What is Preboarding?
Preboarding bridges the gap between offer acceptance and the onboarding process that helps new hires feel welcomed and prepared before their first day on the job. It typically occurs after a candidate accepts an offer and before their official start date. This can include small touchpoints such as welcome emails, what to expect from the onboarding process, and even simple info such as where to park on their first day.
Beyond engagement, preboarding also covers critical compliance and operational steps. This can include completing pre-hire paperwork, background checks, and drug screenings to meet legal requirements. It also involves coordinating with departments like IT to set up equipment and grant system access to ensure everything is ready on day one.
By combining engagement, compliance, and logistical preparation, preboarding creates a smooth transition that sets the stage for a successful onboarding experience.
Why is Preboarding essential for the onboarding process?
Preboarding sets the tone for employee experience and strengthens engagement before day one. By providing clear communication and helpful resources early, organizations can:
- Reduce anxiety and confusion by answering common questions upfront.
- Build excitement and connection through personalized welcome messages.
- Ensure readiness by completing paperwork and technical setup ahead of time.
- Improve retention and productivity by making new hires feel valued and prepared.
Example
- Send a Warm Welcome Message
Send a personalized message introducing the company and team. - Complete Compliance Tasks
Complete tasks such as background checks, drug screenings, and credential verifications to ensure legal and regulatory compliance. - Set Up Tech and System Access Early
Arrange email accounts, share software access details, and deliver equipment before day one. - Send a Branded Welcome Package
Send the new hire branded swag and a personalized welcome letter. - Introduce the Team and Assign a Buddy
Invite the new hire to a virtual meet-and-greet or share team bios. - Share the First Week Schedule and Expectations
Share what the first week will look like and key expectations. - Provide Early Learning and Role-Based Resources
Share company values, mission statements, and helpful resources like org charts and product information. - Keep Communication Open and Ask for Feedback
Send information about parking, dress code, office access, and check in with pre-start surveys.
Frequently Asked Questions
- What’s the difference between Preboarding and Onboarding? Preboarding happens between the job offer acceptance and day one. The goal of preboarding is readiness and reassurance, making sure new hires feel welcomed, informed, and confident before they walk in the door (or log in). Preboarding includes both cultural and practical elements, such as welcome emails, first-day details, and team introductions, as well as critical compliance and operational tasks like background checks, drug screenings, credential verifications, and IT setup. Onboarding begins on day one and continues through the first weeks or months. Its goal is enablement and performance, helping new hires become productive, engaged members of the organization. Onboarding typically involves formal orientation, training, role-specific learning, and integration into company processes and culture.
- Is Preboarding in the hiring process legal? Yes, preboarding is legal. Most pre-boarding activities involve simple communication, such as sending welcome emails, connecting on LinkedIn, providing office directions, and sharing resources like employee handbooks or benefits information. It can also include tasks like completing tasks such as background checks and drug screenings. These tasks are fine as long as they are voluntary and take minimal time. However, if preboarding tasks are mandatory and require significant time before the official start date, employers should treat that time as work and include it in the new hire’s first paycheck.
- What makes for effective Preboarding? Effective preboarding doesn’t have to be complicated or costly with small gestures making a big impact. Even a simple congratulations email or phone call after a candidate accepts an offer helps them feel excited, welcomed, and ready for day one. But effective preboarding goes beyond cultural touchpoints; it also ensures critical compliance tasks like background checks are completed and in place before day one.
To maximize effectiveness, expand pre-boarding to include:
- Team introductions
- Compliance tasks (background checks, drug screenings)
- IT & System Setup (email accounts, software access, equipment delivery)
- Helpful resources (onboarding schedule, company culture materials)
The more prepared and connected new hires feel before their first day, the more likely they are to hit the ground running.
