Joining & New Employee Documents Templates

Joining forms, KYC and nomination declarations, checklists, welcome letters and 30-60-90 day plans. 50 free, editable Word templates written for Indian workplaces — preview each one, then download and customise.

[Company Logo][Company Name]
NEW EMPLOYEE JOINING FORM
Company:
[Company Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Please fill all sections in capital letters and attach self-attested copies of the documents listed in Section 7. Paste a recent passport-size photograph in the box provided.
1. Personal Details
Full Name (as per PAN)
Father's / Spouse's Name
Date of Birth (DD/MM/YYYY)
Gender
Marital Status
Blood Group
Nationality
Mobile Number
Personal Email ID
Aadhaar (last 4 digits / masked copy)
2. Address
Current Address with PIN Code
Permanent Address with PIN Code
Years at Current Address
Form · Word
New Employee Joining Form
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[Company Logo][Company Name]
JOINING REPORT
Ref. No.:
[Reference Number]
Date:
[Date]
To,
The HR Manager
[Company Name]
[Company Address]
Subject: Joining Report – [Designation], [Department]
Sir / Madam,

With reference to appointment letter no. [Reference Number] dated [Date], I hereby report for duty as [Designation] in the [Department] department at [Work Location] on [Date of Joining] in the forenoon / afternoon at [Time].
I have read and accepted the terms and conditions of my appointment. I am submitting my joining documents along with this report and request you to take my joining on record.
Yours faithfully,
Report · Word
Employee Joining Report
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[Company Logo][Company Name]
JOINING LETTER
Date:
[Date]
Place:
[Work Location]
To,
The HR Manager
[Company Name]
[Company Address]
Subject: Letter of Joining as [Designation]
Dear Sir / Madam,
I am pleased to inform you that I have joined [Company Name] as [Designation] in the [Department] department today, [Date of Joining], in accordance with your appointment letter no. [Reference Number] dated [Date].
I have read and understood the terms and conditions stated in the appointment letter, including probation, notice period of [Notice Period] and the compensation of [CTC] per annum, and I accept them. I also agree to abide by the company's policies, code of conduct and service rules as amended from time to time.
Letter · Word
Employee Joining Letter
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[Company Logo][Company Name]
JOINING FORMALITIES CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation / Department:
[Designation] / [Department]
Date of Joining:
[Date of Joining]
HR Owner:
[HR Name]
A. HR – Documentation
- Signed appointment letter received
- Joining form filled and signed
- Original documents verified and copies retained
- Background verification consent signed
- Nominee and family details declarations collected
- Personnel file opened
B. HR – Statutory
- UAN obtained or existing UAN collected and linked
- Internal PF declaration signed and EPFO formalities initiated
- ESIC registration done (if eligible)
- Gratuity nomination collected
- Entry made in statutory employee register
C. Payroll
Checklist · Word
Joining Formalities Checklist
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[Company Logo][Company Name]
NEW HIRE CHECKLIST
New Hire:
[Employee Name]
Designation:
[Designation]
Reporting Manager:
[Reporting Manager]
Date of Joining:
[Date of Joining]
Phase 1: After Offer Acceptance
- Send welcome call or message from manager
- Share joining date, time, address and dress code
- Request pre-joining documents list
- Raise IT and asset request
- Inform team of the new hire's arrival
Phase 2: Day One
- Receive at reception and give office tour
- Complete joining formalities with HR
- Hand over laptop, ID card and logins
- Introduce buddy and team
- Lunch with manager or team
Phase 3: First Week
Checklist · Word
New Hire Checklist
Download .docx
[Company Logo][Company Name]
PRE-JOINING CHECKLIST
Candidate Name:
[Candidate Name]
Designation:
[Designation]
Offer Accepted On:
[DD/MM/YYYY]
Expected Date of Joining:
[Date of Joining]
Stage 1: Offer Closure (D-30 to D-15) – Recruiter
- Signed offer letter received
- Resignation from current employer confirmed
- Last working day at current employer noted
- Joining date agreed in writing
Stage 2: Documents and Verification (D-15 to D-7) – HR
- Pre-joining document list sent
- Scanned PAN, masked Aadhaar and certificates received
- Background verification consent signed
- BGV initiated with agency or in-house team
- Previous UAN collected
Stage 3: Readiness (D-7 to D-2) – IT, Admin and Manager
Checklist · Word
Pre-Joining Checklist
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[Company Logo][Company Name]
FIRST-DAY JOINING CHECKLIST
Employee Name:
[Employee Name]
Date of Joining:
[Date of Joining]
Reporting Time:
[Time]
Buddy:
[Buddy Name]
9:30 – 10:00 | Arrival – Reception and Security
- Name on visitor / joiner list
- Temporary pass issued
- Received by HR representative
10:00 – 11:30 | HR Formalities – HR
- Originals verified and returned
- Joining form and declarations signed
- Appointment letter copy signed
- Photograph taken for ID card
11:30 – 12:30 | IT Set-up – IT Team
Checklist · Word
First-Day Joining Checklist
Download .docx
[Company Logo][Company Name]
EMPLOYEE DOCUMENTATION CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Audit Date:
[Date]
Part A: Pre-Hire Records
- Application / resume
- Interview evaluation sheets
- Signed offer letter
- Reference and background verification report
Part B: Joining Records
- Signed appointment letter
- Joining form and joining report
- PAN copy
- Aadhaar (masked copy)
- Address proof
- Educational and experience certificates
- Photographs and signature specimen
- Bank account details
Part C: Statutory Records
Checklist · Word
Employee Documentation Checklist
Download .docx

