Free checklist template · Word

Admin Onboarding Checklist

The admin onboarding checklist is used by the facilities or office administration team to physically settle a new employee into the workplace. It covers seating, ID and access cards, visiting cards, stationery, transport and canteen enrolment, locker allocation and the fire and emergency briefing.

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[Company Logo][Company Name]

ADMIN ONBOARDING CHECKLIST

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Department:: [Department]
Date of Joining:: [Date of Joining]
Work Location:: [Work Location]
Shift:: [Shift Timing]

Before Joining

Seat / workstation allocated: [Seat Number]
Photograph received for ID card
ID card printed
Access card programmed for [Floors / Areas]
Visiting cards ordered (if eligible)
Drawer/locker key prepared

Joining Day

ID card and access card handed over and acknowledged
Stationery kit issued
Locker allocated: [Locker Number]
Canteen/meal card issued
Transport route or parking slot allotted
Uniform/PPE issued where applicable

Safety and Facilities Briefing

Fire exits and assembly point shown
First-aid kit and first-aider names shared
Emergency contact numbers shared
Visitor and courier rules explained
Office timings, housekeeping and meeting-room booking explained

Items Issued Register

Item	Number / Detail	Issued On	Employee Initials
ID Card	[Card Number]	[DD/MM/YYYY]	[Initials]
Access Card	[Card Number]	[DD/MM/YYYY]	[Initials]
Locker Key	[Key Number]	[DD/MM/YYYY]	[Initials]
Parking Sticker	[Number]	[DD/MM/YYYY]	[Initials]

Admin Executive
[Name]
Date: [Date]

Employee
[Employee Name]
Date: [Date]

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What this template includes

Workstation and seating allocation
Photo ID and access card issue
Visiting cards and stationery
Cab, shuttle or parking enrolment
Canteen and locker allocation
Fire exit, assembly point and first-aid briefing
Admin sign-off

When to use it

When admin receives a joiner intimation from HR
For offices with transport, canteen or locker facilities
When multiple people join on the same day and seating must be planned
For plant or warehouse joiners who need safety gear

How to customise this template

1Add your facility services (crèche, gym, shuttle)
2Include PPE and uniform items for plant staff
3Add night-shift cab drop rules for BPO/ITES
4Record card numbers for later recovery

HR tips

Get the photo for the ID card before joining day
Walk new joiners to the emergency exits on day one
Keep a seating plan updated so seats are not double-allocated
Recover cards and keys at exit using the same record

For HR & hiring managers

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Frequently asked questions

What does admin do in employee onboarding?+

Admin prepares the physical workplace: seat, cards, stationery, transport, canteen and safety briefing. These are tracked separately from HR paperwork.

Should new joiners be given a fire safety briefing?+

Yes. A short walk-through of exits, assembly points and first-aid kits on day one is good practice in every workplace.

How early should admin be informed?+

At least three working days before joining, so ID cards and seating are ready.

