Onboarding checklist for HR departments

What does an HR onboarding checklist cover?

An HR onboarding checklist is a sequential guide HR professionals use to ensure new employees are integrated into the business smoothly and effectively. It streamlines the onboarding workflow, helping new hires feel welcome, learn the company culture and be set up to succeed in their roles.

If you're preparing to welcome new team members, a clear, well-structured checklist is essential. Not only does it help you stay organised, it also creates a strong first impression — research indicates effective onboarding can reduce employee turnover by up to 82%.

Effective onboarding begins with a clear plan. Below is a detailed HR onboarding checklist to guide you through every phase of bringing a team member on board.

Pre-onboarding

As an HR professional, ensure onboarding begins before a new hire's first day. Pre-onboarding covers the steps you take in advance. It reduces paperwork, demonstrates commitment to the recruit and adds a personal touch to the process.

• Welcome emailSend a welcome email congratulating the new hire. Attach the job description and include details such as who they should report to.

• Offer letter and employment contractSend, collect and file the signed offer letter and employment contract.

• Set up IT and workstationsOrganise required equipment (laptop, phone, etc.) and set up software access.

• DocumentationRequest personal details and employment forms — tax information, bank transfer details and emergency contact information — for completion.

• Company handbookProvide the staff handbook for review, outlining company policies, culture and expectations.

• Schedule onboarding and onboarding buddyPlan the first week’s schedule with training and introductory meetings. Appoint an onboarding buddy to help the new starter settle into the business.

First day

Make a point of welcoming and congratulating the new hire in person. Their first day is also an opportunity to make a positive impression.

• Personal welcomeGreet the new hire personally (or via a video call for remote teams) and introduce them to colleagues.

• Workspace setupEnsure the workspace is set up and all equipment is functioning. Verify the new hire’s email and assigned software are working.

• Documentation completionConfirm all required paperwork is completed and filed. Review the documents with the team member to ensure they are accurate and up to date.

• OrientationProvide an overview of the company and the team. Highlight essential policies such as role expectations and safety procedures.

First week

Begin focused role-specific training so the new team member feels confident.

• Role-specific trainingStart job-specific training, set clear expectations and supply reading materials to support the new hire.

• Coffee chats with team membersAllow time for the new hire to have informal chats with colleagues and stakeholders they'll work with.

• MentorshipAssign a mentor to help the new hire settle into their role.

• Feedback sessionsProvide informal check-ins to address any questions or concerns from the new employee.

First month

By this stage the new hire should be settling into the team and the business. Continue the onboarding programme to help them feel fully comfortable in their role.

• Ongoing training and developmentContinue role-specific training programmes.

• Performance goalsSet initial performance goals and review expectations.

• Team integrationInclude the new hire in team meetings and projects.

First review meeting

Hold a meeting to discuss the employee’s progress and give feedback. Ask for input on the onboarding process and make adjustments where needed.

First 90 days and onwards

Aim for the new employee to be fully settled into the role by around their first three months.

• AppraisalRecognise the end of the onboarding programme. Conduct a 90-day appraisal to discuss achievements, areas for improvement and future goals.

• Offer check-insContinue to offer one-on-one check-ins as required. Even after formal onboarding finishes, ongoing personal sessions show the organisation remains open to discuss anything at any time.

Fast and compliant onboarding with HRIS

A global HRIS such as Remote reduces the burden of onboarding checklists. Remote’s onboarding flow lets you add and manage all your employees and contractors in one secure place.

Invite new employees to begin onboarding by uploading their details into a single secure platform. Because all the information you need is in Remote HRIS, you can focus on helping the new team member settle in.

Wherever you begin, scale your business globally at your own pace with Remote’s adaptable HR management system. Sign up for Remote HRIS to onboard your new hire today.