Employee Onboarding Checklist
Comprehensive HR onboarding procedure from offer acceptance through the first 90 days, covering paperwork, orientation, training, and integration.
Purpose
Create a consistent, thorough onboarding experience that gets new hires productive quickly while ensuring compliance with employment regulations.
Steps (7)
Pre-Arrival Preparation
Send welcome email with first-day logistics. Prepare all paperwork (offer letter, NDA, benefits forms, tax forms). Notify IT for provisioning, facilities for workspace, and manager for onboarding schedule.
Checklist
- Welcome email sent with first-day details
- Offer letter and employment agreement prepared
- NDA / confidentiality agreement prepared
- Tax forms prepared (W-4, I-9)
- IT notified for system access and hardware
- Facilities notified for workspace setup
- Hiring manager notified to prepare onboarding plan
- New hire added to HRIS system
Expected Output
All paperwork prepared. IT, facilities, and manager notified.
First Day: Paperwork & Compliance
Complete all required paperwork. Walk through each document. Complete I-9 verification. Provide employee handbook. Begin benefits enrollment. Set up payroll.
Checklist
- Employment agreement signed
- NDA signed
- I-9 Sections 1 and 2 completed
- W-4 and state tax forms completed
- Direct deposit form completed
- Employee handbook acknowledged
- Benefits overview presented
- Emergency contact form completed
Expected Output
All employment documents signed and filed. Employee entered into payroll system.
First Day: Orientation & Tour
Give a comprehensive tour of the workplace. Introduce the new hire to their team and key contacts. Explain daily logistics (meeting rooms, kitchen, mail, office hours).
Checklist
- Workspace shown
- Emergency exits and safety equipment located
- Team introductions made
- Key contacts introduced (IT, HR, office manager)
- Badge/building access tested
- Meeting room booking system explained
- Kitchen etiquette and shared space policies covered
Expected Output
New hire knows the facility layout, has met their team, and understands daily logistics.
First Week: Role-Specific Training
Execute the role-specific training plan. Verify tool access, conduct stakeholder meetings, review current projects, and assign a buddy/mentor. Give first assignments by end of week one.
Checklist
- All system access verified working
- Manager conducts role overview meeting
- Key stakeholder meetings completed
- Role-specific tool training completed
- Buddy/mentor assigned and introduced
- First assignments given with clear expectations
- End-of-week check-in with manager scheduled
Expected Output
New hire has access to all tools, understands their role, and has first assignments.
30-Day Check-In
Hold a formal 30-day check-in to discuss how they are settling in, resolve any access or tool gaps, and review progress against 30-day goals.
Checklist
- 30-day check-in meeting held
- Access and tool gaps resolved
- Progress against 30-day goals reviewed
- Feedback on onboarding process collected
- Concerns addressed
- Action items documented
- 60-day check-in scheduled
Expected Output
30-day check-in completed. Issues addressed. Progress on track.
60-Day Performance Review
Conduct a performance discussion reviewing work quality, team collaboration, and process understanding. Identify strengths and development areas with specific feedback.
Checklist
- 60-day review meeting held
- Work quality and output discussed
- Team collaboration assessed
- Strengths acknowledged
- Development areas identified with action plan
- Review documented in HRIS
- 90-day review scheduled
Expected Output
60-day review completed and documented.
90-Day Completion & Probation Sign-Off
Conduct the final 90-day review and make a formal probation decision: confirm, extend, or separate. Discuss long-term goals and career development if confirming.
Checklist
- 90-day review meeting held
- Probation decision made: Confirm / Extend / Separate
- Decision documented in HRIS with manager sign-off
- Long-term goals discussed (if confirmed)
- Onboarding survey sent
- Onboarding checklist closed in HRIS
Expected Output
90-day review completed. Probation decision documented. Onboarding formally closed.