on-boarding checklist for new employees, hiring first employee, what do you need for new employee

Employee On-boarding Checklist

There is a lot of admin to take care of when bringing a new employee on board, and during a busy day it can be hard to keep track of what has and hasn’t been completed already.  Having an on-boarding checklist for each new employee will allow you to make sure nothing is missed and also keep a paper record that everything has been covered with your staff.

The on-boarding process will vary vastly depending on the size and nature of your business, so we’ve made this template editable so you can download it and add/remove items on the list as appropriate to your business.

Checklist for Apple Pages Checklist for Microsoft Word

First time Employer?

If you’re hiring someone for the very first time, check out our guide on setting yourself up as an employer and what you need to do as part of the process.

Checklist Guide

A lot of the items on the list are straightforward, but here’s some more info on a few of them

New Employee Form – The first thing you’ll need from any new employee is their basic information.  HMRC have a great form you can print off to capture all this data, but you can make your own if you prefer.  You’ll need details like address, date of birth, NI number etc.  You can access the HMRC New Employee form here. 

P45 – this is a standard form that is issued to an employee whenever they leave a place of work.  It should then be passed on to their new employer (you) so that you can enter their pay history into your payroll system.  If the employee doesn’t have a P45 that’s okay, you can set them up without one.

Employment Contract – You should provide all new employees with an Employment Contract soon after starting with you.  This should include the basic terms of their employment such as hours, rate of pay, place of work, notice period etc.  Check out our Employment Contract Template for help getting started with this.

Job Description – The job description should lay out a more detailed outline of the tasks and duties they will be responsible for.  This should have been prepared during the hiring process and signing it after hiring is a way to agree that they understand what is expected of them.

Employee Handbook – this should outline all your company policies and procedures. If you are a small company you may not need a lengthy handbook, but you should at least run through basic procedures for things like sickness, notice periods, disciplinary procedures, dress code, code of conduct etc.

Detailed Training Plan – You should have a training plan in place for all new team members.  Even if it is a simple role, it’s important to run through everything to make sure you are on the same page.  A great system is ‘tell, show, assess’ whereby you tell them what to do, show them what to do and then watch them do it to ensure they have all the information.

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