Pre-boarding Checklist
Pre-boarding Checklist
New Hire Name:
Position Title:
Anticipated Start Date:
HR Coordinator:
Offer and Documentation
Email the formal offer letter to the candidate and follow up to ensure it is signed and returned before the start date.
Submit the candidate's information to the background screening vendor and monitor the process until results are received and cleared.
Email or mail the new hire paperwork bundle including tax forms, benefits enrollment, and policy acknowledgment documents.
Confirm that any required professional licenses, certifications, or educational credentials are valid and on file before the start date.
Contact the candidate's professional references to verify employment history, performance, and suitability for the role.
Workspace and Equipment Preparation
Submit the hardware request for a laptop, monitors, keyboard, mouse, and any role-specific equipment needed for the new hire.
Arrange the desk, chair, filing cabinet, and any ergonomic accessories at the designated workspace before the employee arrives.
Submit the print request for professional business cards and a desk or door name plate with the new hire's name and title.
Assemble a welcome package with branded items, an employee handbook, office map, and other materials to greet the new hire.
Arrange a parking spot, parking pass, or transit subsidy enrollment so the new hire has a plan for commuting on day one.
IT and Systems Provisioning
File the request with the IT department to create email, network, and system accounts with the appropriate access levels.
Order the necessary software licenses and request installation of all applications the new hire will need for their role.
Assign a desk phone extension or enroll the employee in the company mobile plan and have the device ready for pickup.
Request a building access badge with the new hire's photo and ensure appropriate door and floor access permissions are activated.
Set up the new hire's computer with the standard company image, security software, VPN, and pre-installed applications.
Team and Manager Preparation
Send an announcement to the team with the new employee's name, role, start date, and a brief background to prepare everyone.
Select an experienced and approachable team member to serve as the new hire's go-to resource during their first few weeks.
Draft a detailed day-by-day schedule for the first week covering orientation, training, meetings, and social activities.
Block time on the hiring manager's calendar for a one-on-one welcome conversation on the new employee's first morning.
Gather documentation, guides, and reference materials the new hire will need to start learning their job responsibilities.
New Hire Communication
Email the new hire with their start time, office address, parking instructions, dress code, and what to bring on day one.
Provide links to the company website, recent press releases, annual report, and team bios so the hire can prepare in advance.
Reach out a few days before the start date to reconfirm the schedule, answer last-minute questions, and express excitement.
Give the new hire a direct phone number and email for their HR contact and manager so they can reach out with any pre-start concerns.
Compliance and Legal Preparation
Confirm the candidate has the required work authorization documents ready to present for I-9 verification on their first day.
Submit the state-mandated new hire report with the employee's information within the legally required timeframe after the hire date.
Assemble benefits packets with plan summaries, enrollment forms, and deadline information so the employee can review options early.
Double-check the offer letter against current compensation bands, exempt or non-exempt classification, and applicable labor law requirements.
Create the employee profile in the human resources information system with all known details so records are ready on the start date.
What Is a Pre-boarding Checklist?
A pre-boarding checklist covers all tasks that should be completed between the moment a candidate accepts an offer and their official first day of work. It bridges the gap between recruitment and onboarding, addressing paperwork completion, equipment preparation, account provisioning, and early engagement activities. Effective pre-boarding reduces first-day administrative burden and helps new hires feel connected to the organization before they even walk through the door.
Why HR Teams Need This Checklist
The period between offer acceptance and start date is a vulnerable window where new hires can experience buyer's remorse, receive competing offers, or simply feel forgotten. This checklist keeps new hires engaged through regular touchpoints while ensuring all administrative and logistical preparations are complete before day one. It transforms what is often a communication void into a relationship-building opportunity.
Key Areas Covered in This Checklist
The checklist covers welcome communication and new hire portal access, digital paperwork distribution and tracking, benefits enrollment information, equipment procurement and shipping, IT account provisioning, workspace preparation, team notification, first-day schedule creation, parking and building access arrangement, and pre-boarding engagement activities. It assigns each task to a responsible party with a completion deadline.
How to Use This Free Pre-boarding Checklist
Use the Brief view when pre-boarding experienced hires with short notice periods and the Detailed view for comprehensive pre-boarding programs with two or more weeks of lead time. Customize the timeline based on your typical gap between offer acceptance and start date. Download and share the checklist with HR, IT, facilities, and the hiring manager to coordinate a seamless pre-boarding experience.
Frequently Asked Questions
Written by Adithyan RK