential preboarding resources instead of static PDFs. These can include:
- A video welcome from leadership
- A virtual office tour
- Interactive FAQs
Automate this process with platforms like Enboarder or Talmundo.
Step 4: Set Expectations With A “Preboarding Roadmap”
Break the preboarding phase into clear milestones, like:
- Completing paperwork/admin tasks
- Meeting team members
- Setting up IT access
This will guide your new team members and avoid last-minute confusion.
Step 5: Offer Early Access To Internal Communication Channels
Add the new hire to Slack, Teams, or other workplace platforms before their first day. They can then observe team discussions, review past projects, and introduce themselves in an informal setting to build rapport and make connections.
Step 6: Send A “Meet Your Team” Video Or Digital Profile
Feature key team members, their roles, and fun facts in a short video or interactive document. This will help build familiarity with colleagues before your new hire’s first day.
Step 7: Provide An Optional Preboarding Challenge
Offer a short, engaging task relevant to the new hire’s role to gamify the experience. This can include:
- Reviewing a case study
- Brainstorming a solution
- Preparing a short introduction about their background
Step 8: Plan A Personalized First-Day Welcome
Set up a virtual coffee chat, a company event with colleagues, or ask team members to send a quick welcome message. This will help you add personal touches to your preboarding and onboarding processes and make the new hire feel like a part of the team before they even step into the office.
???? Interesting Fact
30% of new hires quit within 90 days.
(Source)
5 Best Practice Strategies For Preboarding
Refine your preboarding approach with these 5 expert-backed strategies.
a. Automate & Personalize Preboarding With AI-Driven Tools
- Use Enboarder, Talmundo, or Workday Onboarding to automate preboarding tasks and ensure a personal experience.
- Set up workflows that trigger welcome messages, milestone reminders, and progress check-ins.
- Personalize content based on role, department, or location for a more engaging experience.
b. Create An “Insider Access” Portal For New Hires
- Give new employees exclusive access to a preboarding microsite or digital hub with company resources, team intros, and an interactive organizational chart.
- Use Notion, Guru, or Confluence to store these resources for easy access.
- Include:
- A “Day In The Life” video from a current employee in the same role.
- A live Q&A forum where new hires can ask questions before their start date.
- A custom onboarding playlist that features internal podcasts or leadership messages.
c. Use Behavioral Nudges To Engage New Hires
- Send text-based reminders from hiring managers with simple prompts, like “Excited to see you on Monday—our team lunch is set!”
- Use interactive surveys via Typeform or Google Forms to collect preferences for their work setup, mentor match, or learning goals.
- Include progress tracking checklists that gamify the preboarding experience and ensure completion of key steps before day 1.
d. Introduce A “Fast-Track Integration” Option For High-Priority Hires
- Include one-on-one strategy calls with key stakeholders before day 1.
- Provide industry briefings or competitor insights to give them a head start.
- Conduct “First 30-Day Plan” sessions with their managers to outline goals and expectations.
e. Implement A Preboarding “Alumni” System For Long-Term Engagement
- Use Slack channels for new hires with participation from past preboarding cohorts.
- Implement alumni buddy systems where recent employees help guide the newest hires.
- Schedule follow-up check-ins at 30, 60, and 90 days to reinforce engagement beyond preboarding.
???? Food For Thought
The average cost to hire an employee is $4,700.
(Source)
Conclusion
The preboarding stage isn’t just about paperwork, company swag, and welcome emails. In reality, it helps you lock in your new hire’s commitment before day 1. If you’ve ever had a candidate vanish before their start date, use the steps and strategies here to make sure you leave no room for doubts, ghosting, disengagement, or job hunting.
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FAQs
What are the biggest mistakes companies make in preboarding?
The most common preboarding mistakes include:
- Lack of communication
- No clear next steps
- Delayed paperwork
- Failure to engage new hires before day 1
These gaps can increase the chances of uncertainty, ghosting, or early employee turnover.
Should preboarding include training?
Preboarding isn’t meant for full job training, but it’s a great time to share introductory materials, company policies, and role-specific reading to give new hires a head start.
How can remote teams improve their preboarding process?
For remote hires, a successful preboarding process includes virtual introductions, early access to company communication channels (like Slack or Teams), and interactive welcome materials, like a video message from leadership or a digital employee handbook.
What’s the difference between preboarding and orientation?
Preboarding happens before an employee starts and focuses on paperwork, introductions, and employee engagement. Orientation is part of onboarding and takes place after the first day. It covers company policies, training, and deeper role integration.
