Pre-Boarding Communication Checklist
Using this structure reduces new hire ghosting and alleviates the anxiety that often occurs between the offer letter and the start date.
This comprehensive Pre-Boarding Communication Checklist outlines what to communicate, when to communicate it, and why it matters. Following this structure creates clarity for new hires and ensures a confident, prepared first day.
Phase 1: The Official Welcome
Send immediately after offer acceptance
- Confirm receipt of the signed offer letter
- Express genuine excitement from leadership or the hiring manager
- Provide a rough timeline of what comes next
Phase 2: Logistics & Admin
Send one week before start date
- Initiate digital onboarding paperwork (tax forms, direct deposit, emergency contacts)
- Request required ID documents for I-9 verification
- Confirm technology requirements and equipment preferences
Phase 3: First Day Details
Send two days before start date
- Confirm arrival or login time
- Provide parking or transit instructions
- Share the Day 1 agenda
- Announce buddy or mentor assignment
- Clarify lunch plans
Phase 4: Internal Announcement
Send one day before start date
- Announce the new hire to the existing team
- Encourage team members to introduce themselves on day one
Pre-Boarding Email Templates
You can copy and paste the templates below into your email client or HRIS system. Adjust tone and details to fit your company culture.
Template 1: The Official Welcome
Subject: Welcome to the team, [Employee Name]!
Dear [Employee Name],
We are thrilled to welcome you to [Company Name] officially. We received your signed offer letter and are excited to have you join us as our new [Job Title].
The team is looking forward to working with you. Over the next few weeks, we will share additional details to ensure your first day is focused on settling in rather than paperwork.
If you have any questions in the meantime, please do not hesitate to reach out.
Best regards,
[Manager Name]
Template 2: Logistics & Admin
Subject: Getting ready for your start date
Hi [Employee Name],
With one week to go until your start date on [Start Date], we would like to take care of a few administrative items.
Paperwork:
Please complete your new hire paperwork via our employee portal before your first day.
I-9 Verification:
Please remember to bring acceptable forms of identification on your first day.
Technology:
Let us know if you have any equipment preferences so we can prepare your workstation.
Best,
[HR Name]
Template 3: First Day Details
Subject: What to expect on your first day
Hi [Employee Name],
We are looking forward to welcoming you on your first day. Below are the details to help your day run smoothly.
Arrival:
Please arrive or log in at [Time].
Dress Code:
Our office environment is business casual.
Lunch:
A team lunch has been scheduled so you can get to know everyone.
Your Buddy:
You will be paired with [Buddy Name], who will support you during your first few weeks.
See you soon,
[Manager Name]
Template 4: Internal Team Announcement
Subject: Welcoming our new [Job Title], [Employee Name]
Team,
[Employee Name] will be joining us on [Start Date] as our new [Job Title]. They bring experience in [Key Skill] and will work closely with the [Department] team.
Please join us in welcoming them and feel free to stop by and say hello during their first week.
Best,
[Manager Name]