When a candidate accepts a job offer, it marks the beginning of a new relationship, not just the end of recruitment. Yet, many companies focus so much on sourcing talent that they forget what happens in the critical window between offer acceptance and the first day on the job. That’s where employee preboarding comes in.
Preboarding is more than a welcome email or a checklist of documents. It’s a strategic process that sets the tone for a positive employee experience, builds excitement, and reduces early turnover. In this guide, we’ll explore everything you need to know about employee preboarding in 2025—from what it is, why it matters, and how to implement it successfully.
Table of Contents
- What is Employee Preboarding?
- Preboarding vs. Onboarding: What’s the Difference?
- Why Preboarding Matters in 2025
- Benefits of Employee Preboarding
- Risks of Skipping the Preboarding Stage
- What Should Be Included in a Preboarding Process?
- Virtual Preboarding in Remote and Hybrid Workplaces
- Preboarding Best Practices
- Tools and Software for Seamless Preboarding
- Final Thoughts
1. What is Employee Preboarding?
Employee preboarding refers to the activities and communications that take place after a candidate accepts a job offer but before their first official day of work. Unlike onboarding—which starts on day one and continues through the initial months—preboarding happens in the interim period to prepare the new hire both logistically and emotionally.
It’s an opportunity for companies to:
- Start building a relationship with the new hire
- Share important company information
- Reduce anxiety and answer questions
- Begin necessary admin tasks
- Ensure the employee is excited and ready to hit the ground running
2. Preboarding vs. Onboarding: What’s the Difference?
| Feature | Preboarding | Onboarding |
| Timing | Between job offer acceptance and first day | From day one to end of probation (often 30–90 days) |
| Focus | Emotional connection, logistics, paperwork, first impressions | Role clarity, training, performance expectations, cultural immersion |
| Goal | Prepare and excite new hires | Integrate employees into the organization |
Think of preboarding as the “warm-up lap” before the race officially begins. It ensures that your new employee arrives on day one informed, connected, and enthusiastic—not overwhelmed or disengaged.
3. Why Preboarding Matters in 2025
Today’s workforce is more mobile and informed than ever. Candidates have high expectations for how they’ll be treated—even before they start. According to industry data:
- Up to 20% of new hires ghost employers before day one.
- Nearly 30% of new employees leave within the first 90 days.
- Candidates often evaluate company culture from the moment the offer is accepted.
In 2025, preboarding isn’t just a “nice to have”—it’s a competitive differentiator. With remote and hybrid work models becoming the norm, companies must proactively bridge the emotional and logistical gap between recruitment and employment.
4. Benefits of Employee Preboarding
Implementing a structured preboarding process pays off in many ways. Here are the most compelling benefits:
1. Reduces First-Day Anxiety
Starting a new job is stressful. Preboarding gives new hires the confidence and clarity they need to show up relaxed and ready.
2. Boosts Early Engagement
Engaged employees are more likely to stay. Preboarding helps build loyalty before day one by introducing culture, values, and team dynamics.
3. Improves Productivity from Day One
Employees who have completed paperwork, received equipment, and understood their role can dive into work faster.
4. Decreases Early Turnover
When new hires feel ignored or disconnected before they start, they may rethink their decision. Preboarding reduces the risk of ghosting or quitting early.
5. Strengthens Employer Branding
A polished preboarding experience reflects a company that’s professional, organized, and people-first.
5. Risks of Skipping the Preboarding Stage
Failing to preboard your new hires can lead to:
- Poor first impressions
- Delays in onboarding tasks
- Increased no-show rates
- Disengagement before day one
- Loss of top talent to counteroffers
Think of it this way: You’ve worked hard to recruit this person—why risk losing them during the final stretch?
6. What Should Be Included in a Preboarding Process?
A successful preboarding plan should cover the following components:
1. Welcome Message
Send a personalized email or video from the hiring manager or CEO expressing excitement about the new hire joining the team.
2. Preboarding Portal Access
Give access to a central hub where employees can find relevant documents, benefits info, videos, and schedules.
3. Paperwork and Admin
Let them complete forms (e.g., tax, direct deposit, NDAs) online ahead of time.
4. Company Overview
Provide an engaging presentation or video about your mission, values, and leadership team.
5. Role Clarity and Schedule
Clarify their start time, agenda for day one, who they’ll meet, and expectations for the first week.
6. Equipment Delivery
Ensure laptops, access cards, and software logins are prepared and shipped in time.
7. Team Introduction
Share a team bio or schedule a virtual “hello” meeting so they feel familiar faces on day one.
8. Buddy Assignment
Pair new hires with a peer buddy to help answer informal questions and ease the transition.
7. Virtual Preboarding in Remote and Hybrid Workplaces
In 2025, many teams operate in remote or hybrid models. This makes preboarding even more critical—and slightly more complex.
Tips for remote preboarding:
- Use video messages to create a human connection.
- Ship tech and swag early to avoid day-one delays.
- Schedule virtual meet-and-greets with team members.
- Provide a digital checklist with due dates.
- Offer access to internal tools like Slack, Notion, or Teams ahead of time.
Remote hires can feel isolated before day one. Preboarding helps create connection and reduces that isolation.
8. Preboarding Best Practices
Want to build a winning preboarding process? Follow these best practices:
1. Start Immediately After Offer Acceptance
Don’t wait. The longer the gap between offer and start, the greater the risk of disengagement.
2. Personalize the Experience
Tailor communication and content based on the employee’s role, location, and team.
3. Create a Timeline
Break preboarding into a week-by-week schedule (e.g., Week 1: Welcome message, Week 2: Equipment setup, etc.)
4. Leverage Automation
Use HR software to automate repetitive tasks like document collection and task reminders.
5. Measure Engagement
Track preboarding task completion, response time, and feedback to optimize the experience over time.
6. Involve the Manager
A personal touch from the new hire’s manager goes a long way in creating connection and trust.
9. Tools and Software for Seamless Preboarding
Several tools can streamline and automate your preboarding process:
1. BambooHR
Includes onboarding and preboarding checklists, e-signature tools, and employee self-service portals.
2. WorkBright
Ideal for remote hires, this platform helps with remote paperwork completion and compliance tasks.
3. Talmundo
A customizable preboarding platform with timelines, welcome videos, and mobile access.
4. Sapling HR
Automates workflows for IT setup, team introductions, and document collection.
5. Slack + Google Workspace
For startups and smaller teams, a Slack channel and shared Drive folder can also provide an organized preboarding flow.
10. Final Thoughts
Employee preboarding isn’t just a tactical step—it’s a strategic opportunity. In today’s competitive talent landscape, how you welcome new hires before day one can directly influence your retention, reputation, and results.
When done well, preboarding reduces anxiety, builds early trust, and turns new hires into brand advocates before they even walk through the door (or log in).
So don’t let that window between offer and start go silent. Use it to connect, prepare, and inspire.
Ready to build a preboarding process that wows? Start small, stay consistent, and always keep the employee experience at the center.
Let the journey begin—before day one.
