The Essential New Hire Onboarding Checklist for Employers

Bringing someone new onto the team is more than just handling forms and saying hello. It's your first real opportunity to show them what it means to be part of your organization — and to lay the groundwork for their long-term success and sense of belonging.

A new hire onboarding checklist can make all the difference in today's workplace, especially with so many teams working remotely or in hybrid setups. When done right, the employee onboarding process can help new hires feel confident, connected, and ready to contribute. It builds trust, clarifies expectations, and shows employees they're supported from day one. That early investment in your people can pay off with stronger engagement, faster ramp-up times, and better retention.

What Is an Employee Onboarding Checklist?

An employee onboarding checklist is a structured list of tasks designed to guide new hires through the first days, weeks, and months of their employment.

It includes things like paperwork, setting up systems, meeting coworkers, and learning how the job gets done. The purpose is simple: give people the tools, information, and support they need to get started and feel like they belong.

Before the First Day

A pre-onboarding checklist gets your new hires ready and welcomed before they start. This practical step sets expectations early, builds momentum, and knocks out essential tasks like paperwork and account setup ahead of time. The payoff? Day one shifts from administrative headaches to real connections and cultural immersion.

Many onboarding steps can be completed before day one, especially when there's a gap between offer acceptance and the start date. With the right onboarding software, new employees can review training materials, explore company resources, and sign required documents in advance. Just be mindful of wage and hour laws. Depending on employee classification, location, and other factors, time spent reviewing materials or completing forms before the first day may be compensable.

Before your new employees show up, handle the backstage stuff. Sort out the forms, computers, and other gear ahead of time. Their first day will go smoother, and they can focus on learning their role.

Preboarding Checklist

Here are a few steps you may want to complete before a new hire's first day:

✔️ Send a welcome email with key details (start date, dress code, schedule)

✔️ Set up employee accounts (email, internal systems, HR tools)

✔️ Complete paperwork (tax forms, background checks, direct deposit)

✔️ Share company resources, including your employee handbook

✔️ Prepare and ship equipment if working remotely (laptop, access credentials)

✔️ Notify team members and relevant departments about the new hire's start date

During the First Day

Day one throws a lot at new people — names, systems, and job expectations all at once. Having a clear plan may reduce the likelihood a new hire will feel overwhelmed and helps create a smooth beginning. It shows your new hire that the team is organized and invested in helping them do well.

Day One Onboarding Checklist

Here are a few steps to complete on the new hire's first day:

✔️ Greet the new hire and tour the workspace (or virtual tools)

✔️ Complete any remaining paperwork, such as forms or benefits enrollment

✔️ Clarify which forms were already submitted during preboarding and which still need to be completed

✔️ Assign a mentor or onboarding buddy for the first week or two

✔️ Introduce the new hire to their team and key stakeholders

✔️ Review job responsibilities, initial projects, and expectations

✔️ Share an overview of the company's mission, values, and culture

✔️ Discuss your brand identity and what sets your company apart

✔️ Review the training schedule and set meetings with key team members

✔️ Schedule a team lunch or virtual coffee to help the new hire start making connections

During the First Week

The first week sets the tone. It's when new hires start learning how things get done, where they fit in, and who they can turn to for support. When there's a clear plan in place, it's easier for them to feel included and ready to dive in.

Week One Onboarding Checklist

Here are a few key steps to guide your new hire through their first week:

✔️ Set up orientation sessions covering company culture, policies, and benefits

✔️ Set up a meeting with the manager(s) to clarify role expectations and short-term goals

✔️ Invite them to team meetings and to take part in one-on-ones with key collaborators

✔️ Begin training for systems, tools, and internal workflows

✔️ Set expectations around your team's communication (meetings, online chats)

✔️ Walk through your company org chart or team structure

✔️ Introduce employee resource groups, social committees, or affinity groups

✔️ Provide access to past project examples or team deliverables for context

✔️ Schedule informal meet-and-greets or virtual coffees with other departments

✔️ Complete any required compliance training or certifications

✔️ Schedule a check-in with HR to address questions or concerns

✔️ Assign a mentor or onboarding buddy if not already in place

During the First Month

By the end of the first month, a new hire should have a solid grasp of their role and be settling into the team. This is a good time to check in, talk through what's going well, and look for ways they can take on more responsibility.

