Free checklist template · Word

Joining Formalities Checklist

A joining formalities checklist lists every administrative and statutory step HR, payroll, IT and the manager must complete when a new employee joins. It keeps the process consistent so nothing, from PF enrolment to policy acknowledgements, is missed.

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[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

Employee created in payroll with CTC [CTC]
PAN and tax regime choice recorded
Bank account verified
Salary structure and pay date communicated

D. IT and Admin

Official email and system logins created
Laptop / desktop issued with asset acknowledgement
ID card and access card issued
Workstation allotted
Attendance / biometric enrolment done

E. Reporting Manager

Welcome and team introduction done
Role expectations and 30-day goals shared
Buddy assigned

F. Policy Acknowledgements

Code of conduct
POSH policy and Internal Committee details
Leave and attendance policy
IT acceptable-use and confidentiality policy

Remarks / pending items: ______________________________

Checked by
[HR Name]
Date: [Date]

Approved by
[Authorised Signatory]
Date: [Date]

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What this template includes

Grouping by owner (HR, payroll, IT, admin, manager) so accountability is clear
Statutory steps such as UAN linking and ESIC registration
Policy acknowledgements including POSH and code of conduct
Payroll set-up items that affect the first salary
Sign-off by HR to close the joining file

When to use it

For every new joiner, so formalities are tracked to closure
When several teams share onboarding tasks and need clear ownership
During HR audits, to show each joining was handled the same way
When training a new HR executive on the joining process

How to customise this template

1Remove ESIC items if no employee falls within the ESI wage limit
2Add department-specific steps such as safety induction for plant roles
3Put target timelines (Day 0, Day 1, Week 1) beside each item
4Convert to a shared tracker if you onboard many people a month

HR tips

Assign one HR owner per joiner who chases pending items
Do not run payroll until bank and PAN details are verified
Close PF and ESIC formalities promptly after joining as per the applicable rules
File the completed checklist in the employee's personnel folder

For HR & hiring managers

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Frequently asked questions

What are joining formalities for a new employee?+

They include document collection and verification, signing the appointment letter, PF and ESI enrolment, payroll set-up, IT and ID card issue, induction and policy acknowledgements.

Who completes joining formalities?+

HR leads them, but payroll, IT, admin and the reporting manager each own specific steps. A checklist grouped by owner makes this clear.

How long do joining formalities take?+

Most can be finished on day one, with statutory registrations and induction completed within the first week or as required by the applicable rules.

All 50 joining & new employee documents →

[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]
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
[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
Download .docx
[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
Download .docx
[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
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]
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