Free checklist template · Word

First-Day Joining Checklist

A first-day joining checklist is an hour-by-hour plan for a new employee's first working day, from reception to the end-of-day check-in. It ensures the joiner is welcomed, set up and productive rather than left waiting.

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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

Laptop handed over with asset form
Email and system login working
Password and security rules explained
Attendance / biometric registered

12:30 – 13:30 | Team Lunch – Reporting Manager

Team introduced
Buddy introduced

13:30 – 15:30 | Role Orientation – Reporting Manager

Role, KRAs and reporting lines explained
Week-one schedule shared
First small task assigned
Office tour: washrooms, pantry, emergency exits, first aid

15:30 – 17:00 | Induction Session – HR

Company overview and values
Leave, attendance and holiday list
POSH policy and Internal Committee contacts
Grievance channel explained

17:00 – 17:30 | End-of-Day Check-in – HR / Manager

Open questions answered
Next-day plan confirmed

Joiner feedback on day one: ______________________________

[Reporting Manager]
Date: [Date]

Verified by
[HR Name]
HR Department, [Company Name]
Date: [Date]

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What this template includes

Time slots so the day has a clear flow
Reception and security steps to avoid a poor first impression
Joining formalities kept to a fixed window
Working laptop and logins by midday
Team lunch and buddy introduction
End-of-day check-in to answer questions

When to use it

For any new joiner reporting to the office for the first time
When multiple teams (security, HR, IT) need to coordinate timings
When batch joiners arrive together for induction
When managers are new to hosting a new hire

How to customise this template

1Adjust time slots to your office hours or shift timings
2Add PPE issue and safety briefing for factory or site roles
3Replace the office tour with a virtual tour for remote hires
4Put the names of each person responsible

HR tips

Keep paperwork under two hours on day one
Test logins before the employee arrives
Give a small first task so the day feels useful
Ask the employee how the day went before they leave

For HR & hiring managers

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Frequently asked questions

What should a new employee do on the first day?+

Complete joining formalities, collect equipment and ID, meet the team and buddy, understand the role and attend an end-of-day check-in.

How do I plan a first day for a new hire?+

Block time slots for reception, HR formalities, IT set-up, manager meeting, lunch and a check-in, and assign an owner for each.

What documents should a new joiner bring on day one?+

Typically originals of educational certificates, relieving letter, PAN, a masked Aadhaar copy, bank proof and photographs, as listed in the pre-joining communication.

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
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[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]
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
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[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]
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
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[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
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