All 50 onboarding & induction →

[Company Logo][Company Name]
EMPLOYEE ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Date of Joining:
[Date of Joining]
Reporting Manager:
[Reporting Manager]
HR Coordinator:
[HR Name]
Phase 1: Pre-Joining (Offer Acceptance to Day Before Joining) – Owner: HR
- Signed offer letter received and filed
- Background and reference checks initiated
- Pre-joining document list emailed to the candidate
- Joining date, time, reporting address and dress code confirmed
- IT, admin and reporting manager informed of the joining date
- Workstation, laptop and email ID requested
- Welcome email sent with day-one agenda
Phase 2: Joining Day – Owner: HR and Admin
- Original documents verified and copies taken (education, experience, relieving letter)
- PAN, bank account details and cancelled cheque collected
- Aadhaar (last 4 digits / masked copy) collected for KYC
- UAN obtained or new UAN generated; EPF nomination (Form 2) completed
- ESI registration done where applicable
- Appointment letter issued and signed copy received
- ID card, access card and welcome kit handed over
- Employee added to HRMS, attendance and payroll
Phase 3: First Week – Owner: HR, IT and Reporting Manager
Checklist · Word
Employee Onboarding Checklist
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[Company Logo][Company Name]
HR ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Employment Type:
[Permanent / Contract / Intern]
HR Executive:
[HR Name]
A. Offer and Pre-Joining
- Offer letter issued and acceptance received within validity
- CTC breakup shared and agreed
- Background verification consent form signed
- Pre-joining document checklist sent
- Joining instructions sent (date, time, address, contact person)
B. Document Verification (Joining Day)
- Educational certificates – originals sighted, copies taken
- Experience and relieving letters from previous employers
- Last three salary slips or Form 16 (for tax computation)
- PAN card copy
- Aadhaar (last 4 digits / masked copy)
- Address proof (current and permanent)
- Passport-size photographs
- Bank account details with cancelled cheque
C. Statutory Registrations
Checklist · Word
HR Onboarding Checklist
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[Company Logo][Company Name]
MANAGER ONBOARDING CHECKLIST
Manager Name:
[Employee Name]
Designation:
[Designation]
Department:
[Department]
Effective Date:
[Date of Joining]
Reports To:
[Reporting Manager]
Team Size:
[Number] direct reports
Before the Start Date – Owner: Skip-Level Manager and HR
- Announcement to the team drafted and scheduled
- Handover note prepared by outgoing manager or skip-level
- List of direct reports with roles, tenure and last ratings
- Open positions and in-process hiring shared
- Budget, cost centre and vendor list prepared
Week 1 – Access and Authority
- Approver rights set up in HRMS for leave, attendance and regularisation
- Expense and purchase approval limits configured
- Access to team dashboards, reports and shared drives
- Introduced to the team in a meeting led by the skip-level manager
- Introduced to HR business partner, finance and admin contacts
Weeks 1–3 – Know the Team
Checklist · Word
Manager Onboarding Checklist
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[Company Logo][Company Name]
IT ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Date of Joining:
[Date of Joining]
Work Mode:
[Office / Hybrid / Remote]
Ticket No.:
[Reference Number]
1. Hardware Provisioning
- Laptop/desktop allocated – asset tag [Asset Tag], serial [Serial Number]
- Charger, mouse, headset and bag issued
- Operating system updated and patched
- Full-disk encryption enabled
- Endpoint protection installed and reporting
- Device enrolled in device management
2. Accounts
- Directory/domain account created
- Official email ID created: [Email ID]
- Collaboration tools (chat, video) enabled
- Added to department distribution lists and shared drives
- HRMS and attendance login activated
3. Role-Based Access (Approved by Reporting Manager)
Checklist · Word
IT Onboarding Checklist
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[Company Logo][Company Name]
FINANCE AND PAYROLL ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Annual CTC:
₹[CTC]
Cost Centre:
[Cost Centre]
Stage 1: Data Received from HR
- Employee master and CTC breakup received
- Bank account number and IFSC verified (cancelled cheque / bank letter)
- PAN verified
- UAN linked to the employee record
- ESI number generated where applicable
Stage 2: Tax Setup
- Tax regime choice recorded
- Investment declaration received
- Previous employer income and TDS details collected (mid-year joiners)
- HRA rent details and landlord PAN where required
- Professional tax applicability set as per state of work location
Stage 3: Statutory Deductions
Checklist · Word
Finance Onboarding Checklist
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[Company Logo][Company Name]
NEW HIRE ORIENTATION CHECKLIST
New Hire:
[Employee Name]
Designation:
[Designation]
Orientation Date:
[Date]
Facilitator:
[HR Name]
Venue / Mode:
[Venue / Online]
Section 1: About the Company
- History, founders and leadership team
- Vision, mission and values
- Products, services and key customers
- Organisation structure and locations
Section 2: Working Here
- Working hours, shifts, attendance and biometric punching
- Leave types, holiday list and how to apply
- Probation period and confirmation process
- Dress code and workplace etiquette
Section 3: Pay and Benefits
Checklist · Word
New Hire Orientation Checklist
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[Company Logo][Company Name]
EMPLOYEE WELCOME KIT CHECKLIST
Employee Name:
[Employee Name]
Date of Joining:
[Date of Joining]
Work Mode:
[Office / Remote]
Kit Prepared By:
[Admin Executive Name]
Documents
- Welcome letter signed by HR / CEO
- Day-one agenda and induction schedule
- Employee handbook or quick-start guide
- Holiday list for the year
- Key contacts card (HR, IT, admin, buddy)
Workplace Essentials
- ID card with lanyard
- Access card
- Notebook and pen
- Desk name plate
- Visiting cards (if applicable)
Branded Merchandise
Checklist · Word
Employee Welcome Kit Checklist
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[Company Logo][Company Name]
NEW EMPLOYEE ORIENTATION CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Orientation Date:
[Date of Joining]
Buddy:
[Buddy Name]
HR – [HR Name]
- Welcome the employee at reception
- Complete joining forms and document verification
- Explain leave, attendance, pay date and benefits
- Explain POSH policy and grievance channels
- Hand over ID card and welcome kit
Reporting Manager – [Reporting Manager]
- Block time for a one-on-one on day one
- Explain the role, team goals and first-week plan
- Introduce the employee to the team
- Share key documents and tools for the role
- Agree a check-in time for the end of week one
Buddy – [Buddy Name]
Checklist · Word
New Employee Orientation Checklist
Download .docx