The onboarding process of a company creates the very first impression in the mind of an employee. It shapes their perception of the overall organizational image and how employees are treated. According to a research by Brandon Hall Group, organizations with a strong onboarding process increase new hire retention by 82 percent and productivity by more than 70 percent. While most organizations focus on the technical aspects of onboarding, such as paperwork and document verification, they often overlook other critical onboarding duties that make a new joinee feel welcome in the company. Creating an onboarding checklist can help evaluate the onboarding process, ensuring the inclusion of all crucial procedures. 

Importance of an Efficient Employee Onboarding Program

Increases Retention

A well-structured onboarding program helps new employees feel well-settled in their roles. This helps to increase employee retention by ensuring that new employees are aligned with the organization’s goals and understand their responsibilities. 

Improves Employee Productivity

Employees who have been properly onboarded are more likely to grasp the core values and goals of the organization. This will motivate them to be driven and be committed to complete their tasks efficiently, resulting in higher productivity within the organization. 

Higher Employee Engagement

A work culture that prioritizes new hire onboarding creates an inclusive, engaging, and collaborative environment for employees. A positive onboarding experience can help imbibe a sense of connection and commitment, which leads to increased employee engagement and work satisfaction. 

Employee Onboarding Checklist for HR

Send a Welcome Email

A welcome email helps to make new employees feel welcome at a new workplace. The welcome email should include information about their dress code, designation, and duties, as well as any documents they must bring for the onboarding process. You may also outline the various departments they can reach out to, for instance, in case of any technical issues, the IT team, and so on. 

Document Verification & Paperwork

Request candidates to submit essential documents to verify and validate, including certificates, employment history, and contact details. You may also send any required agreements for them to review and provide a signed copy during this stage. Most companies now opt for digital platforms to facilitate self-onboarding, where employees can themselves upload the necessary documents and details. This helps reduce the burden on HR and helps the employees understand the onboarding process better.  

Establish the Necessary Infrastructure

Based on the role of the employee and the project specifications, provide the necessary infrastructure, such as hardware, software, and network configurations. Notify the resource departments to issue assets and find out whether the candidates have any unique hardware or software requirements to complement their role and responsibilities. 

Give them an Overview of the Company

Organize a new employee orientation session to introduce them to the organizational values and goals. Share links and articles that provide insights into the company’s history, workplace, employees, cultural events, and so on. 

Give an Office Tour

Give an office tour of the company. Introduce the workplace protocols and the location of facilities such as restrooms, cafeterias, and common spaces. In case, the employee is working from home, you can give them a virtual tour of the office. This would help the employee feel more at ease at a new workplace.  

Introduce New Employee to their Team

Introducing your new employee to their team not only helps them feel at ease but also acts as an icebreaker. This allows them to identify key points of contact and reach out to them for work-related matters. 

Gift an Employee Welcome Kit

An employee welcome kit is a meaningful gesture that can make new hires feel valued and appreciated. It can include any office supplies that have company branding on them, such as bags, notebooks, pens, etc. 

Assign a Buddy/ Mentor

Introducing your new employee to their team not only helps them feel at ease but also acts as an icebreaker. This allows them to identify key points of contact and reach out to them for work-related matters. 

Schedule follow-up sessions

You may check in occasionally with your new employee and get to know how they are adjusting to their new workplace and if they are facing any difficulties. It helps to provide valuable insights into the employee experience, reinforcing a supportive work environment. 


What is an onboarding checklist? 

The onboarding checklist consists of a list of things to consider when onboarding a new employee into the company. It serves as a guide to ensure the necessary actions during onboarding and helps streamline the overall process.

What is pre-boarding? 

Pre-boarding is the term used to describe the time the organization invests in a potential candidate before the onboarding process. Pre-boarding refers to the time period between when an employee accepts a job offer and their first day on the job.

What are the phases of onboarding? 

Employee onboarding is divided into different phases to ensure a smooth transition for employees. The phases may differ based on each organization, but some of the common onboarding phases include preboarding, orientation, training and follow-up or check backs. 

What is employee self-onboarding? 

Employee self-onboarding enables new hires to complete their onboarding procedure online by themselves. In this process, the employee can enter their personal and professional information, such as necessary documents and tax details, on the specific online platform. They are provided with tools and resources, including interactive tutorials, videos, and other resources for the same. 

What are the documents that are required during the onboarding process? 

The documents required during onboarding may differ according to each organization’s policies. Some of the most commonly requested documents include identity proof, professional skills documentation, bank details, and previous payslips. 


As your organization increases in size, you may fine-tune your onboarding process based on your organizational structure. An HRMS like PayWheel can automate various aspects of the onboarding process, such as employee information, document verification, and details. PayWheel facilitates the seamless entry of personal and official details of the new employees and helps maintain payroll records such as the PF, ESI and other onboarding documents. The onboarding process plays a crucial role in establishing a long-term relationship with the employee, and incorporating digital platforms like PayWheel can help in maintaining organizational data hassle-free.