Preboarding Done Right: Keeping New Hires Engaged Before Day One

Bridging the Gap Between Offer and Day One

You might assume that once a candidate signs the offer, they’re guaranteed to show up on their first day – but think again. In reality, as many as 1 in 5 new hires accept a job offer only to never appear on Day One. Often the culprit is a lack of engagement during the quiet period after contract signing. One HR executive vividly described a poor preboarding process as “get the fish on land just to leave it there for dead,” highlighting how new hires can feel abandoned if an employer goes radio silent in the weeks before they start.

This is where preboarding comes in. Preboarding refers to the structured process of engaging and preparing a new hire after they’ve signed the offer but before their first official workday. It’s essentially the first phase of onboarding – a bridge between recruitment and Day One that keeps the excitement alive. Done right, preboarding makes a new employee feel welcomed, valued, and informed before they ever set foot in the office. For HR professionals and business leaders, mastering preboarding is crucial: it can boost retention, prevent no-shows, and set the stage for a more productive, positive onboarding experience. In this article, we’ll explore why preboarding matters and share best practices to keep your new hires engaged before day one.

Table of Contents

• Why Preboarding Matters for New Hires
  
• Key Benefits of Engaging New Hires Before Day One
  
• Best Practices for a Successful Preboarding Program
  
• Real-World Examples of Preboarding in Action
• Final thoughts: Laying the Foundation for Day One Success

Preboarding often doesn’t get as much attention as formal onboarding, but it’s a critical step in the new hire journey. It encompasses the time period between the moment a candidate accepts the job offer and their first day on the job. Ignoring this period is a missed opportunity – those days or weeks are prime real estate for building excitement, reducing anxiety, and reinforcing the new hire’s decision to join.

Without any outreach or plan in place, a new employee can quickly feel uncertain or even second-guess their choice. In fact, 64% of new employees receive no preboarding at all, which means the majority of organizations leave new hires in the dark after contract signing. This lack of interaction can make hires feel neglected and even lead them to back out of the job before day one. It’s no surprise that a strong preboarding process is linked to far better outcomes: one study found that companies with effective preboarding can improve new-hire retention by up to 82%. In contrast, if the experience is poor or non-existent, organizations risk losing talent they worked hard to recruit.

Early engagement is also about making a great first impression as an employer. First impressions form quickly – sometimes even before the official start date. Research shows that half of new hires have contemplated quitting in the very first days on the job, and if they endure a bad onboarding experience, that number jumps to 80% considering an early exit. Even more alarming, an estimated 4% of new employees actually quit after a disastrous first day. These figures underscore how high the stakes are: a new hire’s initial experiences with your company can make or break their commitment. Preboarding helps ensure those first experiences are positive. By providing information, support, and a warm welcome before day one, you alleviate the jitters that often accompany a new job and prevent “buyer’s remorse” in your hires.

Importantly, preboarding isn’t a separate, trivial add-on – it’s an integral part of onboarding. The best organizations recognize this. In fact, top-performing companies are 53% more likely to engage in preboarding for their new hires than average companies. They know that onboarding truly begins the moment the offer is signed, not just when the employee walks in on their first day. For HR teams, this means taking ownership of the new hire experience early and treating preboarding as the first step toward a successful, long-term employment relationship.

Preboarding done right delivers a range of benefits for both the new employee and the organization. By keeping the newcomer engaged before they start, you can:

• Boost New Hire Engagement and Confidence: Early outreach makes newcomers feel like part of the team sooner. This matters because only about 31% of employees are engaged at work on average – starting engagement before day one helps get things off on the right foot. It also reduces first-day nerves by answering questions and clarifying what to expect, so the new hire arrives confident instead of anxious.
  
• Improve Retention and Reduce No-Shows: Maintaining contact and excitement in the preboarding phase significantly increases the likelihood that the hire will actually show up and stay. As noted, companies with strong preboarding see much higher retention rates. You’ll also mitigate the risk of new hires “ghosting” you for a competitor – a real risk given that 1 in 5 new hires never makes it to their first day when left unmanaged.
  
