Free checklist template · Word

Employee Onboarding Checklist

An employee onboarding checklist is the master tracker HR uses to move a new hire from offer acceptance to full productivity. It lists every task across pre-joining, day one, the first week and the first 90 days, with an owner against each, so nothing is missed between HR, IT, admin and the reporting manager.

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[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

Induction session on company, values and HR policies completed
Code of conduct, POSH policy and IT acceptable-use acknowledgements signed
Laptop, email, and system access issued with asset acknowledgement
Introduction to the team and key stakeholders
Buddy assigned
Role expectations and 30/60/90-day goals discussed with the manager

Phase 4: First 90 Days – Owner: Reporting Manager

30-day check-in completed and recorded
60-day review completed and recorded
Role-specific training completed
90-day review completed and probation recommendation shared with HR
Onboarding feedback form collected from the employee

Closure – Owner: HR

All documents uploaded to the personnel file
Pending items followed up and closed
Onboarding file closed and confirmation process initiated

Prepared by
[HR Name]
HR Executive
Date: [Date]

Reviewed by
[Reporting Manager]
[Department]
Date: [Date]

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What this template includes

Employee and joining details header so the tracker is tied to one person
Pre-joining tasks so the workstation, email and documents are ready before day one
Day-one statutory items: PF nomination, ESI, PAN and bank details
First-week activities such as induction, policy sign-offs and team introductions
30/60/90-day milestones linked to probation review
Owner and completion columns that make accountability visible
Final HR sign-off that closes the onboarding file

When to use it

As the single master tracker for every new hire, from offer acceptance to confirmation
When several departments (HR, IT, admin, finance) share joining tasks and need one view
For audits where you must show that statutory joining formalities like PF and ESI were completed
When standardising onboarding across branches or plants

How to customise this template

1Replace placeholders with the employee, department and joining date
2Delete items that do not apply (for example ESI for employees above the wage ceiling)
3Add role-specific tasks such as plant safety training or client system access
4Assign a named owner to each phase rather than just a department
5Save it in the employee file and update it weekly until confirmation

HR tips

Start the checklist on the day the offer is accepted, not on joining day
Collect documents digitally before joining so day one is about people, not paperwork
Do not ask for a full Aadhaar copy where a masked copy is enough
Review the incomplete items in a weekly HR stand-up
Close the checklist formally at confirmation so it can be audited later

For HR & hiring managers

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Frequently asked questions

What should an employee onboarding checklist include?+

It should cover pre-joining preparation, joining-day documentation and statutory forms, first-week induction, and 30/60/90-day check-ins. Each task should have an owner and a completion date.

How long does employee onboarding last in India?+

Paperwork is usually done in the first week, but good onboarding runs until the probation review, typically three to six months. The checklist should stay open until confirmation.

Who is responsible for onboarding a new employee?+

HR owns the process and the record, but IT, admin, finance and the reporting manager each own specific tasks. The checklist makes those handoffs explicit.

All 50 onboarding & induction →

[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
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Finance Onboarding Checklist
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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
Checklist · Word
Admin Onboarding 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
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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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