New Hire Onboarding Checklist

Purpose

A standard checklist to onboard a new employee consistently — from offer acceptance through required paperwork and first-day setup. It is the mirror of the Employee Separation & Offboarding Checklist.

How to use

Begin once the offer is accepted. Mark each item complete, assign an owner (hiring manager, Human Resources, or the new employee), and keep completed forms in the appropriate file.

Before the first day

• Offer letter sent and signed acceptance received
• Employment application on file
• Background check and reference checks completed — with the candidate's written consent, and in compliance with the Fair Credit Reporting Act (FCRA) and applicable "ban-the-box" and state law
• Voluntary self-identification (EEO / veteran / disability) offered — voluntary and confidential
• New-hire paperwork packet sent to the employee

Required new-hire paperwork

• Form I-9 — employment eligibility verification (employee completes Section 1 by the first day; employer completes Section 2 within three business days of the start date)
• Federal Form W-4 and the applicable state withholding form
• Direct deposit authorization
• Benefits enrollment forms
• Emergency contact information
• Beneficiary designations (life insurance / retirement), if applicable
• Confidentiality / non-disclosure and invention-assignment agreement, if used
• Restrictive covenant (non-compete / non-solicit), if used and enforceable in the jurisdiction
• Acknowledgment of receipt of the employee handbook and key policies
• Any role- or location-specific agreements or certifications

First day and setup

• Complete I-9 Section 2 (review the employee's original documents)
• Provision system accounts, email, and building / badge access
• Set up workspace and equipment
• Conduct orientation (policies, safety, benefits overview, introductions)
• Assign required training

Recordkeeping (best practice)

• Complete the I-9 on time and store I-9 forms separately from the personnel file.
• Keep background-check results and medical / benefit information confidential and separate from the general personnel file.
• Pre-employment inquiries and background checks must comply with the FCRA and with state and local ban-the-box, salary-history, and pre-employment-inquiry laws.