Employee onboarding checklist

Employee Onboarding Checklist

Company: [Company name]

New employee: [New employee name], [Job title]

Start date: [Start date]

Checklist owner: [Checklist owner (usually the manager)]

Before day one

• ☐ Receive the signed offer letter and confirm the start date, pay and schedule.
• ☐ Send the first-day details: [Arrival time and place], what to wear, where to park, who to ask for.
• ☐ Tell the new hire to bring documents for Form I-9 and share the list of acceptable documents. (official source)
• ☐ Prepare the federal withholding form (Form W-4) and your state withholding form, if your state has one. (official source)
• ☐ Add the employee to payroll and confirm the first payday.
• ☐ Prepare equipment and items: [Equipment and items to prepare]
• ☐ Create accounts and access: [Accounts and access to create]
• ☐ Plan the first week: schedule, training sessions and who covers what.
• ☐ Tell the team who is starting, when, and in what role.
• ☐ Ask [Buddy or go-to colleague] to be the go-to person for questions during the first weeks.

First day

• ☐ Welcome, tour of the workplace, introductions, emergency exits and first-aid kit.
• ☐ Employee completes Section 1 of Form I-9. The USCIS handbook says: 'The employee must complete Section 1 no later than the employee's first day of employment.' (official source)
• ☐ Collect the signed Form W-4. The IRS says: 'Ask all new employees to give you a signed Form W-4 when they start work.' (official source)
• ☐ Hand over equipment and check that every login works.
• ☐ Walk through the schedule, timekeeping, breaks, paydays and who to call when sick or late.
• ☐ Show where the required workplace posters are displayed. (official source)
• ☐ End the day with a short conversation: what went well, what is unclear.

First three business days

• ☐ Examine the employee's documents and complete Section 2 of Form I-9. The USCIS handbook says: 'Within three business days of the date employment begins, you or your authorized representative must complete Section 2.' (official source)

First week

• ☐ Report the new hire to your state. The federal agency page says: 'Federal law requires employers to report basic information on new and rehired employees within 20 days of hire to the state where the new employees work. Some states require it sooner.' (official source)
• ☐ Go through the handbook or key policies (attendance, time off, conduct) and collect the signed acknowledgement.
• ☐ Complete the job training planned for week one.
• ☐ Agree the goals for the first 30 days.
• ☐ First 30-day goals: [Goals for the first 30 days]
• ☐ Hold a short end-of-week check-in.

[Note for you: Choose your state above to see its rule on how often wages are paid, or check it with your state labor office before you send this.]

[Note for you: Choose your state above to see its rule on paid sick leave, or check it with your state labor office before you send this.]

30 days

• ☐ Review the 30-day goals together: what is going well, what needs more training.
• ☐ Ask what is still unclear about the job, the tools or the team.

60 days

• ☐ Give and ask for feedback; set goals for the next 30 days.
• ☐ Check that the employee can do the core tasks without help.

90 days

• ☐ Review progress against the goals and write a short summary for the file.
• ☐ Agree the goals and training for the next quarter.

Records

• ☐ Keep the Form I-9 on file (it is not sent to the government). USCIS says to retain it 'for three years after the date of hire, or for one year after employment is terminated, whichever is later.' (official source)
• ☐ Keep the offer letter, the signed policy acknowledgement and the check-in notes in the personnel file.