Free checklist template · Word

IT Onboarding Checklist

The IT onboarding checklist is used by the IT or systems team to get a new employee’s devices, accounts and security controls ready. It covers hardware provisioning, email and directory accounts, role-based software access, multi-factor authentication, security training and the asset handover acknowledgement.

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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)

Application	Access Level	Approved By	Date Granted
[Application Name]	[Read / Edit / Admin]	[Reporting Manager]	[DD/MM/YYYY]
[Application Name]	[Access Level]	[Reporting Manager]	[DD/MM/YYYY]
[Application Name]	[Access Level]	[Reporting Manager]	[DD/MM/YYYY]

4. Security Setup

Multi-factor authentication enrolled
VPN configured (for remote/hybrid users)
Password set by the user on first login
Printer and Wi-Fi access configured

5. Training and Acknowledgements

Security awareness briefing: phishing, passwords, data handling
IT acceptable-use policy acknowledgement signed
Laptop/asset acknowledgement signed
Helpdesk contact and ticketing process explained

IT Executive
[IT Executive Name]
Date: [Date]

Employee
[Employee Name]
Date: [Date]

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What this template includes

Hardware provisioning with asset tag and serial number
Directory, email and collaboration accounts
Role-based application access approved by the manager
Security controls: MFA, disk encryption, antivirus, patching
Security awareness briefing and policy sign-off
Asset handover acknowledgement
IT sign-off and ticket reference

When to use it

When HR raises a new-joiner IT request
For remote joiners whose laptop must be couriered and set up remotely
When applying least-privilege access for roles handling client or financial data
During ISO 27001 or client security audits

How to customise this template

1Replace generic software with your actual tool stack
2Add an access-approval matrix by role
3Include courier and remote-setup steps for work-from-home joiners
4Link the ticket number from your helpdesk
5Align with your information security policy

HR tips

Request IT setup at least three working days before joining
Never share initial passwords over the same channel as the username
Grant access by role, not by copying another user’s permissions
Record serial numbers so exit recovery is simple

For HR & hiring managers

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Frequently asked questions

What should be on an IT onboarding checklist?+

Hardware, accounts, application access, security controls, training and asset acknowledgement. Each item should be ticked with a date and the technician’s name.

How early should IT be informed of a new joiner?+

Ideally as soon as the offer is accepted, and at least a few working days before joining, so the device and accounts are ready on day one.

Should new employees sign for their laptop?+

Yes. An asset acknowledgement records the serial number and condition and makes recovery at exit straightforward.

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]
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]
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
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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