New Hire Checklist

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

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

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

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

DOCUMENT SUBMISSION CHECKLIST

Candidate / Employee Name:

[Employee Name]

Date of Joining:

[Date of Joining]

Category:

Fresher / Experienced

Please bring the originals for verification (they will be returned the same day) and one set of self-attested photocopies.

A. Identity and Address – bring original and copy

• PAN card
• Aadhaar (masked copy showing only last 4 digits)
• Passport / Voter ID / Driving Licence (any one)
• Current address proof
• Permanent address proof

B. Education – bring original and copy

• Class 10 marksheet and certificate
• Class 12 / Diploma marksheet
• Graduation degree and all semester marksheets
• Postgraduate degree and marksheets (if applicable)
• Professional certifications / registrations

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

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

2. Address

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,