Free checklist template · Word

Pre-Joining Checklist

A pre-joining checklist covers everything HR, IT and the hiring manager should finish between offer acceptance and the employee's first day. It reduces joining-day delays and lowers the risk of offer drop-outs by keeping the candidate engaged.

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[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

Laptop and accessories reserved
Email ID and system access requested
Workstation / seat allotted
ID card photo collected
Buddy identified
First-week schedule prepared

Stage 4: Engagement (throughout notice period) – Manager and HR

Welcome call by reporting manager
Company and team information shared
Fortnightly check-in call logged

Stage 5: Day Before Joining – HR

Reporting time, address and contact person confirmed
List of originals to bring shared
Reception and security informed

Risk flags noted (counter-offer, delay, BGV issue): ______________________________

Prepared by
[HR Name]
Date: [Date]

Reviewed by
[Reporting Manager]
Date: [Date]

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What this template includes

Offer acceptance and resignation confirmation from the candidate
Pre-joining document collection to speed up day one
Background verification started early
IT, seat and access readiness
Engagement touchpoints during the notice period
Day-before confirmation call

When to use it

Immediately after a candidate accepts the offer
When notice periods are long and candidates may drop out
When laptops and access usually arrive late for new joiners
For bulk or campus hiring with many joiners on one date

How to customise this template

1Set timelines relative to joining date (D-15, D-7, D-1)
2Add a medical check-up step if your industry requires it
3Include travel or accommodation arrangements for relocating hires
4Assign each section to an owner

HR tips

Stay in touch at least weekly during long notice periods
Do not ask for originals before joining; scanned copies are enough
Get the candidate's resignation acceptance in writing where possible
Confirm the reporting time and place a day before joining

For HR & hiring managers

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Frequently asked questions

What is included in pre-joining formalities?+

Offer acceptance, resignation confirmation, collection of scanned documents, background verification consent, IT and seat set-up and a welcome communication before day one.

How can HR reduce offer drop-outs?+

Regular contact from HR and the manager, sharing team information and making the joining process clear all help keep candidates engaged during the notice period.

Should background verification start before joining?+

Many companies start it after offer acceptance with the candidate's written consent, so results are available early. Avoid contacting the current employer without explicit permission.

All 50 joining & new employee documents →

[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
Checklist · Word
Joining Formalities Checklist
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[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
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[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
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[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
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[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
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[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
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[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
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[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