Onboarding checklist for HR teams

What is an HR onboarding checklist?

An HR onboarding checklist is a step-by-step guide HR professionals use to bring new employees into a company smoothly and effectively. It streamlines the onboarding process so new hires feel welcome, understand the organisation’s culture, and are equipped to succeed in their roles.

If you're getting ready to welcome new team members, a clear, well-structured checklist is essential. It not only helps you stay organised but also creates a strong first impression — research suggests effective onboarding can reduce employee turnover by up to 82%.

Great onboarding starts with a clear plan. Below is a comprehensive HR onboarding checklist to guide you through each stage of bringing a team member on board.

Pre-onboarding

As an HR professional, make sure onboarding begins before a new hire’s first day. Pre-onboarding covers preparing new hires ahead of their start date. It reduces paperwork, demonstrates commitment to the new employee, and adds a personal touch to the onboarding experience.

• Welcome emailSend a welcome email to congratulate the new hire. Include their job description and practical details such as who they should report to.

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

• Setup IT and workstationsArrange necessary equipment (laptop, phone, etc.) and grant software access.

• DocumentationRequest personal details and employment forms such as 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, including training and introductory meetings. Assign an onboarding buddy to help your new hire settle into the company.

First day

Be sure to personally welcome and congratulate your new hire. Their first day is also an opportunity to make a positive impression.

• Personal welcomeGreet your new hire personally (via a virtual call if you are working remotely) and introduce them to the rest of the team.

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

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

• OrientationProvide an overview of the company and the team. Cover key policies to highlight, such as role expectations and health and safety procedures.

First week

Begin concentrating on role-specific training so your new team member gains confidence.

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

• Coffee chats with team membersAllow time for informal catch-ups with colleagues and stakeholders the new hire will work with.

• MentorshipAssign a mentor to support the new hire as they settle into their role.

• Feedback sessionsProvide informal check-ins to address any questions or concerns.

First month

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

• Ongoing training and developmentContinue with role-specific training programmes.

• Performance goalsSet initial performance goals and review expectations.

• Team integrationBring the new hire into team meetings and projects.

First review meeting

Hold a meeting to discuss the new employee’s progress and gather feedback. Ask for input on the onboarding process and make improvements for future hires.

First 90 days and onwards

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

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

• Offer check-insKeep offering one-on-one meetings as required. Even after onboarding ends, ongoing personal sessions show the organisation is 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 makes it simple to add and manage all employees and contractors from a single place.

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

Where you start doesn’t matter — 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.