NEW HIRE CHECKLIST TEMPLATE
EMPLOYMENT PAPERWORK TO COMPLETE BEFORE
Prepare an employment contract and receive signed, if applicable. This contract is usually written as a detailed job offer that includes:
Job information (job title, department)
Work schedule
Length of employment
Compensation and benefits
Employee responsibilities
Non-disclosure agreement
Non-compete agreement
Time off policy
Termination conditions
Send an offer letter. This is a document (often an email) that spells out the basics of the relationship between employer and employee. In your job offer letter or email, include:
Job title
Department
Name and position of direct report
Work schedule
Start date
Compensation
Benefits (brief mention)
Length of employment
Date by which candidate needs to respond to your offer
You could also attach the employment contract, where you describe terms of employment in detail.
Complete employment forms required by your country or state law. The most common types of forms new hires fill out are:
W-4 form
I-9 form
State tax withholding form
Employee invention agreement form
Direct deposit form
Benefits forms (e.g. health insurance agreement)
Tasks to do before a new hire’s first day
Ask new hires to send you:
Personal data to enter into company HRIS (e.g. ID or passport number, contact details, SSN, tax identification number)
Bank account information, if you’re using direct deposit to pay employees
Copies of certificates and diplomas that are necessary to perform the job (e.g., for nursing or accounting positions)
Any food allergies or preferences they may have (e.g., vegetarian or gluten-free)
Send new hires a welcome email that includes:
Arrival time on their first day
A copy of your office map
A rundown of the dress code, if you have one
A first day or first-week agenda
Invite new hires to join corporate accounts, including:
Email
Messaging software (e.g. Slack)
HRIS
Productivity tools (e.g. Trello, ToDoist)
Password security (e.g. LastPass)
Send a new hire announcement email to all employees to make sure they give a warm welcome to their new colleague.
Remind new hire’s manager to send a chat message announcing the new employee on their start date (e.g. on Slack, Workplace.) Make sure to mention:
New hire’s name and job title
Department/team they’ll be joining
A few things about their professional or academic background
Welcome events you may have organized (e.g. an after-work dinner)
Send a reminder to hiring managers to make sure they prepare new employee’s first-day tasks.
Send new hire’s data to your:
The accounting department, so that they add new employee to payroll
IT team, so that they can help them set up accounts for corporate software
Office Manager, so that they can set up their workstation
Prepare your new hire’s tech, including:
Laptop.
Monitor.
Phone.
Mouse.
Keyboard.
Headset.
Arrange for new hire’s ID card, building access fob, and personal locker.
Order new employee’s business cards and/or nameplates.
Ask for a new hire’s T-shirt size and place an order for a work uniform and/or a company T-shirt as a welcome gift.
Prepare and send an onboarding kit. Here’s what you could include:
Employee handbook
A welcome letter from their manager or CEO
Computer setup instructions
Stationery (e.g. notebook, pens, stickers)
A company t-shirt
A company mug
A copy of your organizational chart
A copy of a book relevant to your company or its culture
A guide of local points of interest (e.g. nearby cafes and restaurants)
Prepare a tentative first day and first-week agenda that covers:
A company overview, including mission, teams, and policies
1:1 meeting with the manager and team members
Completing the HR paperwork
Role-specific training
Product-related demos
Team-building activities (e.g., a group lunch)
Assign a buddy to help new hire through first few weeks or months in the role.
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