• Alleviate First-Day Anxiety: By providing information like where to go, whom to ask for, what the first day’s agenda looks like, etc., you remove the scary “unknowns” that often plague new hires. Preboarding communication can cover FAQs (dress code, parking, what to bring) and even introduce team members virtually, so that Day One feels far more welcoming and less overwhelming for the individual. This early preparation means fewer first-day jitters and a more relaxed, ready-to-learn employee.
  
• Speed Up Time to Productivity: When administrative forms and setup tasks are handled beforehand, new hires can hit the ground running. Preboarding allows employees to complete paperwork (tax forms, direct deposit, NDAs, etc.) at their own pace before they start working. That way, the first day (and first week) can focus on training and integration rather than slogging through forms. This head start can shorten the ramp-up period – one company found that thoughtful onboarding (including preboarding) led to new hire productivity being much higher in the initial months.
  

Strengthen Employer Brand and Loyalty: A well-crafted preboarding experience sends a powerful message about your company culture. When you welcome a new hire with personal touches – like a thoughtful welcome package or a note from the CEO – it shows you care about your people. This fosters loyalty and pride in the organization from the outset. New employees who feel cared for are more likely to become enthusiastic, long-term ambassadors for your brand. In short, preboarding helps build an early emotional connection and sense of belonging that pay dividends in engagement and retention.

Every organization’s preboarding checklist may look a little different, but there are core best practices that help ensure your new hire feels supported and excited before day one. Below are several key strategies and steps to include in a preboarding program:

1. Send a Warm Welcome Immediately: Don’t wait until the first day to express your excitement. As soon as the hire signs the offer, reach out with a personalized welcome message. Ideally, this comes from the hiring manager or a senior leader, not just HR. A warm welcome email – or even better, a phone call or video message – shows the new employee they’re valued from day zero. (For example, some companies include a short welcome video from the CEO to underline how important each new hire is.) This first contact should congratulate them on joining the team, reaffirm their decision to come aboard, and let them know you’ll be in touch with next steps.
   
2. Provide a “First-Day Game Plan” and Key Info: Help your incoming employee picture their first day (and week) so they know what to expect. A few days after the offer is accepted – especially if there’s a long gap before the start date – send them a brief overview of their first day’s agenda and onboarding schedule. Include practical details: office location or login instructions for remote workers, start time, dress code, parking or commute tips, and a rundown of any orientation meetings. You might share a tentative first-week schedule: e.g. “Monday: Orientation with HR at 9am, Team lunch at noon; Tuesday: Product training at 10am,” etc. Seeing a roadmap helps new hires mentally prepare and reduces uncertainty. It’s also useful to compile an FAQ document addressing common newbie questions (“What do people typically do for lunch?” “How do I set up my computer accounts?”) so they’re not left in the dark.
   
3. Handle Paperwork and Admin Tasks Early: Take advantage of the preboarding window to get all the dull but necessary paperwork out of the way. Send over any forms that can be completed in advance – tax withholding forms, direct deposit setup, non-disclosure or policy acknowledgments, benefits enrollment information, etc. Using digital onboarding tools or secure e-signature platforms can streamline this process. By letting new hires complete required documents at their own pace before their start date, you save them from spending hours on forms during Day One. This means their first day can be more about meeting colleagues and learning the job rather than filling out HR paperwork. (And as a bonus, your HR team won’t be scrambling for signatures later – everything’s done ahead of time.)
   
4. Set Up Technology and Workspace in Advance: There’s nothing worse for a new hire than arriving (or logging in remotely) and finding no equipment or access ready for them. Coordinate with IT and facilities to ensure the person’s laptop, email, software accounts, security badge, and workspace are prepared before their first day. If the role is remote, ship their equipment early and provide clear instructions for setup. Double-check that all necessary tools (from network logins to software licenses) are functioning. When a new employee sees that their workstation is ready and waiting – computer configured, accounts active, even a sticky note welcome on their desk – it sends a strong signal that the team is organized and truly excited for their arrival. It spares them the awkward downtime of day one tech glitches.
   
