Sample employee onboarding checklist
Quick insights
- A new hire checklist may help you track tasks from before the first day through the first 90 days.
- Onboarding includes more than the first day orientation and may last several months.
- You can adapt a sample checklist to fit your business and each role.
You just offered someone a job, and they said yes. Between paperwork, equipment and team introductions, a task can slip through the cracks. A sample employee onboarding checklist may help you stay organized and make your new hire feel welcome. Whether you're hiring employees for the first time or your next team member, a clear onboarding plan may help the transition go smoothly.
Why a new hire checklist matters
A new employee onboarding checklist gives you a single place to track every step of bringing someone onto your team. Without one, you might forget to order a laptop, create an email account or share the employee handbook. Small oversights can leave a new hire feeling unprepared.
A checklist may also help create a consistent experience. If every new hire goes through the same steps, you could reduce the chance that someone misses a key training session or compliance form. A thorough onboarding process may help new hires adjust to their roles and understand job expectations. That structure may also support employee retention, since employees who feel supported early on may be more likely to stay.
What the employee onboarding process looks like
Onboarding is more than one day of orientation. Orientation is a short-term event that welcomes an employee and covers basics like introductions and paperwork. Onboarding is a longer process that can last up to 90 days or more, depending on the role and how long it takes to reach full independence.
A typical process moves through several phases. Before the first day, you prepare the workspace and complete pre-arrival tasks. The first day focuses on introductions and setting expectations. The first week balances training with early hands-on work. The first month and beyond center on building skills and checking in at regular intervals.
Sample employee onboarding checklist
The following employee onboarding checklist example breaks the process into phases. You can adapt these items to fit your business and the specific role.
Before the first day
- Sending a welcome email: You can formalize the start date, time, location and any details about parking or what to bring.
- Preparing paperwork: Sending any relevant tax forms, direct deposit information and any employment agreements in advance may help streamline the process.
- Ordering equipment: Should you need to, you can order the new hire a laptop, phone or other tools they may need for their role.
- Preparing a workspace: Clearing a desk or arranging remote access for a work-from-home role before the first day might make the process less stressful for the new employee.
- Notifying the team: Letting colleagues know who is joining and when enables them to prepare a warm welcome.
First day
- Completing required forms: Onboarding forms may include signed tax documents, the I-9 (a form that confirms work eligibility) and any company policy acknowledgments.
- Giving a workplace tour: Showing the new hire around the office or introducing them to key remote team members might make them feel more at ease.
- Sharing the employee handbook: Reviewing policies, procedures and expectations for the role on day one may help establish expectations.
- Introducing the team: Arranging a meeting or lunch so the new hire can start building relationships is one way to integrate them into the team.
First week
- Introducing job-specific training: Teaching the tools and processes the role requires during week one can set the tone for the remainder of onboarding.
- Pairing the new hire with a mentor: Matching the new team member with an experienced colleague could be a mutually beneficial partnership and encourage growth for the more established team member.
- Outlining short-term goals: Describing what success looks like in the first few weeks is one way to set expectations.
- Checking in at the end of the week: Setting aside time to gather feedback and addressing any early concerns can be a useful practice when hiring new employees.
First 30 to 90 days
- Scheduling regular check-ins: Planning meetings at the 30, 60 and 90 day marks enables both the new hire and their manager to review progress. A 30-60-90 day plan may help structure these milestones.
- Reviewing goals and adjusting: Discussing what’s going well and where more support is needed can empower the new employee to provide actionable feedback and ask for assistance when needed.
- Gathering onboarding feedback: Asking the new hire what worked and what could improve might provide helpful details for future new employee onboarding.
- Encouraging independence: Gradually shifting from guided tasks to self-directed work can help the new hire grow their confidence in their new role.
Some tips to help your onboarding process
A few practices might help your onboarding go smoothly. Beyond the checklist itself, you could consider how you can make the experience feel personal.
- Reaching out before day one: Contacting a new hire before the start date may help them feel at ease.
- Keeping tasks visible: Sharing the checklist with the new hire might make expectations clearer.
- Being flexible: Adjusting the timeline based on how the person is progressing rather than rushing through steps is one way to adapt the process for individual employees.
If you're new to managing human resources, a clear checklist may help you build confidence. You might also look into onboarding costs to help you budget. Whether you're hiring a full-time staff member or a part-time employee, a structured approach may help every new hire get off to a strong start.
The bottom line
A sample employee onboarding checklist can take much of the guesswork out of bringing someone new onto your team. By breaking the process into phases, you may help your new hire feel prepared, supported and connected. You can adapt the example above to fit your business and revisit it each time you hire. Small adjustments along the way may help each new hire feel more at home in your business.
