New Hire Onboarding Checklist

Illustrative sample. Not a complete legal checklist: Fill in the employee information section. Assign an owner for each phase (HR, IT, Hiring Manager). Items marked REVIEW should be checked against current requirements for the employee's work location; confirm retention and recordkeeping with qualified counsel.

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.

Assign an owner for employment eligibility verification using current USCIS instructionsVERIFYConfirm the applicable process and timing with current official guidance.

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

Set up payroll and confirm required onboarding tax information using current official guidanceVERIFY

Confirm North Carolina new-hire reporting applicability, deadline, and process with current official guidanceVERIFY (NC)

Review benefits eligibility and enrollment deadlines with the plan administrator; terms vary by plan

Confirm workers' compensation coverage responsibilities with the insurer or qualified adviser; requirements and exceptions vary

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 the applicable employment eligibility verification process according to current USCIS instructionsVERIFY

Collect signed Employee Handbook acknowledgment

Collect signed Confidentiality/Proprietary Information Agreement

Review benefits enrollment process and deadlines

Confirm payroll setup and first paycheck date

Identify workplace posting obligations for each worksite using current official guidance or qualified counsel

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

Confirm whether E-Verify applies to this employer and worksite under current North Carolina requirements and exceptionsVERIFY (NC)

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