Free checklist template · Word

Document Submission Checklist

A document submission checklist tells the new joiner exactly which documents to bring on the joining day, whether originals or copies are needed, and records what was received. It is sent with the offer or pre-joining email and checked off by HR at joining.

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[Company Logo][Company Name]

DOCUMENT SUBMISSION CHECKLIST

Candidate / Employee Name:: [Employee Name]
Date of Joining:: [Date of Joining]
Category:: Fresher / Experienced

Please bring the originals for verification (they will be returned the same day) and one set of self-attested photocopies.

A. Identity and Address – bring original and copy

PAN card
Aadhaar (masked copy showing only last 4 digits)
Passport / Voter ID / Driving Licence (any one)
Current address proof
Permanent address proof

B. Education – bring original and copy

Class 10 marksheet and certificate
Class 12 / Diploma marksheet
Graduation degree and all semester marksheets
Postgraduate degree and marksheets (if applicable)
Professional certifications / registrations

C. Experience – experienced hires only, copies

Relieving letter / resignation acceptance from last employer
Experience letters of earlier employers
Last 3 months' payslips
Form 16 or Form 12B for the current year
Previous UAN details

D. Financial and Others – copies

Cancelled cheque or bank passbook
Passport-size photographs (4)
Signed copy of offer letter

E. Pending Documents

Document	Reason Pending	Promised By	Received On
[Document]	[Reason]	[DD/MM/YYYY]	[DD/MM/YYYY]
[Document]	[Reason]	[DD/MM/YYYY]	[DD/MM/YYYY]
[Document]	[Reason]	[DD/MM/YYYY]	[DD/MM/YYYY]

Acknowledgement

I confirm that I have submitted the documents ticked above and will submit pending documents by the dates stated.

Signature of Employee
[Employee Name]
Date: [Date]
Place: [Work Location]

Checked by
[HR Name]
Date: [Date]

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What this template includes

Grouping by document type (identity, education, experience, financial)
Original vs copy instructions for each item
Fresher and experienced variations
Pending items with due date
Candidate acknowledgement of what was submitted

When to use it

With the offer letter or pre-joining email
At the joining desk to tick off what was received
For freshers who do not have relieving letters or payslips
When follow-up is needed for pending documents

How to customise this template

1Remove experience documents for freshers
2Add licences or registrations required for the role
3Specify the number of copies and photographs
4Add a deadline for pending documents

HR tips

Return originals the same day after verification
Ask for masked Aadhaar only
Give a written receipt for any original retained with consent
Track pending documents weekly until closed

For HR & hiring managers

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Frequently asked questions

What documents are required for joining a company in India?+

Typically PAN, identity and address proof, a masked Aadhaar copy, educational certificates, relieving letter and payslips from the last employer, bank proof and photographs.

Can a company keep original documents?+

Employers should verify and return originals. Retaining originals without a clear, consented reason is not good practice.

What if a relieving letter is not yet available?+

Submit the resignation acceptance email and provide the relieving letter by an agreed date.

All 50 joining & new employee documents →

[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
Download .docx
[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
Download .docx
[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

[Company Logo][Company Name]

EMPLOYEE PHOTOGRAPH SUBMISSION FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Department:: [Department]
Date:: [Date]

1. Photographs Submitted

Purpose	Paste Photo / File Name	Received (Yes / No)
Personnel file	[Paste photo]	[Yes / No]
ID card	[Paste photo]	[Yes / No]
Statutory forms (PF / ESI / insurance)	[Paste photo]	[Yes / No]
Digital copy for HRMS	[EmployeeID_Name.jpg]	[Yes / No]

2. Photo Specifications

Recent colour photograph taken within the last 6 months
Passport size (35 mm x 45 mm) for print; JPG for digital
Plain white or light background, face clearly visible
No caps or sunglasses, except religious headwear

3. Consent for Internal and External Communications (optional)

Form · Word

Employee Photograph Submission Form

Download .docx

[Company Logo][Company Name]

ORIGINAL DOCUMENT VERIFICATION FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Date of Verification:: [Date]
Verifier:: [HR Name]

Verification Record

Sr.	Document	Document No. / Issuing Authority	Original Seen (Y/N)	Copy Matches (Y/N)	Original Returned (Y/N)	Remarks / Discrepancy
1	PAN card	[Number]	[Y/N]	[Y/N]	[Y/N]	[Remarks]
2	Aadhaar (masked)	XXXX XXXX [Last 4 Digits]	[Y/N]	[Y/N]	[Y/N]	[Remarks]
3	Class 10 certificate	[Board / Roll No.]	[Y/N]	[Y/N]	[Y/N]	[Remarks]
4	Degree certificate	[University / Reg. No.]	[Y/N]	[Y/N]	[Y/N]	[Remarks]
5	Relieving letter	[Employer]	[Y/N]	[Y/N]	[Y/N]	[Remarks]

Discrepancies and Action

Nature of discrepancy
Explanation given by employee
Supporting document requested
Escalated to and date

Verifier Declaration

Form · Word

Original Document Verification Form

Download .docx

[Company Logo][Company Name]
JOINING KIT CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Delivery:
In person / Courier (AWB: [Number])
1. Welcome and Information – HR
- Welcome letter from manager / leadership
- Employee handbook or policy booklet
- Organisation chart and key contacts card
- Holiday calendar for the year
- First-week schedule
2. Identity and Access – Admin
- Photo ID card with lanyard (returnable)
- Access / swipe card (returnable)
- Parking sticker (if applicable)
- Locker key (returnable)
3. IT Assets – IT Team
Checklist · Word
Joining Kit Checklist
Download .docx

Document Submission Checklist

Preview of the checklist

A. Identity and Address – bring original and copy

B. Education – bring original and copy

C. Experience – experienced hires only, copies

D. Financial and Others – copies

E. Pending Documents

Acknowledgement

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates