Employee Onboarding Checklist Template

An onboarding checklist is a structured guide that outlines the key tasks and steps needed to welcome a new employee and help them transition into their new role. It includes pre-arrival preparations, setting up the workspace, providing new hire paperwork, conducting new hire orientation, and introducing company policies.

A well-organized employee onboarding checklist helps create a strong first impression, ensuring a smooth onboarding experience and increasing employee satisfaction.

A new hire onboarding plan is a structured framework designed to ensure a smooth transition for new hires. It includes:

1. Preboarding steps like paperwork, direct deposit, and IT setup.
2. An onboarding checklist to track tasks.
3. A training schedule covering job expectations.
4. Regular check-ins with the hiring managers and team.
5. Ongoing development opportunities to establish a strong foundation.

The C’s of an effective onboarding program are:

1. Compliance: Ensure all new hire paperwork (e.g., tax documents, eligibility verification, background check) is completed.
2. Clarification: Clearly outline job expectations, the job description, and performance milestones for the first year
3. Culture: Introduce the company’s values, company culture, and workplace norms, including the dress code and break room etiquette
4. Connection: Help the new team member build relationships with hiring managers, team members, and an onboarding buddy
5. Check-ins: Conduct one-on-one meetings and touch base at key milestones like the first day, first week, and first month to support the transition

1. Preparation and preboarding: Sending a welcome email before the new hire’s first day and setting up their workspace and IT access, all help create a smooth start. Completing new hire paperwork and outlining role expectations ensure the employee feels prepared
2. Structured training and support: A well-defined onboarding plan, including job training, an onboarding buddy, and scheduled one-on-one meetings, establishes a strong foundation for success. Additionally, many companies conduct probation reviews at key points (e.g., 30, 60, or 90 days), depending on country labor laws, to formally assess the new hire’s performance and fit
3. Ongoing engagement and check-ins: Regular check-ins and support throughout the first year enhance retention and employee satisfaction. These interactions allow managers to provide feedback, clarify expectations, and determine if the employee needs further training

A one-month check-in is a one-on-one meeting between the new employee and their manager or HR. It reviews:

• The onboarding experience and initial work environment impressions
• Progress in the new role and any job training needs
• Any questions or concerns about company culture, team members, or company policies
• Feedback to improve future onboarding programs

A successful onboarding program includes:

1. Preboarding: Completing new hire paperwork, setting up payroll information, scheduling the new hire orientation, and defining the onboarding steps
2. Day one: Welcoming the new hire, introducing them to team members, reviewing the employee handbook, and explaining company policies
3. First week: Providing job training, assigning an onboarding buddy, and ensuring they understand expectations
4. First month: Conducting a one-month check-in, gathering feedback on the onboarding experience, and reviewing progress toward milestones
5. First three to six months: Structured probation reviews (e.g., 30, 60, or 90-day evaluations) to formally assess performance, provide additional training if needed, and determine whether the employee will successfully continue past probation
6. First year: Continuous development, regular check-ins, and exploring opportunities for growth

New hire paperwork includes essential onboarding documents such as:

• Tax documents (e.g., W-4, I-9 for eligibility)
• Direct deposit forms for payroll
• Background check authorization
• Employee handbook acknowledgment
• Company policies agreement
• Health benefits enrollment forms

New hire paperwork should ideally be completed during preboarding, before the new hire’s first day. However, new hires and HR may complete some forms (like benefits enrollment) within the first week. Properly handling new hire paperwork ensures compliance, a smooth onboarding process, and a great first impression for the new employee.

A new hire packet is a collection of onboarding documents given to a new employee on or before their first day. It includes:

• The employee handbook and company policies
• Job-specific training materials and FAQs
• New hire paperwork, such as payroll information and benefits forms
• A welcome letter or welcome email from hiring managers
• Swag (company-branded items) to enhance the onboarding experience

To create an onboarding checklist in Excel:

1. Use a checklist template like the one from Deel to structure tasks by milestones (e.g., preboarding, first day, first week)
2. List key steps, such as completing new hire paperwork, assigning an onboarding buddy, and scheduling check-ins
3. Add due dates to track progress
4. Share information with relevant team members for collaboration
5. Automate reminders for hiring managers and HR

Tracking the onboarding process requires:

• HR software or Excel checklists to monitor progress
• Regular check-ins with the new hire at key milestones
• Feedback surveys to assess the employee experience
• Collaboration with the IT team to ensure access to necessary systems