Bringing on a new team member is more than just handing over a laptop, creating a new business cloud storage account for them, and pointing them to their desk. A structured and thoughtful onboarding process can mean the difference between a new hire who thrives and one who feels lost, disengaged, and still browsing job listings for something better.

And yet, many companies still miss the mark. Gallup found that just 12% of US employees(new window) feel their onboarding experience was handled well, while nearly one in five said it was either poor or nonexistent.

That’s a major red flag, especially if we consider how much onboarding influences engagement and retention — employees who go through a great onboarding experience are 2.6 times more likely to feel deeply satisfied at work, and 70% say they landed their ideal job.

If you want your new employees to succeed, feel valued, and stick around, it starts with an onboarding checklist — and a strategy behind it. In this guide, you’ll find tips to help you build a solid onboarding experience from day one, along with free templates and checklists you can quickly customize and share using Proton Docs.

What is an employee onboarding checklist?

An employee onboarding checklist is a structured list of tasks and activities designed to guide new hires through the process of integrating into a company. It ensures that all necessary steps are completed to help new employees become comfortable, productive, and aligned with their role and the organization’s culture.

An onboarding checklist helps to:

  • Keep onboarding consistent, so every new hire gets the same experience, even as your team grows.
  • Make new hires feel welcome, which boosts retention and encourages them to speak positively about your company.
  • Set clear expectations from day one, so new employees can ramp up faster and start contributing sooner.
  • Keep everyone aligned by helping HR, IT, and managers stay on the same page and avoid missing steps.
  • Automate repetitive tasks — like sending welcome emails or assigning training — so your HR team doesn’t get overwhelmed.
  • Stay compliant by making sure all documents and policies are completed on time.
  • Maintain company culture with a structured onboarding process that reinforces your values and ways of working.

Download our free onboarding checklist templates and plans

Get everything you need to streamline your onboarding process — in one place. HR teams, managers, and team leads can use these ready-to-use templates to create a consistent and welcoming experience for new hires and clients. Here’s what’s included in the folder:

  • Employee onboarding checklist
  • Sales onboarding checklist
  • Client onboarding checklist
  • Welcome email essentials and templates
  • New hire onboarding survey questions
  • Security expectations list
Download our free onboarding checklist templates(new window)

How to use the templates:

  1. Browse the folder and open a document.
  2. Click Create a copy in the top-right corner.
  3. Log in or sign up for a Proton Account. The document will be instantly added to your Proton Docs, so you can quickly edit and share it with your team or stakeholders.

New hire checklist with tips to get onboarding right

Here’s what to include at every step during a new hire’s onboarding process:

1. Set the stage before the start date

A smooth onboarding starts with solid preboarding. This phase sets the tone for your new hire’s experience and ensures everything is ready before their first day. Here are the key steps to check off:

  • Send the job offer letter and get it signed.
  • Collect required documentation, such as:
    • Employment eligibility forms — ID copies, tax forms (like W-4 or I-9 in the US), or work permits, depending on your region.
    • Banking details for direct deposit setup.
    • Signed policies — confidentiality agreements, NDAs, IT usage policy, etc.
    • Emergency contacts

Tip: You can centralize the process and streamline document uploads using Proton Drive to share a secure folder with edit access. New hires can upload completed forms or edit files as needed — all safely and efficiently.

  • Set up tools and accounts, such as email, internal systems (Slack, Zoom, etc.), and access to necessary software.
  • Prepare the workspace, including desk, chair, laptop, and any necessary peripherals. For remote hires, arrange shipping and setup instructions.
  • Send a welcome email where you include their start time, dress code (if any), an agenda for the first day, and point of contact for details.
  • Schedule key meetings, such as introductions, onboarding sessions, and initial training.
  • Notify your team to let them know who’s joining, when, and what their role is.

