Sample Employee Onboarding Checklist for HR Teams
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Sample Employee Onboarding Checklist for HR Teams

Streamline your onboarding process with this comprehensive employee onboarding checklist for HR teams.

Tim Kuo

Tim Kuo

Feb 15th 202510 min read

person checking off imaginary tick boxes -Onboarding Checklist

Have you ever had a new hire disappear faster than your morning coffee? You’re not alone. Employee onboarding is more than a welcome email and a ‘good luck’ handshake. It’s your chance to make sure your new hires stick around long enough to know where the coffee maker is. A solid onboarding checklist can be your best friend here. Whether you’re an HR guru or just trying to keep everything from falling apart, this article will give you the lowdown on creating a sample employee onboarding checklist that works for your team.

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What is an Onboarding Checklist?

woman with an employee - Onboarding Checklist

Starting a new job is a blend of excitement and nerves. Only 29% of new hires feel their onboarding sets them up for success. That’s a problem. Onboarding often determines how engaged and productive a new hire will be or if they’ll stick around.

A simple roadmap covering everything from paperwork to meeting the team. It ensures consistency, leaving no room for missed details. It’s not just about checking boxes. It’s about creating an environment where new hires feel supported and confident from day one. When done well, onboarding can improve retention and productivity, paving the way for a lasting relationship.

Your Roadmap: What an Onboarding Checklist Covers

An onboarding checklist is your trusty guide to a seamless orientation process. It covers all the essentials, including:

  • Signing paperwork
  • Setting up workstations
  • Meeting the team

You can ensure nothing slips through the cracks by ticking off each task as you go. It’s like a safety net for HR teams, allowing them to create a structured process where every detail is accounted for. But an onboarding checklist isn’t just about logistics; it’s about creating a welcoming environment where new hires feel prepared and supported from day one. When done well, onboarding can significantly improve retention and productivity, creating a mutually beneficial relationship.

The Impact: Why Onboarding Matters

Onboarding is more than just a checkbox exercise; it’s the foundation of a successful working relationship. A well-executed onboarding process can have a lasting impact on employee engagement, productivity, and retention.

When new hires feel supported and confident from day one, they’re likelier to stick around and contribute to the company’s success. An onboarding checklist is a simple but powerful tool that can help ensure every new hire feels welcome and prepared to succeed. Covering all the essentials and creating a structured process can set the stage for a positive and productive working relationship.

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Why is an Onboarding Checklist Important?

team planning - Onboarding Checklist

An onboarding checklist is more than just paperwork; it’s a framework that ensures consistency and fairness. It guarantees that every new hire undergoes the same structured process, safeguarding against lapses or inconsistencies.

This fairness in onboarding is crucial, especially in large organizations where different managers might handle the process differently.

Streamlining HR Tasks

For HR professionals, checklists are invaluable. They cut through the chaos of onboarding, providing a clear path to follow.

This efficiency is particularly beneficial in fast-growing companies, where onboarding may occur frequently. By automating routine tasks, HR can focus on more strategic activities, ensuring administrative details don't bog them down.

Enhancing the New Hire Experience

A positive onboarding experience can make all the difference for new employees. Studies show that a significant portion of new hire turnover happens within the first few weeks, often due to inadequate onboarding.

By providing a clear roadmap, a checklist helps new hires feel welcome and informed, increasing their comfort and confidence as they start their roles.

Boosting Productivity and Engagement

A well-structured onboarding process can also lead to higher productivity and engagement. With a clear plan, new hires can quickly reach productivity and contribute effectively to the company's goals. A good onboarding experience increases engagement, commitment, and alignment with company values, which can be critical in determining how long they stay with the company.

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Sample Employee Onboarding Checklist for HR Teams

team working hard - Onboarding Checklist

New employee onboarding checklists should be broken into different phases, including:

  • Pre-Boarding Checklist
  • First Day Checklist
  • First Week Checklist
  • First Month Checklist

Here’s what to include during each phase:

Pre-Boarding: Before a New Hire’s Start Date

This phase begins when a candidate accepts the job offer and extends until their first day on the job. While your new hire has witnessed how your company operates during recruitment, pre-boarding helps set a positive tone.

Here’s how to get it right.

Pre-Boarding Checklist

1. Staff Introductions

Send a welcome email introducing the new hire to the team.

Tip: Encourage networking. In this welcome email, share information about your new hire’s role and explain what experience they bring. Encourage current employees to engage with their new team members through reply emails or connecting with them on LinkedIn.

2. Internal First-Days Preparation

Create task lists for each department. Use the examples below as a starting point:

  • HR: Complete any remaining tasks from the hiring process, such as background checks and references. Prepare to explain benefits and company policies during the new hire's first days at work.
  • Facilities: Set up their workspace for in-person roles and create an ID card. Send details about how to access the building if necessary.
  • IT: Ensure all equipment has been ordered and schedule software training. For remote employees, ship any equipment required.
  • Company-wide: Schedule meet-and-greets, team lunches, and other introductory activities.

Ensure these involve all internal stakeholders with whom your new hire will work.

Tip: Create a 90-day plan. Cichanski recommended creating a checklist of all the activities new hires must complete during their first three months. That might include deadlines for finishing job training or scheduling meetings with specific departments to learn how to complete certain tasks.

