What is a new hire onboarding checklist?
A new hire onboarding checklist outlines all tasks, documents and milestones from offer acceptance through their first weeks. It coordinates essentials (like contracts, payroll and tax forms, IT accounts, devices and workspace), schedules orientation and role-specific training, and tracks progress so every hire gets a consistent, complete onboarding experience.
A clear checklist also assigns owners (HR, hiring manager, IT) and due dates to reduce delays and ensure nothing is missed.
Why an onboarding checklist matters
A new hire onboarding checklist keeps every step of the onboarding program consistent and thorough. It ensures that employees fill in all essential paperwork, meet the right people and understand how their work relates to the company goals. Without it, inadequate onboarding might leave new hires uncertain about expectations, thus lowering satisfaction and increasing turnover.
A positive onboarding experience therefore helps new hires gain confidence, understand clear job expectations and adapt to the company culture faster. The HR team, hiring managers and key personnel all play an important part in making the process seamless. This collaboration builds a sense of belonging and shows new hires that they are valued from day one.
Make it official with HR
The process starts long before the first day. Hiring managers and HR work together to finalise all employment contract details and confirm compliance with workplace policies. The contract outlines key terms such as salary, hours and benefits for both the employer and employee.
Once the paperwork is approved, send a start date reminder that includes important details about the first day – arrival time, who to report to and what to bring. If the organisation requires pre-employment screenings like background checks or drug tests, complete them before the start date. Gather personal details, emergency contacts and signed forms for HR records.
Prepare new hire paperwork
The next step of your onboarding checklist involves assembling all documents the employee will need to review or sign. This includes tax documents, payroll information, confidentiality agreements and any other required forms. Having an organised employee onboarding checklist ensures nothing is missed.
Include key materials such as the employee handbook, workplace policies and benefit details. Make it clear where new hires can find help, such as HR for benefits questions or accounts for pay-related queries. Attaching a printed job description helps the employee understand their responsibilities and performance expectations from the start.
Dress code, parking details and contact information are also useful additions. Clear communication and preparation reduce confusion and make the new hire’s first day more productive.
Procure devices and equipment
Before the new employee arrives, request all necessary tools and equipment from the IT department. This may include a computer, monitor, keyboard, mouse, phone or headset. Verify that everything works properly to avoid first-day delays.
The IT team plays an essential role in this step of the onboarding checklist. Ensure they prepare login credentials, email accounts and any system access the new employee will need. Having the workstation ready reinforces an organised and welcoming first impression.
Prepare the workspace
Set up a clean, functional workspace with all office supplies and materials the new hire needs. A tidy environment conveys professionalism and respect. Including branded items such as a welcome card or small company gift can help foster a positive onboarding experience.
For remote employees, ensure they receive all required tools and have access to virtual systems. Confirm that remote employees’ devices connect properly and that they understand how to contact IT for support. A seamless setup helps maintain engagement from the start.
Schedule an orientation
An organised orientation helps new hires learn about the organisation and meet key team members. Use this time to introduce them to the organisation’s history, mission and company culture. You can also cover important topics such as safety procedures, policies and team structure.
Early team-building activities help new hires form relationships and feel included. An engaging orientation helps the employee gain confidence and understand how their role supports the wider business.
Tour the premises
A workplace tour helps new hires familiarise themselves with the layout and meet staff members from different departments. Walk them through the work areas, kitchen, meeting rooms and any shared spaces. Provide a map of the building and explain access cards, passes or security codes.
This step also reinforces a sense of belonging and comfort within the office environment. Meeting other team members face-to-face builds rapport and helps create a sense of inclusion.
Assign a peer mentor
Pairing a new hire with a peer mentor supports faster learning and greater confidence. The mentor introduces the new employee to colleagues, answers questions and provides context about workplace practices.
Mentorship prevents isolation and encourages collaboration. It also creates space for informal feedback, helping both the mentor and new hire grow professionally. Including job shadowing opportunities gives new employees a chance to learn directly from experienced colleagues.
Send a new employee announcement
Welcome the new employee by sending a welcome email to the wider organisation or announcing their hire at a meeting. Include their name, position, background and department. Adding personal details such as hobbies or interests helps colleagues start conversations and build rapport.
This announcement signals that the organisation values transparency and teamwork. It also allows other employees to greet and connect with the new hire, promoting inclusion and strengthening workplace culture. Including employee announcements in your checklist ensures every hire feels welcomed by the wider team.
Create role-specific training
Every position benefits from targeted learning, no matter where the new hire will work. As part of your onboarding checklist, design a role-specific training plan that covers relevant systems, processes and performance goals. Tailoring training to the employee’s position builds confidence and speeds up their contribution to team projects.
For example, a sales representative may complete product demos and CRM training, while a finance associate reviews accounting software and reporting systems. Clear expectations and structured support are essential for an effective onboarding experience.
Schedule time for onboarding feedback
After the first few weeks, hold a meeting to gather feedback on the employee’s experience. Encourage them to share their thoughts about the onboarding materials, training and support received. Their valuable insights can highlight areas for continuous improvement in the process.
This is also an opportunity to provide constructive feedback and recognise initial successes. Listening to feedback and adapting your onboarding plan helps maintain open communication and employee satisfaction.
Set up 30-, 60- and 90-day check-ins
Consistent follow-up ensures continuous support, so include regular milestones in your onboarding checklist. Schedule check-ins at the 30-, 60- and 90-day marks to review progress and set goals. These sessions help both the manager and employee track development and discuss challenges.
During these meetings, focus on the new hire’s progress and achievements. Providing guidance, reassurance and adequate support fosters confidence and boosts motivation. Regular check-ins demonstrate commitment to employee growth and are key to a successful onboarding process.
Encourage ongoing development
The best onboarding processes evolve with time. Use each new hire’s experience to refine your checklist and adapt to feedback. Encourage employees to participate in mentorship, skill workshops or peer learning to maintain engagement.
A thoughtful onboarding plan that prioritises learning and feedback promotes increased productivity and lasting retention. It also helps employees contribute meaningfully within the workplace and strengthens the sense of shared purpose across teams.
