Checklist for onboarding remote employees

Why an employee onboarding checklist matters

Bringing a remote employee on board differs significantly from in-office onboarding — so a checklist is especially useful. It helps deliver a consistent experience for all hires and lowers the risk of missing important steps.

Every new hire has unique needs, but a checklist gives a clear framework. Use the template for each recruitment and make small adjustments where necessary.

Drawing on Remote’s experience, below are the essential items to cover.

Develop a 90-day roadmap

Draft a 90-day roadmap that maps the main objectives, milestones and activities to be completed. Tailor it to the new hire’s role and department.

You can structure your roadmap like this:

Week 1:Orientation, company overview and initial trainingWeeks 2–4:Deep dive into job-specific training, virtual “shadowing” and goal setting Weeks 5–8:Ongoing company-wide training, regular check-ins and performance feedback discussions Weeks 9–12:Increased autonomy, greater involvement in team projects, and in-depth career development discussions

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

Send a welcome kit

Provide useful information and resources in the welcome kit, for example:

A welcome letterFrom 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 timingsA staff handbookContaining key processes, policies and points of contactAccess detailsIncluding logins and passwords (ensure that this is provided securely)Send the welcome kit physically or electronically, and ensure the hire receives it before their first day. When appropriate, include branded items to help foster belonging.

Establish accounts and accesses

Coordinate with IT to make sure all necessary accounts and accesses are prepared. This includes company email, login credentials for tools and accounts for communication platforms (such as Slack).Ensure these are ready prior to the hire’s first day.

Clarify communication methods

If not already defined, set out how communication operates at your company. Use documentation, recorded training or live guidance.

Specify which channels are used and for what purposes, and supply user guides where needed. Include shared workspaces, department tools and project management systems.

Plan their first day

Give particular attention to the hire’s first day. They should understand what to do, which tasks to complete and who to contact. Arrange a video call at a mutually convenient time to check their progress and orientation.

Assign a designated “buddy” to act as a point of contact. Ideally this person is in the same time zone as the hire.

Arrange a virtual get-together

After the employee has settled, run a virtual team meeting to make introductions. Invite a short personal share or a group ice-breaker.

Keep the session informal, using it to establish a supportive remote work culture from day one.

Set up product training

Early in onboarding, run training sessions—especially where the product or sector is specialised or complex. This is vital for hires in customer-facing roles.

This could be an informal overview of core product features, or extended specialist-led training. There may also be a formal assessment.

Conduct regular check-ins

Remote work offers autonomy, but do not leave the hire entirely on their own. Regularly check in to confirm they are following the roadmap schedule.

Prepare an agenda to guide the flow and topics of check-ins, keeping discussions concise. Allow the hire time to give feedback and raise any concerns.

Best practices for remote employee onboarding

Remember, regardless of location, the objective is to ensure the hire understands company policies, integrates with the team and knows their responsibilities. Given remote work’s particular challenges, consider these additional best practices.

Avoid technical issues

Where feasible, provide all necessary hardware, software and access before the first day. If problems arise, there will be time to resolve them before the employee starts, making onboarding smoother and less frustrating.

Replicate the ‘water cooler’

Create channels where new employees can interact with colleagues, and encourage informal one-to-one “coffee” chats. Relying only on email — when face-to-face contact is limited — may cause miscommunication, delayed responses for time-sensitive matters and feelings of isolation.

Maintain regular informal contact as well. Even a 20-minute call about non-work topics can significantly affect a remote employee’s wellbeing.

Respect cultural norms

For some remote hires, account for nuances like time-zone differences and cultural observances. Plan how to manage these and consult local employment experts if needed. Discuss any reasonable accommodations with the hire.

Set clear expectations

Set specific, time-bound goals for each employee. This improves engagement and performance and benefits morale and productivity.

Without guidance, employees can feel directionless initially and undervalued over time. Hold regular check-ins during the first 90 days and help remove any barriers they face.

Onboarding with Remote

This checklist helps you stay on course and ensures each employee receives consistent, fair treatment. It supports building a sense of community and belonging within your remote team from day one.

With Remote, you can quickly and compliantly onboard talent from anywhere in the world. Our experienced experts will handle all the paperwork, calculations, and legal lifting for you — allowing you to focus on the steps in this checklist.

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