Company Introduction Document

COMPANY ASSET ACKNOWLEDGEMENT

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Designation:

[Designation]

Department:

[Department]

Work Location:

[Work Location]

Date:

[Date]

Assets Issued

Declaration

I acknowledge receipt of the company assets listed above in the condition stated. I agree that:

1. The assets belong to [Company Name] and are issued for official use.
2. I will take reasonable care of them and use them as per company policy.
3. I will not lend, sell or transfer them to anyone.
4. I will report any loss, theft or damage immediately to [Admin / IT Contact].
5. I will return all assets in working condition when asked or on my last working day.

COMPANY VEHICLE ACKNOWLEDGEMENT

Ref. No.:

[Reference Number]

Date:

[Date]

I, [Employee Name], [Designation], Employee ID [Employee ID], acknowledge receipt of the following vehicle from [Company Name]:

Terms of Use

1. I hold a valid driving licence for this class of vehicle and will inform HR if it is suspended or expires.
2. The vehicle is for official use [and limited personal use as per policy]. I will not allow anyone else to drive it without written approval.
3. I will follow traffic laws, wear seat belts or helmets, and never drive under the influence of alcohol or drugs.
4. Fuel will be provided through [Fuel Card / Reimbursement] for official use.
5. I will get the vehicle serviced on schedule at authorised centres and report faults promptly.
6. In case of an accident, I will inform [Admin Contact] immediately and support the police and insurance process.
7. Traffic fines and challans arising from my own violations will be my responsibility.
8. I will return the vehicle with all documents and accessories when asked or on my last working day.

DEPARTMENT INTRODUCTION FORM

1. Department Details

2. Purpose

3. Team Structure

EMPLOYEE INTRODUCTION EMAIL

Subject: Please welcome [Employee Name], our new [Designation]

To: [Team Distribution List]
Cc: [Employee Name], [HR Name]

Dear Team,

I am pleased to introduce [Employee Name], who joins us today as [Designation] in the [Department] team, based at [Work Location].

[Employee Name] brings [Number] years of experience in [Field], most recently with [Previous Employer] where they worked on [Key Area]. In this role, [Employee Name] will be responsible for [Responsibility 1] and [Responsibility 2], and will work closely with [Colleague Names / Teams].

Over the next few weeks [Employee Name] will be meeting many of you as part of their induction. Please make time to say hello, share how your work connects with theirs and help them find their way around. [Buddy Name] will be their buddy for the first two months.

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

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

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

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)