How to Create a Successful Preboarding Program for New Hires
Welcome to the future of employee experience. The moment a candidate accepts your job offer isn’t the end - it’s the beginning of their journey with your organization. This pivotal interval between acceptance and Day One offers a powerful opportunity to engage, inform, and inspire. Forward-thinking HR professionals know this phase as preboarding.
But what is preboarding, why does it matter, and how can you optimize your preboarding process for maximum impact? This comprehensive guide answers these questions and equips you with actionable tools, including a preboarding checklist and template, to transform your new hire experience.
What Is Preboarding? The Definition & Value
Preboarding is the structured series of touchpoints and activities that occur once a candidate accepts a job offer, but before their official start date. The preboarding definition covers everything from completing practical paperwork and IT setup to introducing new hires to their teams and immersing them in company culture.
Unlike the more formal and intensive practices of onboarding, preboarding acts as a warm-up lap - preparing new hires for the experience ahead. Preboarding activities may include digital welcome kits, early access to company platforms, and personalized communications from future colleagues.
A well-executed preboarding process sets clear expectations, eases first-day nerves, and signals the organization’s commitment to employee success (Bauer, 2010). It lays the groundwork for strong engagement and reduced turnover.
The Key Differences Between Preboarding and Onboarding
While they may sound similar, understanding the difference between preboarding and onboarding is crucial for HR professionals striving to deliver a standout new hire experience.
- Preboarding begins once the offer is accepted and concludes on the new hire’s first day. It centers on preparation, essential paperwork, and early engagement before employment officially begins - with tasks such as welcome emails, resource provisioning, and initial introductions.
- Onboarding starts once the employee formally joins. This process focuses on job training, compliance, mentorship, and full integration into company culture (Society for Human Resource Management [SHRM], 2023).
| Stage | Key Activities | Typical Timeline |
|---|---|---|
| Preboarding | Paperwork, access provision, welcome messages | Offer to Day One |
| Onboarding | Training, orientation, cultural integration | Day One to 90+ Days |
Clearly differentiating between these stages ensures that each phase receives targeted attention, optimizing both preparation and integration for new hires.
Why Employee Preboarding Matters
Employee preboarding is no longer a “nice to have” - it is an essential part of talent management. In today’s competitive market, first impressions matter more than ever. Here’s why prioritizing preboarding is a strategic advantage:
- Reduces Early Turnover: Up to 22% of new hires leave within the first 45 days, often due to a lack of engagement before starting (Aberdeen Group, 2013). Preboarding helps minimize this by keeping future employees informed and involved.
- Boosts Productivity: A streamlined preboarding process ensures paperwork, system access, and training resources are squared away before Day One, enabling new hires to hit the ground running (SHRM, 2023).
- Enhances Employer Brand: A thoughtful preboarding strategy shows organizational care, driving early loyalty and positive employer reputation.
- Increases Engagement: Engaged employees are 59% less likely to seek new opportunities within their first year (Gallup, 2022).
In hybrid and remote work models, employee preboarding also bridges the distance for geographically dispersed hires - creating a sense of belonging before the first virtual meeting takes place.
The Preboarding Process: A Step-by-Step Guide
Creating a scalable, repeatable preboarding experience requires intentional design. The following steps are rooted in best practices and can be adapted across any industry:
1. Initiate Warm Welcome Communications
Send a personalized welcome email within 24 hours of offer acceptance. Include insights about company culture, employee resource groups, and an outline of what to expect next.
2. Facilitate Digital Paperwork
Use secure, mobile-friendly platforms to quickly complete essential HR documents: offer letters, tax forms, and NDAs.
3. IT & Resource Provisioning
Arrange access to email, collaboration tools, and relevant software before Day One. For on-site positions, order hardware and workplace essentials in advance.
4. Team Introductions
Share a team introduction message or video to connect new hires with their peers and manager - fostering early relationships.