Month One Onboarding Checklist

Here are a few key steps to support your new hires during their first month:

✔️ Have them review short- and long-term performance goals with the manager

✔️ Schedule a progress check-in to offer feedback and answer questions

✔️ Have them complete remaining training sessions or required certifications

✔️ Encourage them to begin contributing to team projects, deliverables, or client work

✔️ Invite them to company-wide or department-level meetings to stay informed

✔️ Hold team-building activities, in-person or virtual

✔️ Provide access to ongoing learning and development resources

✔️ Introduce employee feedback tools (e.g., pulse surveys or engagement check-ins)

✔️ Reinforce core values and how they show up in everyday work

✔️ Encourage reflection: What's going well? What's unclear? What's next?

Ongoing Support and Development

Onboarding doesn't end after a few weeks — it should evolve into a long-term employee onboarding plan that supports growth, engagement, and retention. An effective, ongoing onboarding strategy includes regular feedback, development opportunities, and a clear sense of how each employee fits into the bigger picture.

Ongoing Onboarding Checklist

For your work-from-home or hybrid staff, provide a setup guide that covers tech equipment, team introductions, and communication methods. Include things like:

✔️ Schedule quarterly check-ins focused on career development and goals

✔️ Provide ongoing access to training, certifications, and upskilling tools

✔️ Encourage participation in mentorship programs or peer coaching

✔️ Offer opportunities for cross-training or stretch assignments

✔️ Continue regular feedback sessions with the manager

✔️ Share updates on company initiatives, team priorities, and role alignment

✔️ Keep employees engaged with ongoing team-building or wellness activities

✔️ Use employee engagement surveys or check-ins to gather feedback

✔️ Revisit and track individual performance goals regularly

✔️ Encourage managers to share internal mobility opportunities or career paths

Remote and Hybrid Onboarding

Remote and hybrid setups give employees more flexibility but can make it harder for new hires to feel included and supported. Without face-to-face interaction, it's important to be clear, consistent, and intentional. A solid remote onboarding checklist helps new team members feel connected, even if they're working from another location.

Remote and Hybrid Onboarding Checklist

Support your remote or hybrid hires with a new hire checklist that balances tech setup, team connection, and clear communication:

✔️ Send equipment and tools before the start date (laptop, headset, software logins)

✔️ Schedule a virtual welcome meeting with their manager and direct team

✔️ Provide access to the employee handbook, training schedule, and online onboarding documents

✔️ Set up virtual training sessions for tools, systems, and company workflows

✔️ Use video calls for daily or weekly check-ins during the first few weeks

✔️ Create space for informal interactions, like virtual coffee chats or online messaging tool intros

✔️ Introduce the company culture through videos, team stories, or values-based content

✔️ Assign a remote onboarding buddy to answer questions and offer support

✔️ Clarify communication norms — when to email, ping, or schedule a call

✔️ Keep remote employees looped in on company news and team updates

Legal Requirements and Compliance

Employers must give new hires the proper documents and collect signed forms to follow rules at every level — federal, state, and local. A simple checklist can keep the process organized and help to avoid things getting overlooked.

For more on required forms and notices, see our guide to reviewing key forms during new employee orientation.

New Hire Document Checklist

This checklist helps ensure you've collected and organized the necessary paperwork. Getting it done immediately shows new employees that your company takes compliance and preparation seriously.

✔️ Complete Form I-9 (Employment Eligibility Verification)

✔️ Complete Form W-4 (Employee's Withholding Certificate)

✔️ Complete state tax withholding forms, if applicable

✔️ Provide ACA (Affordable Care Act) notices, as required

✔️ Provide new hire notices (check state and local requirements)

✔️ Provide a direct deposit form

✔️ Distribute the employee handbook and confirm receipt

Optional Documents

Some employers include additional documents that go beyond legal requirements in the new hire folder. These documents can help to clearly explain responsibilities, protect the business, and prevent misunderstandings. Examples include:

✔️ Non-disclosure or confidentiality agreement, depending on the nature of your business, the location of the business, and the employee's position. Legal counsel should draft and review these agreements and can help ensure confidentiality, as well as formally notifying employees that business-related products and intellectual property belong to the company.

✔️ A non-compete contract is between an employee and an employer, where the employee agrees not to compete with the employer or work for a direct competitor for some time after the employee leaves or is terminated. Legal counsel should also draft and review these agreements.

✔️ Emergency contact information in the event of an employee's injury, medical crisis, or other unforeseen situation.

✔️ Signed acknowledgment of the employee handbook and policies. This certifies that your new employee has read and understands your company's policies and procedures and agrees to abide by them.

✔️ Document receipt of any company property issued to the employee, such as uniforms, technology, security badges, or other equipment, to keep records clear and avoid misunderstandings down the road.