Employee Pre-Boarding and Onboarding Checklist Template

Employee Onboarding Checklist Template

This document serves as a comprehensive tracking tool to ensure new hires are successfully integrated into your organization. Use this checklist to manage administrative tasks, equipment provisioning, and cultural assimilation from the offer acceptance stage through the first 90 days.

Phase 1: Pre-Boarding (Before Start Date)

1. Send welcome email to [Employee Name] with start date, time, and location details.
2. Prepare and send employment contract/offer letter for signature.
3. Order necessary hardware: [Laptop/Monitor/Peripherals].
4. Create company email account and set up system access permissions.
5. Notify the team of the new hire’s arrival and start date.
6. Prepare the workstation or remote home-office equipment shipment.

Phase 2: Day One (Arrival)

1. Conduct office tour or virtual platform walkthrough.
2. Review the employee handbook and company policies with [Employee Name].
3. Complete all required tax forms and payroll documentation.
4. Issue security badge, office keys, or system login credentials.
5. Host a team lunch or virtual meet-and-greet.
6. Assign a peer mentor or "onboarding buddy."

Phase 3: Week One (Integration)

1. Review job description, key responsibilities, and performance expectations.
2. Schedule initial 1-on-1 meetings with key stakeholders and department heads.
3. Provide training on internal communication tools and project management software.
4. Confirm completion of all mandatory compliance and security training modules.
5. Set up the first weekly check-in meeting with the direct manager.

Phase 4: First 90 Days (Development)

1. Conduct a 30-day check-in to discuss early challenges and successes.
2. Review initial goals and adjust objectives as necessary.
3. Schedule a 60-day feedback session to evaluate cultural fit and role clarity.
4. Complete the 90-day performance review and transition from onboarding to standard management.

Pro Tips

• Automate Reminders: Use your calendar or project management software to trigger these tasks automatically based on the employee's start date.
• Customize by Role: Add specific technical training requirements unique to the department (e.g., software certifications or specialized safety training).
• Seek Feedback: Ask the new hire for feedback on the onboarding process itself to identify areas for improvement.

Checklist: Spreadsheet Template

Copy this grid into Google Sheets or Excel and use it as the working document: fill in the blank cells row by row and add more rows as needed.

FAQ

How often should I update this checklist?

You should review and update this checklist annually or whenever your company’s internal processes, software, or compliance requirements change.

Can I use this for remote employees?

Yes, simply adapt the physical office tasks to include virtual setup steps, such as shipping equipment and scheduling video-based orientation sessions.

Why is a 90-day onboarding period recommended?

A 90-day window allows enough time for the employee to move past the initial learning curve, integrate into the team culture, and begin contributing to high-level goals.