From Offer to First Day: 6 Preboarding Steps for Managers

Preboarding begins the moment the candidate accepts your offer. It’s your chance to welcome them to the team, help them feel prepared, and get them excited before they even walk through the door.

These 6 steps will turn your newest hire from a nervous newcomer to a confident contributor – right from the start.

What is Preboarding (and Why It Matters)

Preboarding (also referred to as pre-onboarding) is about the actions you (the hiring manager) take between “I accept the offer!” and your new hire’s first day.

Think of it as rolling out the welcome mat.

A thoughtful preboarding approach shows you care and want to ease any new-job jitters. Preboarding also builds a connection, making it harder for them to accept any last-minute counteroffers from their current employer.

2-Week Preboarding Timeline

Week 1: Building the Connection

Step 1 – Send a Personal Welcome Email

HR will send their standard communications, but you (the hiring manager) should also personally reach out. Send a warm email right after they accept and sign the offer letter to start building rapport. That friendly message from you goes a long way in making them feel truly welcomed and valued.

Here’s an example:

“Reid, I’m thrilled you’ll be joining our team! While HR will handle the official paperwork, I wanted to personally say how excited we are to have your expertise on our FP&A team. I’ll give you a call tomorrow to chat about the next steps.”

Step 2 – Make the Connection Call

Don’t skip this call! It’s your chance to strengthen the relationship now that they’ve accepted your offer.

Here’s what to cover:

Welcome them warmly and let them know the team is excited to meet them!
Ask when they plan to give notice and how they feel about it
Offer to be a sounding board if they’re nervous about the conversation
Confirm they know what paperwork to expect from HR
Express genuine interest in them as a person, not just as a new employee
Share a bit about the team culture they’ll be joining

Try opening with something like:

“How are you feeling about giving notice? Is there anything I can do to make the transition easier for you?”

Step 3 – Share Team Materials + Send Welcome Swag

Make your new hire feel like part of the team before their official start date! Send branded items they’ll appreciate – notebooks, pens, sticky notes, or a nice water bottle. For local candidates, consider a coffee meetup before they start.

This is also a great time to:

Check if they received all necessary HR communications
Send any reading materials that might help them prepare (like recently published financial reports)
Share team photos or brief bios of key team members they’ll work with
For remote workers, consider scheduling a virtual team coffee to make introductions

Step 4 – Confirm Technology + Access

Make their first day as smooth as butter by making sure their technology and access are ready to go! Take a few minutes to check everything is prepared.

Verify with IT that their email account is set up and working properly
Confirm their computer, phone, and other equipment are prepared and at their desk
Ensure building access/security badges are ready for pickup (if needed)
Double-check that system permissions and logins are in place for all required platforms

Send a quick email on Monday or Tuesday during Week 1 so your new hire knows you’re thoughtfully preparing for their arrival:

“Hi Derek, just wanted to let you know that your computer, email, and system access are all set up and waiting for you on Monday! If you have any questions before then, feel free to reach out.”

Week 2: Setting Them Up for Success

Step 5 – Share the Detailed First-Day Plan

Eliminate first-day jitters by painting a clear picture of what to expect!

Send a detailed first-day plan that includes:

What time to arrive and where to park
Building access details and who will greet them
Their complete schedule for day one, broken down by hour (and ideally, a plan for the first few weeks!)
Who they’ll meet, and what they’ll work on
Lunch plans and dress expectations
Any timing challenges (like month-end close)

Be upfront about note-taking expectations, too:

“You’ll be shadowing Jennifer for the first few days. Having a notebook handy to capture month-end processes will be super helpful!”

These details might seem small, but they answer questions that are likely to keep your new hire awake the night before they start.

Step 6 – Send a Final Check-in the Day Before

Don’t underestimate the power of a simple day-before message!

Send a follow-up text or email the day before their start date with a warm message like:

“Looking forward to welcoming you tomorrow! Everything is ready for your arrival.”

This quick touchpoint provides reassurance during what’s often an anxious night and reinforces that you’re personally excited to have them join the team.

The Emotional Side of Transitions

Changing jobs is one of life’s major stressors! New hires commonly face emotional challenges when leaving their current positions, such as:

Guilt about abandoning their current team
Anxiety about fitting in with a new group of colleagues
Self-doubt about whether they’ve made the right decision
Fear of the unknown and potential failure in their new role

Your thoughtful preboarding process builds an emotional bridge that helps them cross over to your team with confidence. Each personal touchpoint creates a connection that makes it psychologically harder for them to accept last-minute counteroffers from their current employer.

When emotions are running high during resignation, having already built a relationship with you can be the difference between them showing up on day one or calling with regrets.

Quick Tips for Success

Put these principles into practice to make your preboarding truly effective:

Be personal: Communications directly from you (not just HR) create real connection and show you care
Be practical: Share those seemingly small details about parking, dress code, and lunch options that can cause big anxiety
Be transparent: If they’re starting during a hectic time like month-end close, give them a heads-up so they know what to expect
Be adaptable: Remember that everyone learns differently – take time to ask about their preferences and adjust accordingly
Set reminders: Block time on your calendar for each preboarding step so it doesn’t fall through the cracks during busy periods

Even implementing just a few of these practices will dramatically improve your new hire’s experience and increase the likelihood they’ll show up excited on day one.

Final Thoughts

Remember that starting a new job is a big decision.

Your thoughtful preboarding process prepares them for the role and confirms they made the right choice in accepting your offer. Every message, call, and touchpoint tells them: ‘We’re excited you’re joining us, and we’re invested in your success!’

Start small, be consistent, and watch your new hires transition from nervous newcomers to confident contributors before they even walk through the door!