Welcome Note From HR

A WELCOME NOTE FROM OUR CEO

Date:

[Date]

Dear [Employee Name],

Welcome to [Company Name]. I am delighted that you have chosen to join us as [Designation] in [Department].

We started [Company Name] in [Year] with a simple idea: [Founding Purpose]. Today, [Number] colleagues across [Locations] carry that idea forward every day for our customers. You are now part of that story.

What we value most are [Value 1], [Value 2] and [Value 3]. In practice, that means taking ownership of your work, being honest even when it is difficult, and treating every colleague and customer with respect. It also means we expect everyone to help keep this a safe and inclusive workplace.

In return, you can expect from us clear goals, fair feedback, opportunities to learn and leaders who listen. Your first few weeks will be full of new names and information. Ask questions, take notes and do not hesitate to share a fresh perspective; new colleagues often see what the rest of us have stopped noticing.

EMPLOYEE WELCOME KIT CHECKLIST

Employee Name:

[Employee Name]

Date of Joining:

[Date of Joining]

Work Mode:

[Office / Remote]

Kit Prepared By:

[Admin Executive Name]

Documents

• Welcome letter signed by HR / CEO
• Day-one agenda and induction schedule
• Employee handbook or quick-start guide
• Holiday list for the year
• Key contacts card (HR, IT, admin, buddy)

Workplace Essentials

• ID card with lanyard
• Access card
• Notebook and pen
• Desk name plate
• Visiting cards (if applicable)

Branded Merchandise

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

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

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

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)

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

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