8 New Hire Checklist Templates
Are you looking for new hire checklist templates? Then you are at the right place.
What to Include in a New Hire Onboarding Checklist?
1. Submit a job requisition form to HR
Meet the hiring administrator within your Human Resources department before going any further.
2. Complete a Background Check
This is essential for all roles to ensure the security and safety of clients and colleagues.
3. Review the Schedule and Job Basics
This is an opportunity to contact the employee, clarify the first week’s schedule, provide a timesheet if needed, and supply basic information, like parking tickets and dress code.
4. Review Job Descriptions and Duties
Email the worker a copy of the job description, answer any queries, summarize the usable area, and describe how the employee fits into the division. You can include this in your new employee welcome letter.
5. Complete all New Hire Forms
Sorting this before their initial day will protect your time and let you concentrate on more necessary matters when they enter the workplace.
6. Prepare Team Introductions
Help involve new employees in your organizational culture. For example, email their team to familiarize the new hire, set up required meetings with essential staff members, set up a company tour, and organize social lunches or coffee dates.
7. Prepare their Work Environment
This includes tending to their new space, acquiring business cards, access badges, and IT tools such as computers, phones, etc.
8. Prepare for New Hire Training
Schedule any training and organize training, supplies, and space for trainers as necessary.
Pre-Onboarding Checklist
This step is crucial. You do not want your new employees to feel that you don’t like them. So, follow this carefully for the employee onboarding checklist, and you will not miss anything.
- Send a company-wide email announcing the new employee, with their name and job title.
- Announce their starting date and the department and office from which they will work.
- Inform their coworkers of the time and place for a meet-and-greet to introduce them to the company culture.
- Ensure that the department head is ready for the new joining.
- Define where the new employee’s desk and workstation will be.
- Order all necessary equipment the new hire will need to fulfill their duties.
- Create their accounts in the HR system.
- Create reports, emails, and other needed statements for the recruit (prepare a complete list of all services to avoid confusion about the role and responsibilities).
- Order another pair of security cards and keys.
- Prepare a welcome care package and place it on the workstation if possible.
- Prepare HR-related official documents.
First-Day Onboarding Checklist
Set out everything that the business must do during the first day.
- Be sure to welcome the recruit at the door.
- Introduce the new worker to their associates and unit.
- Show the new employee their desk.
- Arrange a work tour. Hit the necessities: entrances, restrooms, kitchen.
- Introduce the new worker’s onboarding fellow.
- Ensure that they can log in and out of their station and that all tools work correctly.
- Provide entry to the learning atmosphere if you have one.
- Provide all essential details, including guides and rules.
- Check that all credentials and accesses work.
- Arrange a meeting with hiring managers.
- Set up an introductory lunch with the new employee and their team.
- If feasible, have a one-to-one meeting at the end of the day.
First Week Onboarding Checklist
Because this is the introductory period of adaptation, it is essential to help the new fellow and not swamp them.
- Organize a welcome get-together if possible.
- Provide entry and notify them where to find company policies.
- Check that the employee has discussed with the department head and all significant people.
- Check that all equipment and software requirements are met.
- Instruct the new employee about protection and fire measures.
- Plan further training if needed.
- Organize and request the recruit to participate in team-building plans.
- Set a personal meeting at the end of the week.
- Add a new worker to the birthday list to not miss it.
First Month Onboarding Checklist
During the first month, review how employees perform and check their feelings about their new job. Then, find problems and solve them.
- Create and send a first-month onboarding form.
- Set a session with the unit head about the employee’s improvement.
- Set a personal meeting with the employee at the end of the month.
- Check the employee’s sentiments about the workplace.
- Invite the new employee to join in on activities for team members.
- Plan a three and six-month survey for the employee.
3 Months Onboarding Checklist
- Schedule an informal performance review.
- Review past and future assignments.
- Set performance goals.
- Give and ask for feedback.
- Check the employee’s progress in their training.
- Discuss the end of the probationary period.
6 Months Onboarding Program Checklist
- Conduct a six-month performance review.
- Check the employee’s goals and advancement so far.
- Set goals and objectives for the next incoming months.
- Check that the recruit has received all the mandatory training.
1-Year Onboarding Checklist
- Conduct a yearly performance review.
- Recognize the employee’s first year at the organization.