5. Introduce the Team and Assign a Buddy: Starting a new job can feel socially daunting, so make sure your hire recognizes a few friendly faces ahead of time. Introduce them to the team before day one. Managers can send an email to the department announcing the new hire, perhaps sharing a bit about their background and start date. Even better, loop the new employee into a team group chat (if appropriate) or have team members reach out on LinkedIn or email to welcome them. Many organizations also use a “buddy system”, pairing the newcomer with an experienced colleague who can be a go-to person for questions and camaraderie. If you have a buddy program, introduce the pair during preboarding – the buddy can shoot them a welcome note and offer to chat about anything from company culture to what people do for lunch. Knowing at least one person personally before walking in can greatly ease first-day nerves. If feasible, you could also invite the new hire to an informal team event (like a casual lunch, Zoom coffee chat, or after-work social) before their official start. Early social integration makes the workplace feel welcoming and helps the new employee build relationships right away.
   
6. Share Company Culture and Provide Resources: Preboarding is an ideal time to immerse your incoming hire in the company’s mission, values, and culture. Send over engaging reading materials or videos about the organization – for example, a digital copy of the employee handbook, links to recent company news or product launches, and a note about core values and traditions. Many companies also prepare a fun welcome kit for new hires, which might include company-branded swag (t-shirt, notebook, coffee mug, etc.), a welcome letter, and other goodies. Delivering this package to the new hire’s home before they start can create delight and signal “you’re one of us now.” It’s a tangible way to make them feel part of the team even before day one. Atlassian, for instance, ensures that new employees receive their full welcome pack (laptop included) and even a customized 90-day onboarding plan prior to their first day, so they feel at home from the outset. You can adjust the lavishness of the kit to your budget – even a small, thoughtful gift and a note can leave a big impression. The key is to reinforce your culture and show the new hire what your company is all about, so they start feeling aligned with your values early on.
   
7. Keep Communication Open (and Two-Way): From offer acceptance to day one, maintain regular, friendly communication with your incoming hire. Don’t just send one welcome email and then go silent for four weeks. Instead, map out a few checkpoints – for example, a follow-up email a week before start to say “we’re excited to see you next Monday, here’s a reminder of where to go or how to log in,” and perhaps a mid-point check-in if the lead time is long. Encourage managers or team members to reach out as well; even a quick “How are you doing? Looking forward to you joining us!” message can keep them engaged. Make it clear that new hires can ask questions before they start working. You might invite them to send any queries or even set up a brief Q&A call to address their concerns. Keeping the lines open builds trust and shows that your organization is responsive and supportive. Two-way communication is important – invite feedback or questions about the preboarding materials you’ve sent, or simply ask how they’re feeling as day one approaches. This dialogue helps you catch and address any worries early, ensuring the new hire walks in on day one with enthusiasm instead of unresolved doubts.
   
8. Personalize and Be Flexible: Lastly, remember that one size doesn’t fit all when it comes to preboarding. Tailor your approach to the individual’s role, location, and personality. For example, a software engineer might appreciate getting technical documentation or access to code repositories to explore early, whereas a sales hire might benefit from industry articles or product demos to review. Be careful not to overload anyone with too much information; prioritize the most useful resources. It can help to ask the new hire if there’s anything specific they’d like to learn or do before starting. Additionally, solicit their feedback on the preboarding process – after they’ve started, ask what was helpful and what else they wish they had known. This can uncover improvements for future hires. By staying flexible and person-centric, you ensure the preboarding experience feels like a custom welcome rather than a bureaucratic checklist. The result is a new team member who feels seen and supported as an individual even before they officially join.
   

Implementing these best practices requires coordination and effort, but the payoff is huge. Your new hires will show up on Day One feeling prepared, excited, and already connected to the company – which is exactly how you want the journey to begin.

Many leading organizations have recognized the power of preboarding and woven it into their hiring process. Let’s look at a couple of examples that illustrate preboarding done right:

• Tech Company “Atlassian” – Welcome Kit and 90-Day Plan: Atlassian, a global software firm, has made preboarding an essential part of its onboarding culture. New hires at Atlassian don’t wait until their first day to feel part of the team – the company sends out the employee’s laptop (pre-configured), equipment, and a curated welcome pack before the start date. In one account, a new Atlassian employee shared that from the moment she signed on, she received an “insightful welcome pack,” had her MacBook Pro set up remotely, and even got access to a Trello board detailing her 90-day success plan – all before day one. She noted that these measures erased her fears of starting a new role, even though she was onboarding remotely. This example shows how thoughtful preboarding logistics (technology ready to go, clear onboarding plan provided early) can boost a hire’s confidence. Atlassian explicitly aims to make newcomers “feel at home before they’ve even set foot in the office” by delivering key tools and cultural touchpoints in advance. The result is that new team members enter the company feeling welcomed, informed, and less anxious about the unknown.
  
