Everything to Include in Your Onboarding Checklist (+ Template)

Onboarding shouldn't feel like an administrative scavenger hunt. But when you're juggling paperwork, IT setup, training schedules, and culture-building all at once, important steps can fall through the cracks. Each stage matters because it shapes how new hires experience your organization from day one. That's why a solid onboarding checklist isn't just helpful—it's essential.

If you're building or refining your onboarding program, here's everything you need to include to set new employees up for success.

Why do you need an employee onboarding checklist?  

An employee onboarding checklist is a structured guide that ensures every new hire gets a consistent, complete start—and that your HR team doesn't have to hold everything in their head. It covers day-one logistics, key milestones, and the relationships that set new hires up for long-term success.

Do you really need one? According to Harvard Business Review, new hires who have clarity on their role, regular feedback, and easy access to resources are three to four times more likely to contribute to their team's success in the first 90 days—and five to seven times more likely to be satisfied with their onboarding experience overall.  

A great onboarding checklist makes it possible. Here's are a few of the benefits you can expect:

• Consistency at scale. Every new hire gets the same high-quality experience—regardless of department, role, or seniority level—without your HR team having to reinvent the wheel each time. ‍
• Faster time-to-productivity. When new hires have the tools, context, and connections they need from day one, they ramp up faster and start adding value sooner. ‍
• Better employee experience and retention. A smooth start builds confidence and engagement early. And as we know, how onboarding goes often determines whether a new hire sticks around. ‍
• Fewer missed steps. Compliance requirements, paperwork, policy sign-offs—a checklist creates a documented trail that keeps your team accountable and audit-ready. ‍
• A feedback loop for continuous improvement. Tracked over time, onboarding data reveals what's working and what isn't, so you can keep raising the bar.

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Why use a 90-day onboarding plan?  

Most companies mistake orientation for onboarding. While orientation is a one-time event focused on administrative tasks like "handing over the keys," SHRM says true onboarding can last up to a full year. A 90-day onboarding plan is the gold standard because it bridges the gap between new hire and fully-integrated team member  

Here’s why a longer timeline is essential:

Navigates the critical churn window. Most new hires decide within the first few months whether they'll stay at a company. So, you don’t want them feeling "ghosted" after one week (just as the initial excitement wears off). Instead, provide a support network during this fragile period, when employees are most likely to leave.

Emphasises culture over routine tasks. Employees can fill out paperwork and receive laptops in an afternoon, but learning your company’s unwritten rules takes more time. A 90-day framework lets you layer in context and avoid information dumping.  

Builds a deeper sense of belonging. A new hire's long-term success hinges on building a diverse internal network—cross-functional peers, key stakeholders, and mentors who can help them navigate the organization. These relationships don't form overnight. A 90-day plan gives new employees the runway they need to develop real connections and become part of the crew.

Aligns performance with reality. A 90-day timeline gives employees space to move past "job shock"—where the role doesn't perfectly match the description—while giving managers a structured window to provide course-correcting feedback. You can transition the focus through clear phases:

• Days 1–30: Learn. Focus on absorbing tools, culture, and key relationships. ‍
• Days 31–60: Contribute. Focus on initial projects and establishing feedback loops. ‍
• Days 61–90: Execute. Focus on achieving full autonomy and setting long-term goals.

When you view onboarding as a marathon (not a sprint), you go beyond just helping someone get started. You’re giving them the stamina and support to thrive long-term.

What should you include in an employee onboarding checklist?

A new employee onboarding checklist is the easiest way to document your process and make sure nothing gets missed. But how detailed should it be? The answer depends on your organization's size and complexity. At minimum, though,  your onboarding checklist for new hires should cover four critical phases.  

Here’s an example template for a 90-day onboarding plan:

Pre‑boarding (from offer acceptance to day before start)

This is where first impressions form—before the first day even happens.

