Employee onboarding checklist: every step from offer to day 90
Seven copyable checklists: five phases from the offer to the day 90 review, plus short versions for hourly shift hires and for remote or office hires, with the federal and state paperwork deadlines in the right places.
By Workzenly teamUpdated November 4, 202612 min read
Quick answer
Copy the five phase checklists below (before acceptance, preboarding, first day, first week, 30/60/90 days) and keep one copy per new hire.
The hard deadlines: I-9 Section 1 by the first day of work, Section 2 within 3 business days, a W-4 before the first payroll, and the state new hire report within 20 days or your state's shorter deadline.
California and New York also require a written pay notice at hire (Labor Code 2810.5 and LS 54 for hourly staff). Give every item an owner and a date.
This employee onboarding checklist covers everything a US small business does for a new hire, from the day you make the offer to the day 90 review. It is split into five phases so each person knows what is due and when, and it includes two short versions: one for hourly shift hires at a coffee shop, store or clinic, and one for remote or office hires. Copy the phase lists into a document, a spreadsheet or your HR system, replace the [bracketed] items, and cross off what does not apply in your state. The checklist names each legal form and its deadline but does not re-explain them; follow the links to our guides on new hire paperwork and the Form I-9 for the detail.
The full employee onboarding checklist
Each block copies as plain text with checkboxes, so it pastes cleanly into Google Docs, Word or a task app. Lines marked LEGAL carry a federal or state deadline.
Checklist 1: Before the offer is accepted
BEFORE THE OFFER IS ACCEPTED
Candidate: [Name] Role: [Job title] Hiring manager: [Name]
[ ] Job title, duties and work location confirmed in writing
[ ] Exempt or non-exempt status decided (salary level and duties tests checked)
[ ] Pay rate set at or above the highest of federal, state and local minimum wage
[ ] Schedule, expected weekly hours and pay frequency decided
[ ] Planned start date and first shift or first meeting chosen
[ ] If you run a background check: separate written disclosure given and written permission signed before the report is ordered
[ ] No medical questions or exams before a conditional offer
[ ] Do not ask for I-9 documents or Section 1 yet (only after the offer is accepted)
[ ] Offer letter written: title, pay, status, start date, schedule, at-will terms, any contingencies
[ ] Offer letter sent for signature with a reply-by date: [date]
Checklist 2: After acceptance (preboarding)
AFTER ACCEPTANCE / PREBOARDING
Employee: [Name] Offer accepted on: [date] First day of work: [date]
Paperwork (send electronically so day one is about the job)
[ ] Signed offer letter filed
[ ] Form W-4 (federal withholding), due before the first payroll
[ ] State withholding form, if your state has one: [form name or "none"]
[ ] LEGAL: State pay notice at hire, if required (CA Labor Code 2810.5 notice for non-exempt staff / NY LS 54 for hourly staff, or the LS form for the pay type / other: ______)
[ ] Form I-9 Section 1 (employee may complete any time after acceptance; due no later than the first day of work)
[ ] List of acceptable I-9 documents sent; employee chooses which to bring
[ ] Direct deposit authorization (or paper check chosen)
[ ] Emergency contact form
[ ] Employee handbook sent with acknowledgment form
[ ] Benefits information and enrollment deadline, if eligible
[ ] State-required pamphlets or notices for new hires: ______
Setup
[ ] Added to payroll with pay rate, status and pay schedule
[ ] Added to the time clock (non-exempt) and the schedule
[ ] First two weeks of shifts or meetings scheduled, with the buddy on the same shifts
[ ] Buddy chosen and briefed
[ ] Uniform, badge, keys, tools, laptop and accounts ordered or created
[ ] Day 30, 60 and 90 check-ins booked on the manager's calendar
