Documents Required to On-board a New Employee

In this blog, we will discuss the employee onboarding process and documents required to on-board a new employee checklist.

Every company has its own process for on-boarding new employees. There are also certain compliances that need to be fulfilled during the process of on-boarding. As the person responsible, you will have to ensure that all the activities go on smoothly and the new employee gets to know about your company and its processes as well as complete essential compliances. This is where having a checklist comes in handy. That is why we have created this blog which comes along with an editable sheet so you can add-in your own steps as well. There is also a free PDF download if you want to print these steps and have it with you on paper.

With this checklist of documents required to on-board new employees in excel, you can rest assured that everything you need to do, gets done.

Find the checklist for Documents Required to on-board new employee in PDF.

Employee Onboarding

There is the following process of employee onboarding –

Appointment letter –

Details of job
Date of joining
Working hours
Time-off policy
Remuneration benefits with other benefits
Termination details
Tasks and responsibility of the employee

Confidentiality agreement –

Agreement of non-disclosure
non-compete agreements

Form of compliance –

Form of EPF –

Form 2 – Nomination and Declaration for exempted/unexempted
Form 6A – Consolidated annual contributions statement

Form of ESI –

Form 2 – Family declaration form Addition or deletion
Form 6 – Registration of employee

Form of Gratuity –

Form A – Notice for Opening
Form B – Notice for Change
Form C – Notice for Closer

Letter for salary account opening –

One of the essential formalities is to open the employees’ salary account while joining the organisation and before first paying the employee.

Welcome mail to the employee –

Once the employee joins the organisation, HR can send a welcome mail to the employee to enhance the employee onboarding process and to make them feel comfortable, environmentally friendlier, and feel more welcome.

HR process –

The last step of the onboarding process is the HR process, where HR has to teach employees how to complete the HR-related duties, such as attendance, timing, dress code and other information.

List of HR norms –

Office timing
Attendance
Holiday
Leaves template, and others.

That you have to attach it with the welcome mail.