Onboarding guide and checklist for HR teams

What does an HR onboarding checklist include?

An HR onboarding checklist is a practical, step-by-step framework HR professionals follow to integrate new employees into the organisation effectively. It streamlines the onboarding workflow so new hires feel welcomed, understand the company culture, and have the resources to succeed in their roles.

When preparing to welcome new team members, a clear checklist makes the process smoother. It keeps paperwork organised and creates a strong first impression — research shows that effective onboarding can reduce employee turnover by up to 82%.

Successful onboarding begins with a deliberate plan. Below is a detailed HR onboarding checklist to walk you through each phase of bringing a team member on board.

Pre-onboarding

Begin onboarding before the hire’s first day. Pre-onboarding involves completing essential tasks for new employees ahead of time; this reduces administrative load, signals your commitment, and adds a personalised touch to the experience.

• Welcome emailSend a congratulatory welcome email that includes the job description and practical details, such as reporting lines and first-day instructions.

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

• Set up IT and workstationsOrganise required equipment (laptop, phone, etc.) and provision access to the necessary software.

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

• Company handbookShare the employee handbook for review, outlining company policies, culture, and expectations.

• Schedule onboarding and assign an onboarding buddyCreate the first week’s itinerary, including training sessions and introductory meetings. Assign an onboarding buddy to help the new hire settle into the organisation.

First day

Welcome and congratulate the new hire personally. The first day is an opportunity to make a positive impression on your team member.

• Personal welcomeGreet the new hire in person or via a virtual call if you are a remote team, and introduce them to colleagues.

• Workspace setupConfirm the workspace is prepared and that all equipment is functioning. Verify the new hire’s email account and assigned applications are operational.

• Documentation completionConfirm that all required paperwork has been completed and filed. Review the documentation with the new employee to ensure it is accurate and current.

• OrientationProvide an overview of the company and the team. Highlight key policies that require attention, such as role expectations and safety procedures.

First week

Begin focused role-specific training to build the new team member’s confidence.

• Role-specific trainingDeliver job-specific training, set clear role expectations, and provide reading materials that will help the new hire.

• Coffee chats with team membersSchedule informal meetings so the new hire can meet colleagues and stakeholders they will work with.

• MentorshipAppoint a mentor to support the new hire as they adapt to their role.

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

First month

By the end of the first month, the new hire should be settling into the team. Continue the onboarding activities to ensure they feel fully comfortable in their role.

• Ongoing training and developmentMaintain role-specific training initiatives.

• Performance goalsEstablish initial performance goals and review expectations.

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

First review meeting

Hold a review meeting to discuss the new employee’s progress and to gather feedback on the onboarding experience. Use that input to refine future onboarding.

First 90 days and onwards

Aim for the new employee to be fully settled in the role within the first three months.

• AppraisalCelebrate the end of the onboarding program with a 90-day appraisal to discuss achievements, identify areas for improvement, and set future goals.

• Offer check-insContinue to offer one-on-one meetings as required. Even after onboarding finishes, keeping personalised sessions shows the organisation is open to discuss any matter at any time.

Fast and compliant onboarding with HRIS

A global HRIS such as Remote reduces the burden of managing onboarding checklists. Remote’s onboarding flow makes it straightforward to add and manage all your employees and contractors in one place.

Invite your new employees to begin onboarding by uploading their details into one secure platform. With all the information you need in Remote HRIS, you can concentrate on helping your new team member settle in.

No matter where you begin — scale your business globally at your own pace using Remote’s adaptable HR management system.Sign up for Remote HRIS to onboard your new hire today.