2. Make a strong first impression on the first day

The goal of day one is to make the employee feel welcomed, supported, and oriented. Plus, it’s important to pace the information instead of immediately dumping it all at once. Here’s what you should do:

  • Give them a warm welcome by greeting them personally (or via video if remote), and introduce them to the team.
  • Tour the office or give a virtual orientation to systems and tools.
  • Ensure laptops, phones, email, and other systems work seamlessly — and confirm access.
  • Discuss the big picture by sharing your company’s mission, values, and structure so they understand where they fit in.
  • Include a short HR presentation to walk them through essentials. Cover things like:
    • Company policies, such as code of conduct, remote/hybrid guidelines, and security expectations.
    • Benefits, like health insurance, wellness programs, retirement plans, employee perks.
    • Payroll, such as payment schedule, direct deposit setup, or where to access payslips.
    • How vacation, sick days, and parental leave work — and how to request them.
    • Who to reach out to for HR, IT, or general support.
  • Assign a buddy or mentor to help them navigate those early days and answer casual questions.
  • Create space for social connection within the team early on:
    • Invite the team for a casual coffee break to meet the new hire informally.
    • Have the team leave sticky notes or cards with fun facts, tips, or welcome messages at their desk.
    • Create a thread with fun questions (e.g., “What was your first job?”) that everyone, including the new hire, can answer.
  • Send (or hand over) a welcome kit with a few thoughtful goodies:
    • Branded swag, like company T-shirt or hoodie, mug or water bottle, stickers, notebook and pen set, tote bag.
    • Onboarding materials, such as printed or digital employee handbook, quickstart guide to tools and systems, company values or culture booklet, welcome letter from the CEO or team lead.
    • Personal touches, like a handwritten welcome note or a gift card for coffee or lunch.

3. Lay the foundation during the first week

Now that they’re settled in, the focus shifts to understanding their role and how they contribute:

  • Clarify their role by reviewing responsibilities, performance metrics, and short-term goals.
  • Allow them to shadow tasks and begin light project work.
  • Train on tools and processes, such as email protocols, task managers, and reporting structures.
  • Include 1:1s with their manager, teammates, and cross-functional partners.
  • Set short-term objectives and explain success metrics.
  • Introduce compliance training to cover key legal and ethical responsibilities, keeping it short and relevant to the role. This might include:
    • Data privacy and security (e.g., GDPR, HIPAA, or internal data handling rules)
    • Anti-harassment and workplace conduct
    • Code of ethics and conflicts of interest
    • Industry-specific regulations (e.g., finance, healthcare, education)
    • How to report concerns or violations confidentially
  • Touch base regularly to address early challenges, answer any lingering questions, and build rapport.

4. Provide support and integration during the first month

  • Celebrate quick wins and clarify any missteps early.
  • Let them take ownership of small projects to build momentum.
  • Ask how they’re finding the role, what’s working or not, and adjust accordingly.
  • Complete HR follow-up by ensuring benefits enrollment, payroll, and legal documents are squared away.

5. Review and reflect at 30-60-90 day milestones

  • Schedule performance check-ins at 30, 60, and 90 days to review progress and support the transition from onboarding to full contribution:
    • 30 days — Reflect on the onboarding experience, clarify expectations, and recognize early accomplishments.
    • 60 days — Go deeper into performance, collaboration, and confidence in the role.
    • 90 days — Hold a formal review to discuss long-term goals, development opportunities, and next steps.
  • Gradually integrate the new hire into team projects and regular meetings, giving them space to contribute meaningfully.
  • Encourage participation in company events, interest groups, and social initiatives to foster connection and belonging.
  • Collect feedback through brief surveys, structured one-on-ones, or informal check-ins throughout the process to improve future onboarding and catch any friction early.
  • By the 90-day mark, begin shifting focus from onboarding to ongoing development, mentorship, or role-specific training.

Beyond logistics and simply filling roles, a clear onboarding checklist shows new hires that you’re invested in their success by setting the stage for long-term engagement. Our free employee onboarding templates(new window) should give you a good start — and with Proton Drive, it’s easy to customize and share files with your team.