Free notice template · Word

New Joiner Announcement

A new joiner announcement is a company-wide notice from HR that welcomes one or more people who joined in a week or month. It lists each joiner’s name, designation, department and location in a short table, suitable for the notice board, intranet or an all-staff email.

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[Company Logo][Company Name]

NOTICE: WELCOME TO OUR NEW JOINERS

Ref. No.:: [Reference Number]
Date:: [Date]
Issued by:: Human Resources

We are happy to welcome the following colleagues who have joined [Company Name] during [Week / Month]:

S. No.	Name	Designation	Department	Location	Date of Joining
1	[Employee Name]	[Designation]	[Department]	[Work Location]	[DD/MM/YYYY]
2	[Employee Name]	[Designation]	[Department]	[Work Location]	[DD/MM/YYYY]
3	[Employee Name]	[Designation]	[Department]	[Work Location]	[DD/MM/YYYY]
4	[Employee Name]	[Designation]	[Department]	[Work Location]	[DD/MM/YYYY]

Senior hire note (optional): [Employee Name] joins us as [Designation] and will lead [Area]. They bring experience from [Industry / Previous Employer].

Please make our new colleagues feel at home. Drop by to say hello, include them in team lunches and help them find their way around.

We wish them a rewarding career with us.

[HR Name]
Human Resources
[Company Name]

Download Word (.docx) — free

What this template includes

Notice reference and date
Welcome headline
Table of joiners with role, department and location
Short line on how to welcome them
HR signature

When to use it

Weekly or monthly to announce all new joiners together
On notice boards at plants or branches
In the internal newsletter
For senior hires that the whole company should know about

How to customise this template

1Add photos if joiners agree
2Use one row per joiner
3Add a short senior-hire paragraph when relevant
4Translate for notice boards in local language

HR tips

Take consent before using photos
Keep it positive and brief
Publish on a fixed day each week or month

For HR & hiring managers

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Frequently asked questions

What is a new joiner announcement?+

A company-wide notice that welcomes new employees and tells colleagues their roles and teams.

Who issues it?+

HR usually issues it, often weekly or monthly.

Should salaries or personal details be included?+

No. Only name, designation, department, location and, with consent, a photo or short background.

All 50 onboarding & induction →

[Company Logo][Company Name]
NEW JOINER BUDDY CHECKLIST
Buddy Name:
[Buddy Name]
New Joiner:
[Employee Name]
Department:
[Department]
Date of Joining:
[Date of Joining]
Buddy Period:
[Date] to [Date]
Your Role as a Buddy
- Be a friendly first point of contact for everyday questions
- Share how things really work: tools, meetings, norms
- Do not evaluate the new joiner or report on performance
- Refer HR, pay or policy questions to HR, and any complaint of harassment to HR or the Internal Committee
Before Joining
- Send a short welcome message (with HR’s permission)
- Check the joiner’s first-day schedule
Day One
Checklist · Word
New Joiner Buddy Checklist
Download .docx
[Company Logo][Company Name]
NEW JOINER CHECKLIST FOR REPORTING MANAGERS
Reporting Manager:
[Reporting Manager]
New Joiner:
[Employee Name]
Designation:
[Designation]
Date of Joining:
[Date of Joining]
Before Arrival
- Confirm role description and first-month priorities
- Raise IT access requests for tools the role needs
- Inform the team and assign a buddy
- Plan the first-week schedule with HR
- Keep your calendar free for the first morning
Day One
- Welcome the joiner personally
- Explain the team’s purpose and how the role fits
- Introduce the team
- Share the first-week plan
Week One
Checklist · Word
New Joiner Manager Checklist
Download .docx
[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
Download .docx
[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
Download .docx
[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
Download .docx
[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
Download .docx
[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
Download .docx
[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
Download .docx