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Starting a new job can be as nerve-wracking as it is exciting. For HR professionals and hiring managers, the first impression isn’t just about the interview—it’s about the onboarding experience. A structured new employee onboarding checklist ensures that your latest talent feels welcomed, prepared, and ready to contribute from day one.
In this guide, we’ll break down every stage of the employee onboarding process checklist, from the moment the offer is signed to the end of the first month.
What Is an Employee Onboarding Checklist?
An employee onboarding checklist is a structured document used by HR teams and managers to organize the tasks required to integrate a new hire into the company.
It serves as a roadmap, ensuring that no administrative, technical, or social steps are missed. Instead of a chaotic first week, a checklist provides a standardized experience that ensures every new hire checklist covers the same high-quality ground, regardless of the department, and helps improve employee engagement.
Why Is Employee Onboarding Important?
Onboarding is a critical business strategy.
Impacts on Retention and Productivity
When employees understand their roles and feel supported early on, they are less likely to rethink their decision, improving your employee retention rate. A clear onboarding checklist for new hires reduces the time it takes for an employee to become integrated and productive, positively impacting the company’s bottom line.
Benefits for Remote and Hybrid Employees
For distributed teams, the employee orientation checklist may be the only bridge between the new hire and the company culture. Without physical office cues, a digital-first onboarding process provides the necessary structure to prevent feelings of isolation and confusion.
Pre-Boarding Tasks Checklist
The period between the signed offer and the start date is known as “pre-boarding.” Use this HR onboarding checklist to handle the logistics before the new hire even walks through the door.
Paperwork and Compliance
- [ ] Send and collect signed employment contracts.
- [ ] Complete tax forms (W-4, I-9, etc.) via your HRIS.
- [ ] Share the employee handbook and policy documents.
- [ ] Conduct background checks and reference verifications.
IT Setup and Workspace Preparation
- [ ] Order necessary hardware (laptop, monitor, peripherals).
- [ ] Set up company email and Slack/Teams accounts.
- [ ] Grant access to project management tools (Jira, Asana, Trello).
- [ ] Prepare the physical workspace or ship the remote onboarding checklist equipment package.
First Day Employee Onboarding Checklist
The goal of the first day is connection, not just information.
Orientation and Introductions
- [ ] Welcome Tour: Introduce the new hire to the office layout or key rooms.
- [ ] Meet the Team: Schedule a casual team lunch or virtual coffee chat.
- [ ] Buddy System: Assign a peer mentor to help them navigate unwritten office rules.
Setting Expectations
- [ ] Review the job description and immediate responsibilities.
- [ ] Discuss the schedule for the first week.
- [ ] Provide an organizational chart.
First Week and Month Checklist
By the end of the first month, the employee should move from learning to doing.
Training and Mentoring
- [ ] Schedule deep-dive sessions into company products or services.
- [ ] Provide role-specific software training.
- [ ] Set up shadowing opportunities with veteran team members.
Performance Check-ins
- [ ] End of Week 1: 1-on-1 to discuss initial impressions and roadblocks.
- [ ] 30-Day Review: Discuss goals for the next 60 days and solicit feedback on the onboarding process.
Remote Employee Onboarding Checklist
Onboarding a remote hire requires extra intentionality. Some things you can do are:
- [ ] Ensure all processes are written down in a central wiki (like Notion or Confluence).
- [ ] Record welcome videos from the executive team.
- [ ] Send a digital gift card for lunch or a “home office” stipend.
Industry-Specific Onboarding Checklist Examples
While the core of an employee onboarding template remains the same, specific industry goals, like attracting and retaining in manufacturing, require unique additions.
Tech/SaaS: Focus on “Time to First Commit” (for developers) and security compliance (SOC2).
Healthcare: Prioritize HIPAA training and safety certifications.
Retail/Hospitality: Focus on POS system training and customer service scripts.
FAQs About Employee Onboarding Checklists
What are the key steps in an employee onboarding checklist?
The key steps include pre-boarding (paperwork/IT), first-day orientation, role-specific training, and ongoing 30/60/90-day feedback loops.
How long should the onboarding process last?
While many think onboarding is just the first week, most HR experts recommend a process that lasts at least 90 days to ensure full integration and long-term retention.
What is included in a remote onboarding checklist?
A remote checklist includes hardware shipping, secure VPN setup, virtual meet-and-greets, and access to digital communication guidelines.
Can I customize an onboarding checklist for my company?
Absolutely. Every company culture is different. You should use a new hire checklist as a foundation and add tasks specific to your company’s values and tools.
How does onboarding affect employee retention?
Structured onboarding provides clarity and belonging. Employees who feel equipped and valued from the start are significantly less likely to leave within their first year.
Opinions, advice, services, or other information or content expressed or contributed here by customers, users, or others, are those of the respective author(s) or contributor(s) and do not necessarily state or reflect those of The Bancorp Bank, N.A. (“Bank”). Bank is not responsible for the accuracy of any content provided by author(s) or contributor(s).
