9 New-Hire Checklist Templates to Get Onboarding Right

Onboarding for new employees—and for the company—is a critical time, especially during the first seven days. Nearly half (44%) actively regret their decision to join after the first week, and after the first month, 70% of your new hires will have officially made their decision to exit or stay.

As an HR professional, having a thorough and well-planned onboarding process is important. A 2023 study found that onboarding is a key component of the overall employee experience, affecting everything from employee engagement to job retention. The study also concluded that strong onboarding programs typically foster positive workplace cultures marked by employee dedication, trust, and a sense of belonging within the organization.

That means that any missed details during an employee’s first few weeks could lead to a negative employee experience, which in turn could affect their performance, retention, and ultimately, the company’s reputation.

This article discusses every checklist you’ll need for a successful onboarding experience as well as what to include in each one.

What Is an Onboarding Checklist?

An onboarding checklist is a document that outlines tasks that need to be completed in order to set the employee up for success in their new role. Not only do checklists guide an employee during their initial days to weeks, it also allows employers to effectively prepare employees for their role without overlooking important steps and staying compliant.

What to Include in Your Onboarding Checklist?

An efficient onboarding process should be designed to integrate new hires into the company culture, help them understand their roles and responsibilities, and facilitate their successful transition into the organization.

Your checklist should include tasks to familiarize the employee with their workspace, company policies and procedures, training schedules, and of course, tasks for filling out necessary paperwork.

1. Office Tour There’s nothing more destabilizing than driving around an unknown city without a map or guide. That’s why it’s important to familiarize new employee’s with their work environment, so they can find their workspace, meeting rooms, restrooms, and most importantly, the break room!
2. New Hire Paperwork We know that a crucial part of being an employee is getting paid, and there’s necessary paperwork like the W-4, I-9, and benefits enrollment that needs to be submitted. This routine part of onboarding is one of the most important, so be sure to check your checklist closely.
3. Employee Handbook Providing an employee handbook during onboarding ensures that new hires have access to essential company policies, procedures, and expectations. It also serves as a resource to help employees understand their rights and responsibilities within the company, such as leave policies and code of conduct.
4. Training Schedule Providing a detailed schedule of how and where training takes place will ensure that the employee shows up and completes the training, so they can be successful in their role at the organization.

New Employee Onboarding: Checklists to Consider

With so many tasks to complete, onboarding can feel overwhelming for both the employer and employee. Creating separate checklists for every step of the onboarding process is important in making sure that no details are overlooked and fosters a structured approach for a smooth transition.

Welcome Email Checklist

A well-executed welcome email creates positive engagement and gets the employee excited to work for your organization. Send a warm and welcoming email to new hires to set the tone and lay out initial first steps for what they can expect.

• Greet the employee by name and welcome them to the company.
• Include the date, time and location of their first day
• Share parking information, including a map of the building, if applicable.
• Provide an outline of activities for the first day.
• Provide a list of documents that the employee needs to bring.
• Include a contact person that the employee can reach out to for questions.
• Explain your dress code, if applicable.

Pre-Onboarding Checklist

This checklist ensures that all necessary preparations and tasks are completed before a new employee's official start date.

• Prepare all paperwork that needs to be filled out by the employee.
• Announce new arrivals through a company-wide email with the new hire’s name, position, and start date.
• Set up the new employee’s workstation, and order necessary equipment.
• Create ID cards and entry badges.
• Prepare a welcome package.
• Pair your new hire with a trained mentor to show them the ropes.
• Order T-shirts or uniforms in employee size.
• Notify IT to arrange access to computer systems, buildings, tools, and resources (for more details, see our IT-specific checklist below).

First Day Checklist

Wow your new hires on their first day by providing a curated experience using this checklist:

• Greet your new employee upon their arrival.
• Give them a tour of the office, and show them to their work station.
• Be sure to introduce the employee to their supervisor, coworkers, and assigned mentor.
• Have the employee fill out the necessary HR-related paperwork.
• Set up a one-on-one meeting for the employee and their direct supervisor.
• Introduce the new hire to your company culture and values.
• Arrange a meet-and-greet, coffee, or lunch for the employee and their new team.
• Verify that all employee logins and access work correctly.

First Week Checklist

The first week is still a period of information overload for the employee, so be sure to have an organized list to help them stay on track.

