Free checklist template · Word

New Hire Orientation Checklist

A new hire orientation checklist lists the topics the HR facilitator must cover in the orientation session, usually on day one. It is a session checklist rather than a paperwork tracker: company overview, policies, pay and leave, POSH, safety, tools and who to contact, with sign-off by the facilitator and the new hire.

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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

CTC vs in-hand salary and how to read the payslip
Salary date and reimbursement process
PF, ESI (if applicable), gratuity and insurance
Tax declaration process

Section 4: Conduct and Safety

Code of conduct and conflict of interest
POSH policy and Internal Committee contacts
Grievance and whistle-blower channels
Fire safety, emergency exits and first aid
Information security and data privacy basics

Section 5: Tools and Contacts

HRMS login and self-service
Email, chat and IT helpdesk
Key HR, admin and IT contacts shared
Questions answered and feedback form shared

I confirm that the above topics were explained to me during orientation and that I had the opportunity to ask questions.

New Hire
[Employee Name]
Date: [Date]

Facilitator
[HR Name]
Date: [Date]

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What this template includes

Company overview topics
Policy topics including leave, attendance and code of conduct
Pay, payslip and statutory benefits explanation
POSH and grievance channels
Workplace safety
Tools and contacts
Facilitator and participant sign-off

When to use it

To run a consistent orientation session every time
When different HR team members conduct orientation at different branches
To prove that key policies such as POSH were explained
For batch orientations of freshers or trainees

How to customise this template

1Order topics to match your orientation deck
2Add time allocated per topic
3Add plant tour or site visit for manufacturing
4Translate into the local language for frontline staff

HR tips

Keep the session interactive; leave time for questions
Explain the payslip with a sample
Name the Internal Committee members, not just the policy
Collect feedback at the end

For HR & hiring managers

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Frequently asked questions

What is covered in new hire orientation?+

Company background, values, key HR policies, pay and benefits, POSH, safety, IT tools and contacts. It is usually a half-day or full-day session.

What is the difference between orientation and induction?+

Orientation is a short introduction, usually on day one. Induction is a longer programme over days or weeks that includes role training.

How long should orientation be?+

Half a day to a full day is common. Avoid overloading; spread role training across the first weeks.

All 50 onboarding & induction →

[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
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[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]
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]
EMPLOYEE ORIENTATION PRESENTATION – SLIDE OUTLINE
Company:
[Company Name]
Presenter:
[HR Name]
Duration:
[Minutes] minutes
Version:
[Version] – [Date]
Slide 1: Welcome to [Company Name]
- Company logo and welcome message
- Names of today’s joiners
- Speaker note: introduce yourself and the agenda
Slide 2: Agenda
- Our story
- How we work
- Pay and benefits
- Conduct and safety
- Your first week
Slide 3: Our Story
Plan · Word
Employee Orientation Presentation
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