9 New-Hire Checklist Templates to Get Onboarding Right

Onboarding for new employees—and for the company—is a critical time, especially during the first seven days. Nearly half (44%) actively regret their decision to join after the first week, and after the first month, 70% of your new hires will have officially made their decision to exit or stay.

As an HR professional, having a thorough and well-planned onboarding process is important. A 2023 study found that onboarding is a key component of the overall employee experience, affecting everything from employee engagement to job retention. The study also concluded that strong onboarding programs typically foster positive workplace cultures marked by employee dedication, trust, and a sense of belonging within the organization.

That means that any missed details during an employee’s first few weeks could lead to a negative employee experience, which in turn could affect their performance, retention, and ultimately, the company’s reputation.

This article discusses every checklist you’ll need for a successful onboarding experience as well as what to include in each one.

What Is an Onboarding Checklist?

An onboarding checklist is a document that outlines tasks that need to be completed in order to set the employee up for success in their new role. Not only do checklists guide an employee during their initial days to weeks, it also allows employers to effectively prepare employees for their role without overlooking important steps and staying compliant.

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What to Include in Your Onboarding Checklist?

An efficient onboarding process should be designed to integrate new hires into the company culture, help them understand their roles and responsibilities, and facilitate their successful transition into the organization.

Your checklist should include tasks to familiarize the employee with their workspace, company policies and procedures, training schedules, and of course, tasks for filling out necessary paperwork.

  1. Office Tour There’s nothing more destabilizing than driving around an unknown city without a map or guide. That’s why it’s important to familiarize new employee’s with their work environment, so they can find their workspace, meeting rooms, restrooms, and most importantly, the break room!
  2. New Hire Paperwork We know that a crucial part of being an employee is getting paid, and there’s necessary paperwork like the W-4, I-9, and benefits enrollment that needs to be submitted. This routine part of onboarding is one of the most important, so be sure to check your checklist closely.
  3. Employee Handbook Providing an employee handbook during onboarding ensures that new hires have access to essential company policies, procedures, and expectations. It also serves as a resource to help employees understand their rights and responsibilities within the company, such as leave policies and code of conduct.
  4. Training Schedule Providing a detailed schedule of how and where training takes place will ensure that the employee shows up and completes the training, so they can be successful in their role at the organization.

New Employee Onboarding: Checklists to Consider

With so many tasks to complete, onboarding can feel overwhelming for both the employer and employee. Creating separate checklists for every step of the onboarding process is important in making sure that no details are overlooked and fosters a structured approach for a smooth transition.

Welcome Email Checklist

A well-executed welcome email creates positive engagement and gets the employee excited to work for your organization. Send a warm and welcoming email to new hires to set the tone and lay out initial first steps for what they can expect.

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Pre-Onboarding Checklist

This checklist ensures that all necessary preparations and tasks are completed before a new employee's official start date.

First Day Checklist

Wow your new hires on their first day by providing a curated experience using this checklist:

First Week Checklist

The first week is still a period of information overload for the employee, so be sure to have an organized list to help them stay on track.

First Month Checklist

Make sure your new hire is settling in comfortably during their first few weeks. Check in regularly, and offer support and guidance to complete the onboarding process.

Organizing the first month of onboarding into smaller and more manageable checklists makes the process a whole lot easier for everyone. However, each hire is unique and may have different needs based on their role. Below are a few onboarding checklist templates that are tailored to those needs.

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Which Onboarding Checklist Templates Are Necessary for My Team to Use?

An employee being onboarded remotely is going to look like a completely different process from the employee who’s coming into the office. Promotions (yay!) and internal hires also need onboarding to get familiarized with their new position at the company.

Whether it’s an IT checklist to ensure your employees are properly equipped with the technology they need to succeed or a general checklist for newcomers, we have you covered.

New Employee Onboarding Checklist

This template is a list of tasks for the new employee during their first few weeks.

Employee Onboarding Template (Internal Hires)

This onboarding checklist template is tailored to the employee who’s already employed at the organization but has been promoted or changed roles.

IT Onboarding Template

This template is specifically focused on tasks for IT personnel to set up the employee’s computer and technology related equipment.

Remote Employee Template

Virtual onboarding can come with a few challenges, but nothing that some careful planning and a thoughtful checklist can’t tackle! Many of the onboarding processes for remote or hybrid employees are the same as in-person, but you’ll need to rely more on video conferencing, messaging apps, pre-recorded trainings, and other online resources.

Here’s a list of essential remote onboarding tasks:

Onboarding can and should be a positive experience for the employee. Make your new hires feel welcome by following these onboarding checklists and setting a positive tone from day one. With the right planning, the right software, and the right attitude, you can save time and focus on what matters—the wellbeing of your employees and your organization.

Create better first days.

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