NEW EMPLOYEE ONBOARDING CHECKLIST
Documentation, statutory and IT formalities for a new joiner
Pre-Joining
- ☐ Issue signed offer letter and appointment letter
- ☐ Collect acceptance and confirmed date of joining
- ☐ Send welcome email with reporting time, location and dress code
- ☐ Complete background verification and reference checks
Documents to Collect
- ☐ PAN card and Aadhaar card copies
- ☐ Passport-size photographs
- ☐ Educational and experience certificates
- ☐ Previous employer relieving letter and last 3 salary slips
- ☐ Cancelled cheque or bank passbook copy for salary account
- ☐ Signed Form 11 (EPF) and Form 2 (nomination)
Statutory & Payroll Setup
- ☐ Generate / link Universal Account Number (UAN) for EPF
- ☐ Register employee under ESIC (if wages within limit)
- ☐ Collect investment declaration for TDS / income-tax computation
- ☐ Add employee to payroll and attendance system
- ☐ Enrol in group mediclaim / insurance (if applicable)
IT & Workspace
- ☐ Create official email ID and system login
- ☐ Allot laptop, access card and workstation
- ☐ Grant access to required tools and shared drives
Induction
- ☐ Share employee handbook, HR and leave policy
- ☐ Brief on Code of Conduct and POSH policy
- ☐ Introduce team, reporting manager and buddy
- ☐ Explain probation period and confirmation process
Note: Retain a signed copy of all collected documents in the personnel file for statutory audit.