• Schedule a team coffee or lunch during the week to help the new employee get to know their colleagues.
• Check and confirm that the new employee has completed essential tasks, such as payroll and benefits paperwork
• Make sure that the employee can access all systems and equipment.
• Introduce the employee to any departments they may be working alongside.
• Discuss short-term goals and job expectations.
• Review upcoming projects and deadlines that pertain to the employee.
• Schedule an end-of-week one-on-one to answer any questions and receive feedback on your onboarding process.
• Add the new employee to all relevant company, team, and one-on-one meetings, and events.
• Periodically check in to make sure that the employee is on pace with their training schedule.
• Go over the employee handbook and other relevant company policies.

First Month Checklist

Make sure your new hire is settling in comfortably during their first few weeks. Check in regularly, and offer support and guidance to complete the onboarding process.

• Have the employee complete a survey about their onboarding experience.
• Set a team meeting for the employee to do a brief presentation sharing about themselves.
• Schedule a progress check meeting with the employee’s direct supervisor.
• Set a one-on-one with the new employee to check on their wellbeing and gather feedback.
• Verify that all job training has been completed.
• Confirm that all compliance and ethics trainings have been completed.
• Confirm that the employee has acknowledged the employee handbook.
• Schedule more trainings if necessary.

Organizing the first month of onboarding into smaller and more manageable checklists makes the process a whole lot easier for everyone. However, each hire is unique and may have different needs based on their role. Below are a few onboarding checklist templates that are tailored to those needs.

Which Onboarding Checklist Templates Are Necessary for My Team to Use?

An employee being onboarded remotely is going to look like a completely different process from the employee who’s coming into the office. Promotions (yay!) and internal hires also need onboarding to get familiarized with their new position at the company.

Whether it’s an IT checklist to ensure your employees are properly equipped with the technology they need to succeed or a general checklist for newcomers, we have you covered.

New Employee Onboarding Checklist

This template is a list of tasks for the new employee during their first few weeks.

• Check all equipment and make sure it is running.
• Connect with IT to set up account logins, email and other access.
• Meet your supervisor and go over expectations.
• Meet with HR to fill out payroll and benefits paperwork.
• Meet your team and mentor.
• Review the employee handbook.
• Review company culture and mission statement.
• Complete all security and ethics trainings.
• Find your training and orientation schedule.
• Meet with your supervisor and set short-term goals.
• Create a document with a list of questions you have during your first few weeks to bring to your one-on-ones with your supervisor.

Employee Onboarding Template (Internal Hires)

This onboarding checklist template is tailored to the employee who’s already employed at the organization but has been promoted or changed roles.

• Send an email to the team or company announcing the employee’s new role.
• Schedule a meeting with the employee to discuss any changes in policies or benefits relevant to their new role.
• Set up a training schedule for the first few weeks.
• Set up a meeting with the employee and their new direct supervisor.
• Assign a mentor to the new internal hire.
• Arrange a lunch with the employee and their new team members.
• Coordinate with IT to ensure access to systems, tools, and resources specific to their new role.
• Discuss goals and performance expectations for the first few months.
• Schedule regular check-ins for the employee and their manager.
• Meet with the internal hire to check progress and receive feedback.

IT Onboarding Template

This template is specifically focused on tasks for IT personnel to set up the employee’s computer and technology related equipment.

• Schedule software trainings for the employee.
• Send the employee’s manager an equipment survey.
• Confirm that employee has all necessary hardware and accessories including computers, headphones, laptops, mouse, keyboard etc.
• Have the employee set up their phones, voicemails, and emails.
• Have employees complete IT security trainings.
• Be sure that the employee has access to all helpdesk and IT resources.

Remote Employee Template

Virtual onboarding can come with a few challenges, but nothing that some careful planning and a thoughtful checklist can’t tackle! Many of the onboarding processes for remote or hybrid employees are the same as in-person, but you’ll need to rely more on video conferencing, messaging apps, pre-recorded trainings, and other online resources.

Here’s a list of essential remote onboarding tasks:

• Send all hardware and equipment to the employee through certified mail.
• Provide job training online through Zoom or similar video platforms.
• Virtually walk the employee through equipment set up and access.
• Discuss company policies specific to remote work.
• Discuss remote work expectations, such as keeping cameras on during meetings.
• Organize virtual meetings with the employee for all check-ins.
• Schedule virtual one-on-ones with the employee and their manager.
• Schedule virtual introductions for the employee and their team.
• Use messaging software for internal company communication.
• Use e-signatures to have employee sign documents.

Onboarding can and should be a positive experience for the employee. Make your new hires feel welcome by following these onboarding checklists and setting a positive tone from day one. With the right planning, the right software, and the right attitude, you can save time and focus on what matters—the wellbeing of your employees and your organization.