Engaging Candidates: The Key to Successful Pre-Boarding

One of the most vulnerable moments in the hiring process comes after a candidate signs their offer letter but before their first day. This period, often called the “pre-boarding” phase, can last anywhere from two weeks to several months. If it’s not managed well, new hires can lose enthusiasm, accept counteroffers, or even back out entirely.

Keeping candidates engaged during this time is one of the simplest and most effective ways to protect your hiring investment. It sets the stage for a successful onboarding experience.

Why Engagement Matters Before Day One

1. Reduces Risk of Drop-Off

   The longer the gap between the offer and the start date, the more opportunity there is for a candidate to reconsider or be approached by another employer.

   
   

2. Builds Early Loyalty

   Ongoing communication shows that the company values them and is excited for them to join. This creates a sense of belonging before day one.

   
   

3. Strengthens the Employer Brand

   A thoughtful pre-boarding process reflects positively on your organization. It helps turn new hires into brand advocates.

   
   

4. Smooths the Transition

   Staying connected can ease anxiety, clarify logistics, and help the new hire hit the ground running when they start.

   
   

Strategies to Keep Candidates Engaged

1. Celebrate the Acceptance

Send a warm, personalized note from the hiring manager or team leader congratulating the candidate on joining. A short video message or team photo can make the welcome even more memorable.

2. Maintain Consistent Communication

Do not let weeks go by without contact. Even a quick check-in email helps maintain excitement. A good rhythm might include:

• A welcome message within 24 hours of signing.

• A midpoint update about logistics or introductions.

• A final note the week before their start date.

  
  

3. Involve the Team

Encourage future teammates to connect on LinkedIn or send short notes welcoming the new hire. This helps build relationships and reduces first-day nerves.

4. Share Helpful Information

Provide practical details about what to expect on the first day, company tools, or dress code. If your company has a pre-boarding portal or learning resources, share those early.

5. Send a Welcome Package

A small gesture such as company-branded gear, a handwritten card, or a welcome kit can go a long way toward making a new hire feel appreciated.

6. Invite Them to Team Events

If timing allows, include new hires in team meetings, virtual happy hours, or company events before their official start date. It helps them feel like part of the group early on.

7. Reinforce Their Decision

Remind them of what makes your company special. Share a story about the team’s recent success, customer impact, or an upcoming project they will be part of.

Avoid These Common Mistakes

• Going Silent: No communication signals disorganization and disinterest.

• Overwhelming the Candidate: Keep messages concise and avoid flooding them with onboarding documents too early.

• Ignoring Counteroffer Risk: If your candidate is leaving a current role, maintain regular contact during their notice period.

• Failing to Personalize: Generic messages lack warmth. Tailor outreach to the candidate’s role, goals, or personality.

  
  

The Importance of Pre-Boarding

Pre-boarding is crucial for setting the right tone. It’s your chance to engage with candidates and ensure they feel valued. This phase can significantly impact their overall experience and commitment to your company.

Building a Connection

Creating a connection during pre-boarding is essential. It helps candidates feel like they are already part of the team. This connection can lead to higher retention rates and a more engaged workforce.

The Role of Communication

Effective communication is key during pre-boarding. Regular updates and check-ins can help candidates feel informed and excited. It’s important to strike a balance between staying in touch and not overwhelming them.

Tailoring the Experience

Every candidate is unique. Tailoring the pre-boarding experience to fit their needs can make a significant difference. Consider their background, role, and personality when crafting your communication.

Final Thoughts

The time between offer acceptance and start date is your first opportunity to deliver on the promises made during the hiring process. Keeping candidates engaged is not about constant communication; it is about thoughtful touchpoints that build confidence and excitement.

When done right, pre-boarding transforms a new hire from “future employee” to “future advocate” before they even walk through the door. Engaging candidates during this phase is essential for long-term success.

By following these strategies, you can create a positive pre-boarding experience that sets the stage for a successful onboarding journey.