First Hire Checklist

Verify that your federal EIN and all required state employer tax registrations are active before processing your first payroll.

Secure a workers compensation policy as required by your state before your first employee's start date.

Configure your payroll provider with company information, tax accounts, pay schedules, and bank account details for disbursement.

Draft a formal offer letter including compensation, start date, at-will language, equity terms, and any contingencies for the role.

Prepare non-disclosure, confidentiality, and invention assignment agreements for the new hire to sign before starting work.

Obtain all required federal and state workplace posters and plan for displaying them at your office or distributing electronically.

Create a detailed job description that clearly outlines responsibilities, required qualifications, compensation range, and your company mission.

Share the job listing on job boards, professional networks, startup communities, and social media to attract qualified candidates.

Create a structured interview plan with consistent questions, a technical assessment if applicable, and a clear evaluation rubric.

Perform reference checks with prior employers and run a background screen with proper candidate authorization and FCRA compliance.

Present the compensation package verbally, discuss expectations, and negotiate terms before sending the formal written offer letter.

Have the new employee complete Section 1 of Form I-9 on or before the first day and verify documents within three business days.

Ensure the employee completes the federal W-4 and any applicable state or local withholding forms for accurate tax deductions.

Collect the employee's banking information and signed direct deposit authorization to set up electronic pay delivery.

Provide the employee handbook and collect a signed acknowledgment confirming receipt and understanding of company policies.

Have the employee sign the offer letter, confidentiality agreement, invention assignment, and any non-solicitation or restrictive covenants.

Walk the new hire through available benefits, provide enrollment forms, and ensure elections are submitted within the eligibility window.

Order and configure a laptop, monitors, peripherals, and any specialized equipment the employee needs before their start date.

Create the employee's company email address and provision access to communication tools, project management software, and shared drives.

Set up VPN access, multi-factor authentication, password manager accounts, and appropriate permission levels for company systems.

Arrange the employee's desk, office supplies, and badge access, or ship a remote work kit with required equipment and supplies.

Enter the new hire's information into the payroll system, HRIS, benefits portal, and any other administrative platforms.

Plan an orientation covering company history, mission, values, organizational structure, and key team introductions for the new hire.

Pair the new employee with an experienced team member who can answer questions and help them navigate the company culture.

Develop a structured plan outlining learning objectives, key milestones, and performance expectations for the first three months.

Plan training sessions covering the tools, processes, codebase, or workflows the new hire will use in their daily work.

Establish a regular cadence of one-on-one check-ins between the new hire and their manager to provide feedback and support.

Organize a team lunch, welcome message, or small gesture to help the new employee feel valued and integrated from day one.