New Hire Checklist Template

Congratulations if you’ve just employed a new team member! To ensure your employee’s start is seamless, we’ve prepared a new hire checklist template to ensure nothing falls through the cracks.

There’s a lot to consider when onboarding a new employee, but if you have a good process, like the new hire checklist template here, you can minimize the stress (and demonstrate that you and your organization are on top of your HR!)

Get the New Hire Checklist Template here (it’s free)

Download the New Hire Checklist Template now…

Get this template in Word format to customise it for your organisation. Create a real checklist you can use for your next new hire.

This new hire checklist is broken into sections by the timing…

New Hire Checklist – 1 Month Before Starting

  • Send offer letter
  • Send employment contract
  • Provide details of start date (+ time and address for place of work)
  • Order any equipment the employee will need (eg computer, desk, phone, etc)
  • Order any supplies the employee will need (eg business cards, uniforms, etc)

New Hire Checklist – 1 Week Before Starting

  • Send welcome letter and employee handbook (include their arrival time, address and map, parking / public transport, dress code, and plan for their first day)
  • Enter employee records in your HR system – including their name, address, contact details, position, start date, compensation, etc.
  • Send a new hire announcement message to the company announcing the new hire’s start date and encouraging everyone to welcome them onboard
  • Set up the employee’s office space
  • Create an email address for the employee
  • Arrange computer and software system login details
  • Select and notify an onboarding buddy to welcome the new hire (or their direct manager can also perform this role)
  • Create a plan for the employee’s first week – arrange for them to spend time with key people or departments
  • Set date and reminder for probation period and review

New Hire Checklist – Day One

  • Welcome new employee
  • Show them to their working area and ensure they have everything they need
  • Give the employee any equipment they need and explain the policies related to those (key card, phone, etc)
  • Introduce the employee to their onboarding buddy
  • Give the employee an orientation tour of the office (be sure to show them restrooms, kitchen, parking, office supplies, etc)
  • Review job duties and expectations
  • Tell them how success is defined in their role
  • Ensure employee can access their email and other core systems (chat, project management, role-specific systems)
  • Collect details and paperwork from the employee (eg tax forms, bank account details, other details needed for your HRIS)
  • Explain the plan for the employee’s first week and discuss with them
  • Ensure employee has submitted all forms and information for payroll
  • Explain how the timing of payroll works and any other compensation
  • Explain any other benefits (eg insurance, bonuses, perks to take advantage of, etc)

New Hire Checklist – Week One

  • Encourage the employee to send out an introductory message to the company (show them past examples to reduce the stress of this)
  • Get to know the immediate team – perhaps a team lunch or introductory meeting where each team member gets to explain their role and talk about themselves
  • Go over the employee handbook
  • Review other relevant company policies (eg code of conduct, safety policy, etc)
  • Assign any required reading / training
  • Introduce the employee to other departments & explain how the company works
  • Introduce the employee to senior executives
  • Overview upcoming key company projects
  • Assign the employee their first goal or project/s
  • Ensure employee is aware of key upcoming dates, social events, etc
  • Check in with employee every day during their first week – ensure they meet with key people and everything is working fine
  • Setup weekly 1:1 meetings with the new hire’s direct manager

New Hire Checklist – Month One

  • Review progress on their first goal or project/s
  • Check employee payroll is running smoothly
  • Conduct an informal performance review
  • Give more of an overview of the company, including the mission and vision, company values, key milestones, company goals, etc
  • Discuss how the employee’s role fits into the bigger picture – revisit the job duties and expectations of the role, and especially, the success metrics
  • Discuss and set next projects and goals
  • Invite employee to connect on company social media accounts
  • Get employee set up with company training sessions

New Hire Checklist – 3-6 Months

  • Conduct probationary performance review
  • Discuss and set new projects and goals
  • Discuss career development plan
  • Schedule next performance review
  • Collect feedback from employee on onboarding process

Some HRIS systems (including HR Partner) also allow you to create onboarding checklists / new hire checklists within the software. These are great because you can include all the documentation and tasks that you want your new hire to go through (eg watching a certain video, uploading files, reading files, etc). Here’s how to create a new hire checklist in HR Partner.

Whether you use a manual new hire checklist template or an onboarding checklist that’s incorporated into your HR system, the philosophy is the same: ensure your new hire has everything they need to have the best chance of succeeding in your organization.

Don’t forget to download this new hire checklist template so that you can customize it to suit your organization’s needs. It’s one more way you can look like the professional HR manager that you are!

Holiday leave around the world

Seeing as a core feature of HR Partner is the tracking of your employee leave, and that we now have users spread across all corners of the globe, I thought it would be interesting to take a look at the legislated holiday requirements that every country has.

Who has the best leave conditions for their workers, and who has the worst? I am sure the results will surprise you, as it did me.

Statutory Leave

Almost all countries have a statutory minimum annual leave requirement for their tax paying, income earning citizens. As well as the minimum time off, there is also paid public holidays.

We added the two together to come up with the total days per year that each country offered their employed subjects. We also show the breakdown between vacation days and public holidays in brackets after the total e.g. total days (vacation days/public holidays).

The winners are:

  1. Iran 52 (26/26)
  2. Cambodia 45 (18/27)
  3. Austria 38 (25/13), Malta 38 (24/14), Mauritius 38 (22/16)

The countries with the lowest leave are:

  1. Bhutan 9 (No public holidays)
  2. Japan 10 (No public holidays)
  3. Indonesia 12, Guyana 12 (No public holidays)

In addition, there are a host of countries that do not appear to have a minimum annual leave entitlement, including

  • Kiribati
  • Marshall Islands
  • Micronesia
  • Nauru
  • Palau
  • Tonga

And most surprising to me, the United States does not seem to stipulate a statutory minimum leave entitlement for workers, but in fact leave it up to individual employers to outline their entitlements to their own employees.

My wife was offered a job contracting to a US based company a few years ago, and they offered her a ‘generous’ 10 days of annual leave per year. The minimum for any position here in Australia is 20 days, plus around another 10 days public holidays per year.

Of course, the above numbers may not be 100% accurate, as I know that there are other complexities that come into play for leave allocations, including job/industry type, qualifications, and length of service – but I present that above figures as an interesting finding to think about.

The full list of all countries and their entitlements are on Wikipedia: List of minimum annual leave by country

Managing Leave

Did you know that HR Partner can help you track how much leave your employees are taking?

As well as an overall view of your entire company, including trend graphs of days taken off, our web application can also show you calendar views, and a special leave ‘heat map’ that lets you see which days of the week an particular employee takes most time off. Useful for those ‘long weekenders’ who like taking a Friday or Monday of on a routine basis.

employee leave

HR Partner also allows you staff to submit application for leave via their own employee portal. These applications can be approved by managers or the HR team automatically and quickly.