3. New Hire Notifications

Whether they’re working remotely or in the office, most people will have questions about their first days or weeks. No detail is too small. It might seem obvious, but it won’t be to your new hire.

Before their first day, make sure they know answers to logistical questions like:

  • Where should they park?
  • What should they bring to the office?
  • What is the company dress code?
  • Who will they meet?
  • What time can they take lunch?
  • What is their full schedule for their first day and week?

Ensure you ask if there’s anything else they’d like to know before their first day.

Tip: Match new hires with an onboarding buddy. Assigning a guide or mentor for each new hire's first few weeks can help ease the transition and make things more comfortable. Onboarding buddies can touch base daily or weekly to share information and answer any queries.

4. Company Introductions

Now is the time to share your company’s mission, vision, and culture. A welcome package with company swag, food, or other goodies helps build excitement, but the most important thing is answering these questions:

  • How does the company mission, vision, and culture unfold during the workday?
  • How does the organization inform employees about how it operates?
  • How will your new team member’s role and work contribute to it?

Tip: Make it visual. Short videos can be an engaging way to introduce new hires to every aspect of the company. Consider creating a virtual office tour or feature supervisors, employee resource group leaders, and executives in a quick introductory video. Or showcase the company culture and how it guides annual activities and volunteer events, as well as how team members work day-to-day.

First Day

If your pre-boarding checklist is detailed enough, the checklist for a new employee’s first day may be short. They should already have their schedule and any answers to logistical questions, so the most critical tasks for day one should center around familiarizing them with new workplaces and faces.

Don’t pack too much into each new hire’s first day, though. Leasher recommended balancing meeting new people, learning how to use their equipment, and setting up their email.

First-Day Checklist

  • Introduce your new hire to their physical or remote workstations.
  • Launch training sessions for work-related applications and software.
  • Ensure all HR paperwork related to benefits, taxes, and pay is completed.
  • Facilitate meetings with managers, coworkers, and executives.
  • Immerse your new hire in the company culture.

Tip: Create an essential information dashboard. Creating an information dashboard is one way to make the process easy for new hires to find answers to questions independently. When crafting a vital info dashboard, include links to the employee handbook, benefits descriptions, online training programs, company holiday schedules, and other FAQs. And don’t forget about payday practices.

First Week

This checklist should naturally follow the first day and focus on acclimating new hires to the work environment. A quick daily conversation can be a helpful way to recap their progress and boost engagement. Ask about their meeting with another department leader, or congratulate them for completing a training module.

First Week Checklist

  • Conduct a quick daily check-in each day. Ask about any roadblocks or questions your new hire might have.
  • Check that any HR paperwork has been finalized and returned.
  • Provide ongoing training for software and systems.
  • Arrange meet-and-greets, lunches, and coffees with colleagues.

Tip: Daily check-ins matter. While it might be tempting to skip the daily check-ins, they can make a massive difference for your new hire.

First Month

As your new hire settles into their role, questions about their job and the organization will still crop up. This checklist helps you make sure these questions are addressed.

  • First Month Checklist
  • Schedule weekly check-ins to address any questions or concerns.
  • Check the progress of any training.
  • Continue facilitating introductions to team members and other stakeholders.

Tip: Prioritize manager responsiveness. During a new hire’s first month, managers must be responsive to any needs or concerns. Whatever the question is, managers need to find the answer.

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How Long Should The Onboarding Process Take?

monthly calender - Onboarding Checklist

Onboarding isn’t just a quick handshake and a tour of the office. For most roles, it stretches out over three months. That’s the minimum for getting new folks comfortable with their roles and the company culture.

Some incredibly complex or strategic positions need more time, considering six months or even a year. These longer timelines help people settle in and contribute without feeling rushed.

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Why Onboarding Duration Matters

person planning - Onboarding Checklist

1. Time to Productivity

The faster new hires get up to speed, the better it is for everyone. A structured onboarding plan immediately gives them the training, resources, and support they need. That means they can start making a difference sooner, which is a win for both the employee and the company.

2. Impact on Employee Retention

Onboarding isn’t just about getting new hires ready to work. It’s also about making them feel welcome and part of the team. When companies take the time to do this right, employees are more likely to stick around. This can lead to better retention rates, saving the company time and money on hiring and training.

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When crafting an onboarding checklist, you want each step to feel intentional and impactful. Giftpack can elevate your process by ensuring your new hires feel genuinely valued. Imagine welcoming them with a curated gift that resonates with their unique personality.

Giftpack's AI delivers gifts beyond generic swag by considering their demographics, preferences, and even social media activity. This thoughtful approach creates an immediate connection and sets the stage for a positive employee experience.

Why not test Giftpack's client gifting service for free today and see how it can enhance your onboarding strategy?

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Tim Kuo

Tim Kuo

Feb 15th 202510 min read

About Giftpack

Giftpack's AI-powered solution simplifies the corporate gifting process and amplifies the impact of personalized gifts. We're crafting memorable touchpoints by sending personalized gifts selected out of a curated pool of 3 million options with just one click. Our AI technology efficiently analyzes each recipient's social media, cultural background, and digital footprint to customize gift options at scale. We take care of generating, ordering, and shipping gifts worldwide. We're transforming the way people build authentic business relationships by sending smarter gifts faster with gifting CRM.

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