Preparing for your New Hire: What to Do After the Candidate Accepts the Offer

The following are guidelines to follow once you have received acceptance from your candidate.

1. Complete All Necessary Documentation

Before onboarding, ensure all legal and administrative paperwork is in order. This includes:

• Employment Application and Offer Letter (if applicable): Ensure the candidate has signed and returned all necessary documents. Confirm key employment details such as start date, role, and compensation.

• Background Checks and References: To avoid delays, conduct background checks and verify references (if applicable) before the first day.

• Work Authorization: Verify the candidate’s work eligibility per local labor laws.

2. Pre-Start Engagement

To foster a positive relationship before your new associate begins:

• Maintain Communication: As a leader, keep in touch with your new hires before they start. According to the Society for Human Resource Management (SHRM), it costs approximately $4,700 to hire a new employee.

• Welcome Outreach: Encourage any leaders who interviewed the associate to reach out via email or phone to welcome them.

• Best Practices for Engagement: Share company information that can help connect the new hire with your organization.

  • Invite them to join your LinkedIn, Instagram, or Facebook page.

  • Send details about internal events that highlight company culture and upcoming opportunities.

  • Consider sending a welcome package with branded items.

  • These actions help create an emotional connection, ensuring they’re excited and engaged from day one.

• Personalized Email Template: In a previous role, we developed a customizable email template for leaders to send to new hires. This small investment of time can make a significant difference, as building the associate's relationship with their leader starts before they walk through the door.

3. Set Up Internal Communication

Ensure your team is prepared for the new hire’s arrival:

• Notify Key Members of your Team: Inform the hiring manager and department heads of the acceptance, start date, and any other key details.

• Coordinate with IT and Facilities: Set up email accounts, computers, phones, and other equipment. If the hire will be on-site, ensure their workspace is ready.

• Team Introduction: Share the new hire’s bio and start date with the team to ease introductions and foster a welcoming environment.

4. Plan the Onboarding Process

A structured onboarding process is essential for helping new hires integrate smoothly:

• Leverage Learning Tools: Our HEAT.U Learning Management System enables timely tracking of associate training. We also provide a Manager Playbook to help leaders effectively apply what they have learned.

  • Functional training, job shadowing, and daily check-ins are critical elements of onboarding.

  • Provide a company tour and introduce the new hire to their colleagues.

  • Assign an Onboarding Partner who can answer questions in a more informal setting.

  • Review the new hire’s job description and establish goals for the first 90 days

• Follow-Up: After 90 days, encourage the new hire to meet with everyone from their onboarding plan, reinforcing their support network.

• Welcome Package: To personalize their experience, include a company handbook, culture guide, and branded items in a welcome package.

• Orientation: Plan an orientation introducing the new hire to company culture, values, and key departments. Being available to meet them personally on the first day makes a lasting impression.

• Role-Specific Training: Prepare detailed role-specific training sessions, including expectations and key performance indicators (KPIs).

  • HARDI offers learning tracks tailored to different roles, including New Hire: Recruit to HVACR Industry and other key positions such as A2L Transition for all roles, Warehouse, and Counter Specialist roles.

  • Focus on soft skills development, such as communication and time management.

  • These learning tracks can be taken within HARDI’s HEAT.U Learning Management System or deployed through your company’s Learning Management System.

5. Arrange a Seamless First Day

First impressions matter. Ensure everything is ready for the new hire’s first day:

• On-site Setup: Ensure their desk, locker, or other items are ready and all necessary tools are in place.

• Remote Setup: Send equipment and setup instructions beforehand for remote employees.

• First-Day Agenda: Create a detailed schedule that includes meetings, introductions, and training. Make sure the new hire knows what to expect from day one.

6. Assign a Mentor or Buddy

Help new hires feel connected and supported by assigning a mentor or buddy:

• Buddy Program: Pair the new hire with someone from their team to provide guidance and help them adjust to the company.

• Check-ins: Schedule regular check-ins with the mentor and manager during the first few weeks to ensure progress and provide feedback.

7. Communicate Benefits and Perks

Make sure the new hire understands their benefits and how to access them:

• HR Meeting if applicable: Arrange a meeting with HR to review benefits, perks, and policies.

• Benefits Enrollment: Assist the new hire with enrolling in health insurance, retirement plans, and any other applicable benefits. Ensure they know all perks, such as wellness programs and associate discounts.

Preparing for a new hire’s arrival is key to their successful onboarding. By organizing these steps, you can ensure your new employee feels welcomed, supported, and ready to succeed. A structured onboarding process leads to better long-term engagement and retention.

HARDI's Talent Development Resources

HARDI provides our members with best-in-class training programs, both public and private, customized eLearning programs relevant to the HVACR industry, and consultation surrounding all things People & Culture related. If you’d like to learn more about these programs, how to build your Employment Brand to engage and retain your associates, contact HARDI’s Talent Development Team.

Explore more Talent Development resources and courses from HARDI.