Pre-boarding Checklist

Email the formal offer letter to the candidate and follow up to ensure it is signed and returned before the start date.

Submit the candidate's information to the background screening vendor and monitor the process until results are received and cleared.

Email or mail the new hire paperwork bundle including tax forms, benefits enrollment, and policy acknowledgment documents.

Confirm that any required professional licenses, certifications, or educational credentials are valid and on file before the start date.

Contact the candidate's professional references to verify employment history, performance, and suitability for the role.

Submit the hardware request for a laptop, monitors, keyboard, mouse, and any role-specific equipment needed for the new hire.

Arrange the desk, chair, filing cabinet, and any ergonomic accessories at the designated workspace before the employee arrives.

Submit the print request for professional business cards and a desk or door name plate with the new hire's name and title.

Assemble a welcome package with branded items, an employee handbook, office map, and other materials to greet the new hire.

Arrange a parking spot, parking pass, or transit subsidy enrollment so the new hire has a plan for commuting on day one.

File the request with the IT department to create email, network, and system accounts with the appropriate access levels.

Order the necessary software licenses and request installation of all applications the new hire will need for their role.

Assign a desk phone extension or enroll the employee in the company mobile plan and have the device ready for pickup.

Request a building access badge with the new hire's photo and ensure appropriate door and floor access permissions are activated.

Set up the new hire's computer with the standard company image, security software, VPN, and pre-installed applications.

Send an announcement to the team with the new employee's name, role, start date, and a brief background to prepare everyone.

Select an experienced and approachable team member to serve as the new hire's go-to resource during their first few weeks.

Draft a detailed day-by-day schedule for the first week covering orientation, training, meetings, and social activities.

Block time on the hiring manager's calendar for a one-on-one welcome conversation on the new employee's first morning.

Gather documentation, guides, and reference materials the new hire will need to start learning their job responsibilities.

Email the new hire with their start time, office address, parking instructions, dress code, and what to bring on day one.

Provide links to the company website, recent press releases, annual report, and team bios so the hire can prepare in advance.

Reach out a few days before the start date to reconfirm the schedule, answer last-minute questions, and express excitement.

Give the new hire a direct phone number and email for their HR contact and manager so they can reach out with any pre-start concerns.

Confirm the candidate has the required work authorization documents ready to present for I-9 verification on their first day.

Submit the state-mandated new hire report with the employee's information within the legally required timeframe after the hire date.

Assemble benefits packets with plan summaries, enrollment forms, and deadline information so the employee can review options early.

Double-check the offer letter against current compensation bands, exempt or non-exempt classification, and applicable labor law requirements.

Create the employee profile in the human resources information system with all known details so records are ready on the start date.