Checklist for onboarding remote employees

Why an employee onboarding checklist matters

Bringing a remote employee on board differs significantly from onboarding someone in the office — so a checklist is invaluable. It ensures every team member gets a consistent induction and lowers the risk of important steps being missed.

While each new hire has unique needs, a checklist gives you a clear framework. Use the template as a baseline and make small adjustments where needed.

Drawing on our experience at Remote, these are the essential boxes to tick.

Create a 90-day roadmap

Map out a 90-day plan that sets out the main objectives, milestones and activities to cover. Tailor it to the new hire’s role and team.

You might structure the roadmap like this:

Week 1: orientation, company overview and initial trainingWeeks 2–4: deep dive into role-specific training, virtual 'shadowing' and goal-setting Weeks 5–8: ongoing company-wide training, regular check-ins and performance feedbackWeeks 9–12: increased autonomy, deeper involvement in team projects and detailed career-development conversations

Be flexible — you might shorten or extend the timeline depending on the role. Collaborate with the hiring manager to adapt the roadmap closely to the new hire’s role.

Send a welcome kit

The welcome kit should include practical information and resources for the new team member, for example:

A welcome letter from the CEOA company information booklet outlining the company’s history, mission, values and organisational structure Instructions for the employee’s first day, including key timings A staff handbook containing core processes, policies and points of contactAccess details including logins and passwords (ensure these are provided securely)Send the welcome kit physically or digitally, but make sure your hire gets it before their first day. If you can, add some branded swag or a small gift to help them feel part of the team.

Set up accounts and access

Work with IT to make sure all necessary accounts and access are ready. This covers company email, logins for required tools, and accounts for communication channels (such as Slack).Arrange for these to be ready before the new hire’s first day.

Clarify communication methods

If you haven’t already, explain how communication works at your organisation. Use documentation, pre-recorded videos or live guidance.

Describe which channels are used for what, and provide user guides where needed. Include shared workspaces, team-specific tools and project-management software.

Plan their first day

Make the first day clear and structured. Your hire should know what they need to do, which tasks to complete and who to contact. Schedule a video call at a convenient time to check in and make sure they’re settled.

Assign a designated 'buddy' as a go-to contact — ideally someone in the same time zone.

Arrange a virtual get-together

When the employee is settled, organise a virtual team meeting to introduce them. Ask them to share something personal or run a group ice-breaker activity.

Keep the session informal, but use it to start building a supportive remote culture.

Set up product training

Early in onboarding, run training sessions — especially if your product or sector is niche or complex. This is vital for hires in customer-facing roles.

Training could be a casual overview of the product’s main features, or detailed instruction over time by a specialist. You might also include a formal assessment.

Conduct regular check-ins

Remote work brings autonomy, but don’t leave new hires entirely to their own devices. Check in regularly to ensure they’re following the roadmap.

Set an agenda for check-ins and keep meetings focused. Allow time for the hire to give feedback and raise any concerns.

Best practices for remote employee onboarding

No matter where a hire is located, the aim is unchanged: they should understand core company policies, be integrated into their team and know their responsibilities. Given remote work’s challenges, consider these best practices.

Avoid technical issues

Where possible, equip new hires with the necessary hardware, software and access before day one. If problems arise, there’s time to fix them before they start, making onboarding smoother and less frustrating.

Replicate the ‘water cooler’

Set up channels that let new employees chat with colleagues, and encourage informal one-to-one 'coffee' catch-ups. Relying only on email — when face-to-face contact is scarce — can cause miscommunications, slow responses and isolation.

Keep up that contact. Even a 20-minute non-work call can greatly improve a remote employee’s sense of connection.

Respect cultural norms

For some remote hires, account for nuances like time-zone differences and cultural observances. Think through how you’ll manage them and consult a local employment expert if needed. Discuss any accommodations with the hire.

Set clear expectations

Set specific, time-bound goals for each employee — this boosts engagement and performance and improves morale and productivity.

Without guidance, employees can feel directionless short-term and undervalued long-term. Hold regular check-ins during the first 90 days and help them address any barriers.

Onboarding with Remote

This checklist keeps you on track and helps ensure every employee receives fair, consistent treatment. It also helps build community and belonging in your remote team from the outset.

With Remote, you can quickly and compliantly onboard talent from anywhere.handle all the paperwork, calculations, and legal lifting for you — so you can focus on the items in this checklist.

To find out how we can simplify onboarding — and the whole employee lifecycle — speak to one of our friendly experts today.