Remote onboarding checklist for employees

Why an employee onboarding checklist matters

Onboarding someone who works remotely differs significantly from bringing on an in-office colleague — so a checklist can be extremely useful. It ensures new team members receive a uniform introduction and lowers the risk of important steps being missed.

While every hire will have individual needs, a checklist offers a general framework. Use the template for each onboarding, adjusting it slightly to suit the person.

Drawing on Remote’s experience, we’ve outlined the essential items to cover.

Prepare a 90-day roadmap

Draft a 90-day plan that lists core objectives, milestones, and activities to be addressed. Tailor it to the new hire’s role and their department.

A typical roadmap could be organised like this:

Week 1:Orientation, an overview of the company, and introductory trainingWeeks 2–4:Deep job-specific training, virtual shadowing, and establishing goals Weeks 5–8:Ongoing company-wide sessions, scheduled check-ins, and discussions about performance feedback Weeks 9–12:Greater autonomy, deeper participation in team projects, and detailed career development conversations

Adjust this timeline as needed; shorten it or lengthen it depending on the role. Collaborate with the hiring manager to adapt the roadmap closely to the new hire’s responsibilities.

Provide a welcome kit

Include helpful information and resources in the welcome kit, for example:

A welcome letter From the CEOA company information bookletProviding a concise overview of the company’s history, mission, values, and organisational structure InstructionsFor the employee’s first day, including timings A staff handbookContaining essential processes, policies, and contact pointsAccess details Including logins and passwords (ensure these are supplied securely)Send the welcome kit either physically or digitally, but make sure your new hire gets it before Day One. When possible, add branded swag or small gifts to help foster belonging.

Set up accounts and access

Coordinate with IT to confirm all necessary accounts and access are configured. This covers company email, logins for required tools, and accounts for communication platforms (such as Slack).Make sure these are ready before the new hire’s first day.

Clarify communication methods

If not already specified, explain how communication functions within your organisation. Use documentation, pre-recorded videos, or live instruction.

Describe which channels are used and their purposes, and supply user guides where needed. Include shared workspaces, team-specific tools, and project-management software.

Plan their first day

Focus on the new hire’s first day. Make sure they understand what to do, what tasks to finish, and who to contact. Schedule a video call at a mutually convenient time to touch base and confirm they’re settled.

Assign a designated "buddy" as their point of contact; ideally this colleague will share the new hire’s time zone.

Arrange a virtual get-together

After your employee has settled in, host a virtual team meeting to make introductions. Invite them to share a brief personal introduction or run a group ice-breaker.

Keep the session informal while using it to seed a supportive remote-work culture from the outset.

Provide product training

In the early onboarding phase, run training sessions—especially if your product or industry is specialised or complex. This is crucial for hires in customer-facing roles.

Training can range from a high-level feature overview to extensive specialist-led instruction, and may include a formal assessment.

Conduct regular check-ins

While autonomy is a key advantage of remote work, don’t abandon new hires to figure everything out alone. Maintain regular check-ins to confirm they’re following the roadmap.

Create an agenda for each check-in to keep conversations structured and focussed. Allow time for the new hire to provide feedback and raise any concerns.

Best practices for remote employee onboarding

No matter where your hire is located, the objectives remain: ensure they grasp company policies, integrate with the team, and understand their duties. Considering remote-specific challenges, review the following recommended practices.

Minimise technical issues

Where feasible, supply new hires with the required hardware, software, and access before Day One. That buffer gives time to resolve problems before they start working, making onboarding smoother and less stressful.

Replicate the ‘water cooler’

Create channels that let new employees connect with colleagues and encourage informal one-to-one 'coffee' chats. Depending only on email—especially when face-to-face contact is scarce—can cause misunderstandings, delays on urgent matters, and feelings of isolation.

Sustain these connections yourself. Even a 20-minute non-work call can significantly improve a remote employee’s sense of wellbeing.

Respect cultural norms

For some remote hires, account for nuances like time-zone differences and cultural observances. Decide how to manage these issues and consult a local employment expert if needed. Also discuss any accommodations with the new hire.

Set clear expectations

Establish specific, time-bound goals for each employee to boost engagement and performance, positively affecting morale and productivity.

Without clear direction, employees can feel adrift initially and undervalued over time. Hold regular check-ins across the first 90 days and help remove obstacles they encounter.

Onboarding with Remote

This checklist helps you stay organised and ensures every employee receives equitable, consistent treatment. It supports building a sense of community and belonging in your remote team from the outset of employment.

With Remote, you can rapidly and compliantly bring on talent from any country. Our experienced experts will Manage all the paperwork, calculations, and legal lifting for you — allowing you to focus on the steps in this checklist.

To learn more about how we can simplify onboarding — and the entire employee lifecycle — speak to one of our friendly experts today.