New Employee Onboarding Checklist

A structured onboarding process reduces early turnover, accelerates time to productivity, and ensures that statutory requirements are met from the first day of employment. Use this checklist for every new hire, regardless of role or seniority. Each item should be initialled by the responsible person and dated when completed.

Before the Employee's First Day

✔ Letter of Appointment signed and returned by the employee

✔ NIS registration initiated, NIS number confirmed or application submitted

✔ BIR number collected and recorded on the employee file

✔ Employee Information Form completed and filed

✔ Payroll record created, salary, pay frequency, and deductions configured

✔ Workstation, equipment, and system access prepared

✔ All applicable policies provided to the employee in writing

✔ Manager briefed on the employee's role, start date, and first-week schedule

Day One

✔ Employee welcomed and introduced to the team

✔ Workplace tour completed, facilities, emergency exits, first aid points

✔ Health and Safety Policy communicated and signed by the employee

✔ Emergency contact details collected

✔ IT access, email, and any required software confirmed as operational

✔ First-day schedule and week-one priorities communicated to the employee

✔ Employee handbook or policy folder provided

First Week

✔ Role responsibilities and performance expectations discussed and documented

✔ Probationary period terms confirmed with the employee in writing

✔ Initial check-in meeting held at end of week one, impressions and questions addressed

✔ Any outstanding documentation collected and filed

End of First Month

✔ First formal check-in meeting held, written record completed

✔ NIS contribution included in first payroll run, confirmed

✔ PAYE and Health Surcharge deductions applied correctly, confirmed

✔ Payslip issued for first pay period

End of Probationary Period

✔ Formal probationary review conducted using the Probationary Review Record

✔ Outcome communicated to the employee in writing

✔ Probationary Confirmation Letter issued (where performance is satisfactory)

✔ Any performance concerns documented and addressed before confirmation