Full Name (as per PAN)
Father's / Spouse's Name
Date of Birth (DD/MM/YYYY)
Gender
Marital Status
Blood Group
Nationality
Mobile Number
Personal Email ID
Aadhaar (last 4 digits / masked copy)

Current Address with PIN Code
Permanent Address with PIN Code
Years at Current Address

All joining & new employee documents templates

New Employee Information FormForm
Employee Personal Details FormForm
Employee Biodata FormForm
Employee Master Data FormForm
Employee Registration FormForm
Employee KYC FormForm
Employee Identity Verification FormForm
Emergency Contact FormForm
Employee Nominee Declaration FormForm
Bank Account Details FormForm
Salary Account Opening FormForm
PAN Declaration FormForm
Aadhaar Declaration FormForm
UAN Declaration FormForm
PF Nomination FormForm
ESIC Declaration FormForm
Gratuity Nomination FormForm
Insurance Nomination FormForm
Family Details Declaration FormForm
Dependents Declaration FormForm
Previous Employment Details FormForm
Education Details FormForm
Qualification Verification FormForm
Address Verification FormForm
Permanent Address DeclarationForm
Current Address DeclarationForm
Employee Photograph Submission FormForm
Signature Specimen FormForm
Background Verification Consent FormForm
Reference Check Consent FormForm
Document Submission ChecklistChecklist
Original Document Verification FormForm
Joining Kit ChecklistChecklist
Employee Welcome LetterLetter
Welcome Email TemplateEmail template
New Employee Introduction LetterLetter
New Employee AnnouncementNotice
Buddy Assignment LetterLetter
Mentor Assignment LetterLetter
New Joiner 30-Day PlanPlan
New Joiner 60-Day PlanPlan
New Joiner 90-Day PlanPlan

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Frequently asked questions

Are these joining & new employee documents templates free?+

Yes. Every joining & new employee documents template on BetterJobs is free to preview and download as an editable Word (.docx) file — no sign-up needed.

Can I edit the joining & new employee documents templates?+

Yes. Fill-in fields such as [Company Name] or [Employee Name] are highlighted in yellow in the Word file. Replace them, add your logo and adapt the wording to your policies.

Are these templates valid for companies in India?+

They are written for Indian workplaces (CTC, PF/ESI, notice periods, probation). Treat them as a starting point and review them against applicable labour laws, state rules and your company policies, with legal advice where needed.

Joining & New Employee Documents Templates

All joining & new employee documents templates

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