• Engagement by Design – Informal Meetups and Swag: Some organizations take a more social approach, ensuring new hires start forming bonds with colleagues before their first day. For instance, a marketing agency might invite incoming hires to a casual team Zoom happy hour or an in-person lunch if they live locally. This way, the newbie has already chatted with the team and won’t feel like a stranger walking in on day one. Other companies focus on fun welcome touches: one firm sends a “New Hire Survival Kit” to arrivals a week before they begin, packed with branded merchandise, a personal welcome note, and even a gift card for coffee. These gestures create excitement and signal the company’s culture of caring. Such real-world practices show that whether it’s through early social integration or creative goodies, preboarding can be tailored to fit a company’s style while still achieving the core goal of making the new hire feel valued and engaged.
  
• Learning Modules and Early Training – Example from Finance Industry: In highly regulated industries like finance or healthcare, there may be mandatory training or certifications that new employees must complete. A large financial services company demonstrated effective preboarding by giving new hires access to their learning management system (LMS) as soon as the hire was confirmed. In the weeks before start, the employees could voluntarily begin short training modules that introduce key compliance topics and basic job tools. They framed it as an optional “sneak peek” into the role. Many new hires appreciated the head start, reporting that it made them feel more prepared and knowledgeable on Day One. This example underscores how preboarding can also be used to accelerate learning (without overwhelming the hire), benefiting both the employee and the employer with quicker ramp-up times.
  

Each organization might implement preboarding a little differently, but the common thread in these examples is proactive engagement. By reaching out, providing resources, and fostering connections before the official start date, these companies ensure that new hires don’t spend their pre-start period in a vacuum of silence. Instead, the employees step into their new role already acquainted with the culture, equipped with the tools they need, and connected to the people they’ll be working with. This dramatically smooths the transition into the company.

Preboarding is all about laying a strong foundation so that when a new hire arrives on day one, they are not walking in cold. Instead, they feel like they’re already a part of the organization’s story. For HR professionals and business leaders, investing time in preboarding yields returns in the form of higher new-hire success rates, faster integration, and improved retention. It transforms that awkward gap between offer acceptance and start date into a productive warm-up period for the new employee.

By keeping new hires engaged before day one – through communication, preparation, and personal touches – you send a powerful message: we’re excited you’re joining us, and we’re committed to your success. This message resonates deeply with employees. It calms their first-day nerves, boosts their confidence, and builds loyalty even before the first paycheck. Remember that employees often decide how they feel about a company very early on. A well-executed preboarding process ensures those early feelings are overwhelmingly positive, reducing the odds of early turnover and setting the tone for an enthusiastic, committed tenure.

In today’s competitive talent landscape, you don’t want to lose great hires due to preventable early jitters or silence. Preboarding done right is a simple but powerful tool to keep your new talent engaged, informed, and eager to start. As you refine your onboarding program, make preboarding a standard practice – your new employees (and your future self) will thank you when day one arrives and your hire is already hitting the ground running with a smile on their face.

FAQ

What is preboarding in HR?

Preboarding is the process of engaging and preparing new hires after they sign the job offer but before their first day. It bridges recruitment and onboarding by building excitement, reducing uncertainty, and reinforcing their decision to join.

Why is preboarding important?

Preboarding prevents new hire dropouts, reduces first-day anxiety, and boosts retention. Without it, employees may feel neglected or even reconsider joining the company.

What are the key benefits of preboarding?

Preboarding improves retention, increases employee confidence, speeds up time to productivity, and strengthens employer branding by showing care and preparedness.

What should be included in a preboarding program?

A good preboarding program includes welcome messages, a first-day agenda, early paperwork, tech and workspace setup, team introductions, and resources about company culture.

Can preboarding impact employee engagement long-term?

Yes. When employees feel welcomed and prepared before day one, they are more likely to stay engaged, loyal, and committed to the organization over time.