New Hire Onboarding Checklist

How to use this checklist: Fill in the employee information section at top. Assign an owner for each phase (HR, IT, Hiring Manager). Each section is color-coded by owner. Print one copy per new hire and archive the signed copy in their personnel file. Items marked REQUIRED are legally mandated.

Employee Name

Position / Title

Start Date

Department

Hiring Manager

HR Contact

Phase 1: Before Day 1 Complete 3 to 5 business days before start date

Compliance and Paperwork HR

Send offer letter and collect signed copyFile in personnel record immediately upon return.

Send I-9 Part 1 for employee to complete electronically OR prepare physical form for Day 1REQUIREDI-9 must be completed by end of employee's third day of work.

Initiate background check (if applicable)Do not start employment before results are received if offer is contingent on a clean check.

Add employee to payroll system; collect direct deposit and tax withholding information (W-4)REQUIRED

Enroll or notify employee of benefits enrollment windowMost plans require enrollment within 30 days of hire. Send benefits summary.

Add employee to workers' compensation policy (required at 3+ employees in NC)

Systems and Access IT / Ops

Create company email account

Provision access to core systems: [Slack, Google Workspace, project management, HRIS, etc.]

Order or prepare hardware (laptop, equipment)Ship to employee if remote. Confirm delivery before start date.

Set up desk, workspace, parking pass, building access as applicable

Welcome Prep Hiring Manager

Send welcome message with logistics for Day 1 (where to go, who to meet, what to bring)

Assign a peer buddy or onboarding mentor

Block time on your calendar and the team's calendar for Day 1 introductions and lunch

Prepare first week schedule with clear expectations and priorities

Phase 2: Day 1 First impressions matter more than you think

HR and Compliance HR

Complete I-9 Part 2 (verify identity and work authorization documents in person or via authorized remote process)REQUIRED by Day 3

Collect signed Employee Handbook acknowledgment

Collect signed Confidentiality/Proprietary Information Agreement

Review benefits enrollment process and deadlines

Confirm payroll setup and first paycheck date

Post and point employee to required workplace posters (FLSA, OSHA, EEO, USERRA, FMLA if applicable)

Orientation HR + Hiring Manager

Company overview: mission, values, culture, org chart

Walk through core systems and tools

Introductions to key team members and stakeholders

Review communication norms (Slack channels, meeting cadence, response time expectations)

Review first-week schedule and initial priorities

Phase 3: First 30 Days Build context, establish relationships, deliver first wins

HR and Benefits HR

Confirm benefits enrollment is complete by deadline

Ensure E-Verify has been submitted if company has 25+ employees (NC requirement)REQUIRED (NC, 25+ employees)

Schedule 30-day HR check-in: "How is it going? Any questions about benefits or policies?"

Manager Responsibilities Hiring Manager

Weekly 1:1 meetings established with clear agenda

30-day goals set and documented

Introduce employee to key cross-functional partners

Provide feedback on first projects or deliverables

30-day check-in conversation: "What's working? What's unclear? What do you need?"

Phase 4: 60 and 90 Days Confirm fit, accelerate ramp-up, set the trajectory

60-Day Check-In Hiring Manager

Review progress against 30/60-day goals

Discuss any performance concerns early, before they compound

Gather employee feedback on team, processes, and onboarding experience

90-Day Review HR + Hiring Manager

Formal 90-day review conversation with documented feedback

Confirm end of introductory/probationary period if applicable

Set 6-month and annual performance goals

Confirm all compliance paperwork is filed: I-9, W-4, new hire reporting, benefits enrollment

Send onboarding satisfaction survey to employeeAsk what worked, what did not, and what would have helped. Use responses to improve the next hire's experience.

File completed checklist in employee personnel record