Free checklist template · Word

HR Onboarding Checklist

The HR onboarding checklist covers only the tasks the HR team owns when a new person joins: offer paperwork, document verification, statutory registrations like PF and ESI, the appointment letter, HRMS setup and the personnel file. HR executives use it to make sure every joining formality is complete and auditable.

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[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

UAN collected or generated; KYC seeded
EPF nomination and declaration form (Form 2 / Form 11) completed
ESI registration done if gross wages are within the ESI ceiling
Gratuity nomination form collected
Investment declaration for TDS collected

D. Appointment and Policies

Appointment letter issued; signed duplicate received
Employee handbook shared and acknowledgement signed
Code of conduct and POSH policy acknowledgement signed
Confidentiality / NDA signed

E. Systems and Records

Employee master created in HRMS
Attendance and leave profile configured
Payroll inputs shared with finance
Emergency contact recorded
Personnel file opened and indexed

F. HR Close-Out

Item	Status	Remarks
All documents received	[Yes / No]	[Remarks]
Statutory forms filed	[Yes / No]	[Remarks]
Pending items	[List]	[Follow-up Date]

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

Verified by
[HR Manager Name]
HR Manager
Date: [Date]

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What this template includes

Offer and appointment paperwork stage
Document verification with original sighting
EPF, UAN and ESI registration steps
Payroll and HRMS data entry checks
Policy acknowledgement collection
Personnel file completeness check
HR sign-off and remarks column

When to use it

When an HR executive handles joining formalities for one or many new hires
To train a new HR team member on the company’s joining process
Before a statutory or internal audit of personnel files
When moving joining work from paper to an HRMS

How to customise this template

1List your actual policies that need acknowledgement
2Add state-specific items your Shops & Establishments registration requires
3Mark which items apply to contract or intern hires
4Add the HRMS module names you use
5Keep a copy per employee in the personnel file

HR tips

Verify originals yourself and record who verified them
Generate payroll inputs only after bank and PAN details are verified
Collect nomination forms on day one; chasing them later is harder
Store personal data securely and limit access to HR

This checklist is a starting point. Review it against applicable labour laws, the Labour Codes and state rules, and your company policies, and take legal advice where needed.

For HR & hiring managers

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Frequently asked questions

What documents does HR collect from a new joiner in India?+

Typically educational and experience certificates, relieving letter, PAN, bank details, photographs, address proof and a masked Aadhaar copy, plus UAN if the person has one. Collect only what you need.

When should PF registration be done for a new employee?+

Link the employee to their UAN or generate a new one during joining and include them from the first payroll. Check current EPFO timelines with your payroll team.

Is an HR onboarding checklist different from an employee onboarding checklist?+

Yes. The employee onboarding checklist covers all departments; the HR version covers only HR-owned tasks in more detail.

All 50 onboarding & induction →

[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
Checklist · Word
Employee 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
Checklist · Word
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]
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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[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
Download .docx