5. Pre-Start Learning Materials
Provide online learning modules, cultural guides, and organizational charts to help new employees begin their learning journey before they start.
6. Personalized Outreach
Assign a buddy or mentor to answer questions and offer informal support during the preboarding period.
7. Confirm First Day Logistics
Clearly communicate the agenda for Day One - covering dress code, arrival time (or virtual meeting link), and who to contact - removing any uncertainty.
Following a detailed preboarding checklist ensures consistency and excellence, whether hiring for an executive role or scaling up a new team.
Essential Preboarding Checklist for HR Professionals
An actionable preboarding checklist streamlines the critical steps needed for an effective preboarding process. Tailor the checklist to your organization’s unique needs.
Preboarding Checklist
- [ ] Send personalized welcome email within 24 hours of offer acceptance
- [ ] Provide digital access to paperwork and forms
- [ ] Share preboarding timeline and key upcoming dates
- [ ] Order and configure IT equipment (laptop, phone, access badges)
- [ ] Set up email and core system accounts
- [ ] Notify payroll and benefits teams of new hire
- [ ] Assign an onboarding buddy or mentor and schedule introductions
- [ ] Share links to essential pre-reading and orientation materials
- [ ] Facilitate introductions to team, manager, and relevant stakeholders
- [ ] Confirm start date, arrival time, location/virtual link, and point of contact
- [ ] Request completion of pre-employment learning modules (if applicable)
- [ ] Address any special needs, accommodations, or questions
A robust preboarding checklist is your safeguard - helping you deliver a seamless experience every time.
Downloadable Preboarding Template for Immediate Use
Ready to formalize your employee preboarding process? Customize and implement this preboarding template for consistent and high-quality new hire experiences.
Preboarding Template Example
| Task | Owner | Deadline | Completed |
|---|---|---|---|
| Welcome email sent | HR | 1 day post-offer | ☐ |
| Forms and paperwork shared | HR/IT | 48 hours post-offer | ☐ |
| Equipment ordered | IT | 72 hours post-offer | ☐ |
| Email/software access provisioned | IT | Before start date | ☐ |
| Pre-reading/resources shared | HR/Manager | 4 days pre-start | ☐ |
| Team/buddy introductions | HR/Manager | 1 week pre-start | ☐ |
| Day One schedule shared | HR | 2 days pre-start | ☐ |
Frequently Asked Questions About Preboarding
1. What is preboarding, in simple terms?
Preboarding is the series of actions and communications that occur between a signed job offer and an employee’s first day, designed to set them up for success.
2. How long does the preboarding process usually last?
Preboarding typically spans 1–4 weeks, from offer acceptance to start date, though timing may vary depending on notice periods and individual circumstances.
3. Is preboarding necessary for remote and hybrid employees?
Yes. Preboarding helps remote staff feel included, connected, and ready for virtual collaboration from Day One.
4. Can preboarding replace onboarding?
No. Preboarding complements onboarding - each addresses specific and distinct phases of the new hire journey.
Conclusion
A well-designed preboarding strategy delivers a seamless, engaging launchpad for new employees and drives measurable value - from lower turnover to higher early productivity. For HR professionals, investing in a structured preboarding process—supported by clear checklists and effective communication - positions your organization as an employer of choice.
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References
Aberdeen Group. (2013). Onboarding 2013: A new look at new hires. Aberdeen Group.
Bauer, T. N. (2010). Onboarding new employees: Maximizing success. SHRM Foundation’s Effective Practice Guidelines Series.
Gallup. (2022). State of the Global Workplace: 2022 Report. Gallup.
Society for Human Resource Management. (2023). Onboarding new employees: Maximizing success. SHRM. https://www.shrm.org/resourcesandtools/hr-topics/talent-acquisition/pages/onboarding-key-to-retaining-engaging-talent.aspx
About Nguyen Thuy Nguyen
Part-time sociology, fulltime tech enthusiast