- Discuss goals and plans for the upcoming year.
- Answer any rising questions and give and receive feedback.
- Discuss compensation and raise policies.
Detailed New Hire Checklist Template
Basic and Background Information
Most of the information you need for a new hire will already be gathered during the shortlisting and interview process; however, including all this on your new hire checklist will ensure nothing falls through the holes.
This information and the forms and policies described in the next section will form the foundation of your new employee’s personnel file.
Employee Data Information Sheet
Collect the employee’s name, number, and email address for your database to ensure the accuracy and completeness of your company’s payroll and benefits systems. All existing employees must enter their information into the plans.
Pre-screening, Employment Verification, and Background Check Documentation
While not required for all types of jobs, it is a solid practice to validate that the employee you are hiring was honest during the application process. Therefore, consider conducting post-offer inquiries, pre-hire background checking, employment verifications, or drug screening (if legal in your state).
Again, it is best to maintain a confidential personnel file folder to store this data.
Signed Offer Letter and Employment Agreement
Include a copy of the signed contract in your new hire’s file. Employers use offer letters to extend a job offer to a candidate and outline the terms and conditions of the request. You can communicate your organization’s values and attractiveness as an employer by including critical elements in your offer letter.
New Employee Forms and Policies
Along with the offer letter and job agreement, you must have several other new hire forms and signed policies, including tax paperwork, for your new hires.
Signed Federal and State W-4 Forms
Have your workers fill and sign a Federal W-4 form on or before their first day of work. The W-4 is where an employee pinpoints his tax withholding choices. You can locate the form on the IRS website. You must not submit a replica to the IRS but must keep the original on file.
States use the national W-4 form, while others have their W-4 form or don’t collect state taxes. Your state’s W-4 document or counterpart is on the Federation of Tax Administrators’ website. Like the federal W-4, receive this on Day One (if your state requires it).
State New Hire Reporting
Businesses must report every new employee to their state’s new hire reporting program within 20 days of their start date. This registry aims to help the government enforce child support payments, track employment stats, and more. Each state has its new hire reporting program center, which you can find on the U.S. Small Business Administration’s (SBA) website.
Signed Employee Handbook
When an employee joins the company, it is good company practice to have them sign the corporation manual. This assures they comprehend the company’s best practices, policies, and paid time off (PTO) procedures. Having employees sign the manual also confirms that they have received a copy and understand its policies.
Signed Policy Documents
It is not unusual for firms to require new employees to sign non-compete agreements as a prerequisite of employment. These papers can help protect a company’s trade secrets and other personal information. Have your new hires sign these records on or before the first day of employment. Then, keep the records in the employee’s personnel file.
Direct Deposit Form
When hiring a new employee, ensuring their first payroll goes without a hitch is vital. One way to do this is by gathering an immediate deposit form. This form allows the company to send the worker’s pay directly to their bank account. It will include the routing and account numbers where the recruit wants their pay deposited. By compiling this form in advance, you can deflect any delays in the employee’s first pay.
New Employee Pre-onboarding
Most companies have a hiring process for new hires. New employee pre-onboarding can be valuable for ensuring that new employees are on track with the organization’s goals, culture, and processes. It can also help reduce the learning period and make the transition smoother.
FAQs
Here are the most frequently asked questions about the new hire checklist.
What is a new hire checklist, and why is it important?
A new hire checklist is a structured guide used during onboarding to ensure all necessary tasks, like completing new hire paperwork and orientation, are completed. It streamlines onboarding and ensures nothing is overlooked.
How can I create an effective new employee onboarding checklist?
Creating a practical checklist includes tasks like collecting new hire paperwork, providing access to employee onboarding software, scheduling training sessions, and introducing the company’s policies and culture.
What are the key elements of the employee onboarding process?
Key elements include pre-boarding preparations, orientation, training, introducing the company’s culture, setting clear job expectations, and ongoing support to integrate the new hire smoothly.
How does employee onboarding software simplify the process?
Employee onboarding software automates tasks like document collection, compliance tracking, and training schedules, saving time and improving the onboarding experience for HR teams and new hires.
Why is new hire paperwork essential in onboarding?
New hire paperwork ensures compliance with legal requirements and collects vital information, such as tax forms, direct deposit details, and employment agreements, to facilitate smooth employment.