• Send offer, contract, tax/payroll forms, NDAs, and employee handbook links
• Collect personal details and emergency contact  
• Confirm start date, schedule, and first‑day agenda
• Set up email, HRIS, chat tools, and role‑specific software
• Order laptop and equipment
• Share a brief “welcome pack” (mission, values, team overview, key projects)
• Announce the hire internally and assign a buddy
• Schedule welcome coffee/intro call between buddy and new hire

First day

Day one sets the tone. Make it welcoming, not overwhelming.

• Greet the new hire personally and give an office/virtual tour
• Introduce them to manager, buddy, team, and key partners
• Review role, responsibilities, success metrics, and what "a good first week" looks like
• Complete essential compliance: policies, security/IT training, health and safety, data privacy
• Confirm all tools work (email, logins, equipment) and provide a simple "day 1 checklist"
• Include at least one “belonging moment” (team lunch, virtual coffee, or brief welcome in stand-up)

First week

The first week is about orientation and helping new hires understand how work actually gets done.

• Walk through a written onboarding plan: key tasks, systems to learn, people to meet, and learning resources
• Set initial 1–2 week goals and clarify how progress will be reviewed
• Schedule regular 1:1s with manager (include extra in week one) and a check-in with HR
• Encourage new hire to use the buddy program for daily questions, informal norms, and intros to other teams
• Invite the new hire to recurring meetings, social events, and any ERGs or communities of interest

First 90 days

In this phase, you shift from onboarding to employee integration and development. The goal is momentum, not just completion.

• Set and review 30/60/90-day goals tied to role outcomes and learning milestones
• Provide deeper role-specific training, job shadowing, and small "ownership" projects to build confidence
• Continue weekly (or bi-weekly) 1:1s to discuss feedback, blockers, and development interests
• Keep the buddy relationship active for informal feedback and social integration
• Conduct a 30- or 90-day onboarding survey or debrief to capture their experience and improve the process

First-year review

At the one-year mark, revisit onboarding outcomes. Did the new hire meet their goals? Do they feel integrated and set up for long-term success? Are they contributing to team and individual projects? Use this data to improve your onboarding checklist and measure program ROI.

Onboarding checklist template: Buddy program checklist  

An onboarding buddy program pairs each new employee with an experienced colleague to serve as their go-to person for questions and informal support during their first few months. It's a lighter-touch complement to a formal mentorship program—and one of the most effective ways to help new hires feel welcome and get up to speed faster.

If you're including a buddy program in your onboarding experience, you'll need a dedicated checklist to manage it. This keeps the program organized and makes it easier to delegate. For example, one person can own buddy logistics while another focuses on the broader onboarding process.

Here's a preview of what a complete buddy program checklist should cover:

Pre-launch preparation

This phase sets the foundation for everything that follows. The focus is on clarifying what success looks like, designing a thoughtful approach to matching buddies and new hires, and putting the right structures in place to support communication, accountability, and consistency. Strong upfront alignment makes the difference between a program that scales and one that stalls.

In-program experience

Once the program is live, the priority shifts to sustaining momentum and building meaningful connections. This stage centers on keeping participants engaged, supporting buddies in their role, reinforcing learning and belonging, and ensuring the experience remains active, visible, and valuable throughout the onboarding period.

Post-program debrief

A successful buddy program doesn’t end when onboarding wraps — it evolves. This final stage focuses on understanding what worked, identifying gaps, measuring impact, and applying insights to strengthen future cohorts. Continuous refinement turns a one-time initiative into a long-term system.

Get your onboarding right from the start

A solid onboarding checklist is about setting new hires up to thrive, without creating admin headaches for your team.  

When you map out those first 90 days, assign buddies, and build in feedback loops, you're showing employees they matter now, not only after they’ve proven themselves. And that kind of early investment pays off in retention, engagement, and performance.

Your new hires are deciding whether to stay or go within their first month. Make sure your onboarding experience gives them every reason to stay.

Want to strengthen your new hire onboarding with a structured buddy program? Download our Complete Checklist for Your Onboarding Buddy Program to help you stay on track.