What is a new hire onboarding checklist?

A new hire onboarding checklist is a structured list of tasks employers complete to help new employees settle in. It includes everything from pre-boarding activities to 30-, 60- and 90-day milestones. For employers, it can help ensure:

• smoother transitions for employees
• reduced compliance risk
• more efficient use of HR and management time
• improved consistency across departments

Rather than relying on memory or improvisation, a checklist provides a clear outline for what needs to happen and when.

Why use a new hire checklist

Employers often have multiple responsibilities, and with a structured approach, they can ensure they cover all important onboarding steps.

Below are a few reasons why many employers add new hire checklists to their onboarding process:

Enhance consistency

A checklist ensures each new hire receives the same baseline onboarding experience, from completing forms to attending orientation sessions. For example, every employee could receive the same introduction to company values, IT setup instructions and safety training, creating fairness across teams.

Clarify expectations

When you are transparent about tasks and responsibilities, new employees know what you expect of them from the start. Examples include setting clear goals for the first 30, 60 and 90 days, assigning a mentor or specifying reporting structures. Clear expectations help reduce confusion and facilitate faster employee integration.

Speed up time-to-productivity

Structured onboarding can reduce the learning curve, allowing employees to start contributing sooner. For instance, providing a step-by-step guide for internal software or scheduling early project shadowing sessions helps new hires be productive quickly.

Improve retention

A well-organized onboarding experience can signal that your business invests in its employees. Teams who feel supported and engaged may be less likely to leave within the first year. Examples include regular check-ins, early access to training opportunities and career path guidance.

Track progress

Checklists give managers and HR visibility into completed tasks and those that still require attention. For example, HR can monitor whether employees have submitted their benefits forms, IT can track equipment setup and managers can confirm training completion. This transparency can prevent tasks from being forgotten and help ensure accountability.

Enhance engagement

Engagement typically starts during onboarding. Checklists can include interactive activities such as team introductions, shadowing sessions or early project involvement. When employees feel connected and informed, they may be more likely to be motivated and contribute positively to the company culture.

Facilitate compliance

Many roles require mandatory training or legal documentation. A checklist can help employers ensure employees complete these requirements on time. Examples include occupational health and safety certifications, data protection training or regulatory acknowledgments. This process can potentially help reduce the risk of non-compliance penalties.

Key sections in your onboarding checklist

Here are the core stages you may want to consider including in your new employee onboarding checklist. You can tailor the details to your industry and company size:

Pre-boarding tasks

Strong pre-boarding prevents first-day delays and sets a professional tone. Pre-boarding can include:

• sending welcome e-mails with key details
• providing required paperwork (contracts, policies, tax forms)
• preparing IT accounts, hardware and system access
• sharing a first-week agenda to reduce uncertainty

Day-one essentials

The first day can determine how an employee perceives your workplace. Consider including:

• completing legal, payroll and tax documentation
• conducting a workplace tour or virtual onboarding tour for those working remotely
• reviewing your company’s mission, values and culture
• introducing the new hire to colleagues and leadership

Small gestures, such as a welcome lunch or a well-organized desk setup, can also help employees feel valued.

First-week milestones

Within the first week, focus on immersion. This phase helps build confidence and enables new employees to connect with their team. A checklist might include:

• role-specific training sessions
• setting up job shadowing or mentorship opportunities
• introducing the new hire to cross-functional teams
• reviewing key systems, workflows and communication tools
• scheduling end-of-week check-ins with the manager

30/60/90-day follow-ups

Onboarding continues after week one. Build structured check-ins at 30, 60 and 90 days to:

• review performance progress
• gather employee feedback on the onboarding process
• set or adjust goals
• discuss career development opportunities

Tips to make your onboarding checklist effective

The following strategies can help improve your onboarding process:

• Make it role-specific. Tailor tasks for each department or position.
• Assign accountability. Identify who is responsible for each task (e.g. HR, IT, manager or mentor).
• Automate reminders. Use HR software to send alerts for upcoming steps.
• Balance structure with flexibility. Keep essentials consistent but leave room for manager discretion.
• Gather feedback. Ask employees after 90 days what worked and what didn’t.
• Include milestones. Break the checklist into phases, such as first day, first week, first month and first quarter.
• Provide resources. Link to guides, templates or FAQs so new hires can find answers independently.
• Foster social connections. Include introductions to key team members, mentors or cross-functional partners.
• Track progress visually. Use a dashboard or checklist tracker to see progress right away.
• Update regularly. Review and refine the checklist based on process changes, technology updates or employee feedback.

Common new hire mistakes employers may avoid

Even with a detailed checklist, employers can stumble during onboarding. Avoiding the following mistakes can help new hires feel supported, engaged and productive from the start:

• Waiting until day one: Start onboarding earlier with pre-boarding tasks.
• Overloading the checklist: Avoid overwhelming employees with too much information.
• Neglecting remote hires: Adapt processes for hybrid or remote teams with virtual tours and digital training.
• Skipping follow-ups: 30/60/90-day reviews can help employees feel supported and stay engaged throughout their onboarding journey.
• Not measuring success: Track key outcomes, such as retention rates and performance improvements.

Sample new hire onboarding checklist template

Here is a simple new hire onboarding checklist framework to get you started:

Pre-boarding

• Send a welcome e-mail with the agenda and paperwork.
• Provide employee handbook and policy overview.
• Set up IT credentials and equipment.

First day

• Collect signed contracts and tax forms.
• Give an orientation presentation on culture, mission and values.
• Have a workplace tour and team introductions.

First week

• Assign role training and access to systems.
• Introduce mentors or buddies.
• Have an end-of-week manager check-in.

First month

• Have a performance feedback meeting.
• Review initial goals and responsibilities.
• Address training or resource needs.

90 days

• Give a formal review meeting.
• Solicit feedback on the onboarding experience.
• Set the next objectives and development plans.

A new hire onboarding checklist can create consistency, accelerate productivity and demonstrate that your organization values preparation and employee success. By refining your process, you can reduce turnover and provide employees with a strong foundation.