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Onboarding Checklist Template

An onboarding checklist template is a structured to-do list that guides a new hire's first days and weeks, covering paperwork, equipment, access, training and check-ins. Use it so nothing slips between offer acceptance and a fully productive employee, and so every new starter gets the same organised, welcoming experience from day one.

Use this onboarding checklist from the moment an offer is signed through the new hire's first 90 days. It keeps HR, the hiring manager and IT aligned so paperwork, equipment, access and training all happen on time. A structured first few weeks helps new starters feel welcome, ramp faster, and stay — long after day one.

Copy & adapt — replace every [placeholder]

Before Day One (Pre-boarding)

[ ] Send signed offer letter and employment contract to the new hire

[ ] Collect tax, banking and right-to-work documents

[ ] Order laptop, phone and any equipment for [Role]

[ ] Create email and accounts for [tools / systems]

[ ] Assign an onboarding buddy: [Buddy Name]

[ ] Send a first-day welcome email: start time, location/link, dress code, parking, who to ask for

[ ] Draft a 30-60-90 day plan with [Hiring Manager]

Day One

[ ] Welcome the new hire and introduce the immediate team

[ ] Complete HR paperwork and confirm personal details

[ ] Hand over equipment and verify logins to [core systems]

[ ] Give a workspace/office tour or remote-tools walkthrough

[ ] Review the role, first-week schedule and who's who

[ ] Cover security, IT and health-and-safety basics

[ ] Book a short end-of-day check-in with [Manager]

First Week

[ ] Set up access to remaining tools, drives and channels

[ ] Walk through team goals, current projects and how success is measured

[ ] Schedule intro meetings with key stakeholders: [Names]

[ ] Assign a small, achievable first task or 'quick win'

[ ] Confirm the new hire has read key policies and the employee handbook

[ ] Hold a first-week feedback chat

First 30 Days

[ ] Review the 30-day goals set on day one

[ ] Ensure required training and certifications are underway

[ ] Gather early feedback on the onboarding experience

[ ] Confirm the new hire understands their objectives and priorities

[ ] Introduce cross-team contacts and wider company context

First 90 Days

[ ] Hold a formal 90-day / end-of-probation review with [Manager]

[ ] Assess performance against the 30-60-90 plan

[ ] Set goals for the next quarter

[ ] Confirm the new hire feels settled, supported and clear on expectations

[ ] Document the review and any next steps

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How to use this template

  1. 1 Copy the checklist into your HR system, a shared doc or a project board and assign an owner to each item.
  2. 2 Fill in the [placeholders] — buddy, manager, tools and role-specific tasks — for this particular hire.
  3. 3 Start pre-boarding as soon as the offer is signed, not on day one.
  4. 4 Tick items off in real time and flag blockers such as missing equipment or delayed access early.
  5. 5 Review the completed checklist at the 90-day mark to spot gaps and improve the next hire's experience.

Tips

  • ▸Pre-boarding matters most — equipment and access ready on day one is the single biggest driver of a good first impression.
  • ▸Assign a buddy separate from the manager so new hires have a low-pressure person for small questions.
  • ▸Tailor the role-specific rows; a generic checklist misses the tasks that actually make someone productive.
  • ▸Ask for onboarding feedback while it's fresh, then feed it back into this template.

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FAQ

Onboarding Checklist Template — FAQs

How long should onboarding last? +
Meaningful onboarding runs at least 90 days, not just the first day. The first 30, 60 and 90 days set goals, build relationships and confirm the hire is ramping well, which is why this checklist spans the whole probation period.
What is pre-boarding? +
Pre-boarding is everything you do between offer acceptance and the first day — paperwork, equipment, accounts and a welcome message. Doing it early means the new hire can start contributing on day one instead of waiting for access.
Who owns the onboarding checklist? +
Usually HR owns the overall process, the hiring manager owns role-specific tasks, and the buddy handles day-to-day questions. Assign a clear owner to each row so nothing falls through the cracks.
How is onboarding different from orientation? +
Orientation is a short, one-time introduction to the company — policies, tools and people. Onboarding is the longer process of getting someone fully productive and connected over their first weeks and months.
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