A new hire checklist ensures that you don’t miss important steps when adding new employees to your team. It should list all the required documentation and pre-onboarding tasks, as these contribute to making your new hires’ first days on the job efficient and enjoyable. This includes having their employment paperwork ready, setting up their computer and email, and conducting a detailed and engaging new employee orientation program.
There are different ways to prepare this form. Some new hire checklist examples or templates feature a list of the tasks and requirements needed, while others group the steps based on specific timelines, such as before the expected onboarding date, the new hire’s first week, and after the first 30 or 90 days.
If you’re looking for a basic document, here is a new hire checklist template you can customize and download for free.
![How to Create a New Hire Checklist [+ Free Template]](https://fitsmallbusiness.com/wp-content/uploads/2022/03/New-Hire-Checklist-2025.png "How to Create a New Hire Checklist [+ Free Template]")
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Below is also a breakdown of the important steps and information you should include.
Basic and background information
Much of the information you need would have been gathered during the employee hiring process. However, including all this on your new hire checklist will ensure nothing falls through the cracks. This information, as well as the forms and policies described in the next section, will form the foundation of your new employee’s personnel file.
New employee forms and policies
Along with the offer letter and employment agreement, there are several other new hire forms and signed policies your new hires must have, including tax paperwork. Make sure to take note of these in your new hire documents checklist.
Pre-onboarding logistics and other tasks
You can track essential pre-onboarding logistics requirements in this part of the new hire checklist sample. You can customize this to fit specific working conditions and positions, such as shipping company devices to fully remote workers or scheduling in-depth product training for sales and marketing employees.
1. Set up new hire tech and workspace
Depending on the new hire’s job and level, you should prepare the necessary tools, devices, and workspaces.
- Office furniture and peripherals: Desk, chair, office phone, and basic office supplies
- Devices and tech requirements: Desktop computer or laptop, mobile phone, email account, and logins for business software and company computer
You may also need to prepare other requirements, such as a uniform for those working in a restaurant. If your new employee will be working remotely, this could include a stipend for a new computer or necessary office equipment, provided your company offers this benefit.
2. Prepare time cards and/or entry cards
Does your office building require an entry card? Is the new hire entitled to a parking space, and should show an ID badge or parking pass for it? Will your new employee punch a time card?
If yes, ensure these are available before the employee’s first day on the job. Don’t forget to prepare the new hire’s company ID, too.
Looking for an online system to capture timecard entries? Check out our list of the best employee time clocks.
3. Plan the orientation program
An effective way to acclimate the new employees to their new work environment is to schedule an orientation on the first day on the job. To ensure everything will go smoothly, prepare the orientation plan in advance and identify the specific activities, such as an office tour, including the key individuals involved and how long the orientation will run (e.g., one or three days).
4. Arrange meet-and-greet sessions
Introducing new employees to their co-workers, manager, and supervisor is a good way to start their first day. This allows them to get to know the people they will be working with and ask any questions they may have.
Pro tip: Consider assigning an onboarding buddy to each new hire. This simple step creates an instant support system to help boost productivity, slash the learning curve, and improve employee experience.
5. Set up new hire training
The more productive and efficient your employees are, the more successful your company will be. That’s why it’s important to properly train your new employees during their first week or month on the job.
This includes workplace safety training and learning sessions to ensure HR compliance, such as harassment and discrimination prevention programs. Note that the types of employee training needed will also depend on the workforce skills required for specific roles or positions.
6. Prepare new employee welcome emails
Consider preparing a new hire announcement so the rest of the organization knows that a new team member is joining the company. In addition to the employee’s name and position, it can include a fun fact or two and previous work accomplishments. Don’t forget to release this via email several days before the new hire’s first day at work.
Similar to the company-wide announcement, you should send a welcome email, this time to your new hire. Not only does this make the employee feel included immediately, but it’s also a good way to showcase your workplace culture and provide instructions on what to expect during the orientation program.
7. Schedule employee check-ins
Onboarding doesn’t end after the first day or week. Schedule check-ins at the 30-day, 60-day, and 90-day mark. Use those meetings to provide clear feedback on where the employee is doing well and on areas that need improvement.
New hire checklist frequently asked questions (FAQs)
The 5 C’s of new hire onboarding are Compliance (legal requirements), Clarification (job expectations), Culture (organizational values), Connection (relationships), and Check-back (feedback loops). Implementing these in an onboarding program helps new hires feel welcomed, informed, and connected — setting the foundation for their success and alignment with company goals.
You can download our new hire checklist template to build a custom template for your company. You can also create your own using Google Sheets or Google Docs. If you have an HR system, check if it comes with an onboarding tool with task lists you can customize.
A new hire check-in is a scheduled conversation between a new employee and a manager (or HR professional) to assess progress, gather feedback, address concerns, and ensure alignment with expectations. You can schedule this at intervals, such as after the new employee’s first 30, 60, and 90 days.