Welcome message (send 2 to 5 days before the start)
[ ] Start date and time, address, where to park or enter
[ ] What to wear and bring (including original I-9 documents)
[ ] Who to ask for, and a phone number for the morning of
[ ] First week's schedule
Checklist 3: First day
FIRST DAY
Date: [date] Manager: [Name] Buddy: [Name]
[ ] LEGAL: Form I-9 Section 1 complete and signed by the employee (deadline: today)
[ ] Original I-9 documents examined, if the employee brought them
[ ] Any paperwork still open from preboarding finished
[ ] State-required notices handed out; workplace posters shown
[ ] Welcome from the manager; introductions to the team
[ ] Tour: entrance, break room, restrooms, emergency exits, first aid kit
[ ] Safety, hygiene or privacy training required for the role (paid time)
[ ] Shown how to clock in and out, take breaks and see the schedule
[ ] Shown how to request time off or a shift swap and where pay stubs are
[ ] Equipment, keys, logins and uniform handed over and recorded
[ ] Shadow time with the buddy, or one small real task finished
[ ] 30/60/90 plan shared: what "doing well" means in this role
[ ] End-of-day check-in (5 minutes): what went well, what was confusing
[ ] Next shift or meeting confirmed
Checklist 4: First week
FIRST WEEK
Week of: [date]
Legal and payroll
[ ] LEGAL: Form I-9 Section 2 complete within 3 business days of the first day of work. Due: [date] Done: [date]
[ ] E-Verify case created, if you use or are required to use E-Verify
[ ] LEGAL: New hire report filed with the state (within 20 days, or your state's shorter deadline: ___ days). Many employers file it this week. Filed: [date]
[ ] W-4, state form and direct deposit checked in payroll before the first pay run
[ ] Handbook acknowledgment signed and filed
[ ] I-9 stored in the separate I-9 file; medical information in its own confidential file
Training
[ ] Task list for the role shared: [task 1], [task 2], [task 3]
[ ] [Number] shadow shifts or training sessions with the buddy (paid hours worked)
[ ] Handbook sections on attendance, breaks, time off and conduct reviewed
[ ] Timesheet for the week reviewed: training and shadow hours included, overtime applied if over 40
Check-in
[ ] End-of-week check-in (10 minutes): tasks signed off so far, questions, next week's schedule
Checklist 5: 30, 60 and 90 days
30 / 60 / 90 DAYS
BY DAY 30: LEARN THE JOB
[ ] Core tasks signed off: [task 1], [task 2], [task 3], [task 4]
[ ] Works a full shift or completes an assignment without the buddy
[ ] First paychecks checked by the employee: hours, rate and withholding correct
[ ] Benefits enrollment finished before the plan deadline, if eligible
[ ] Day 30 check-in held (20 minutes). Date: [date]
BY DAY 60: WORK INDEPENDENTLY
[ ] Remaining tasks signed off, including opening or closing duties
[ ] Meets the role's standard for [speed, accuracy or quality measure]
[ ] Schedule and hours still working for the employee
[ ] Day 60 check-in held: one thing to improve in the next 30 days. Date: [date]
BY DAY 90: CONTRIBUTE FULLY
[ ] Works any shift or project without extra support
[ ] Written day 90 review completed and signed by both
[ ] Goals set for the next six months
[ ] Employee's feedback on onboarding collected: what helped, what to change
[ ] Probationary or introductory period closed, if your policy has one
[ ] This checklist filed; checklist template updated with what you learned
Short new hire checklist versions
If the full list is more than you need, use one of these on a single page. They keep every legal line from the full checklist and drop the rest to the essentials.
Checklist 6: Short version for hourly shift hires
HOURLY SHIFT HIRE: SHORT CHECKLIST
Employee: [Name] Role: [Job title] Location: [Store or site] First shift: [date and time]
BEFORE THE FIRST SHIFT
[ ] Offer letter signed (hourly rate, any training rate at or above minimum wage, non-exempt)
[ ] W-4, state withholding form (if any), direct deposit, emergency contact
[ ] State pay notice, if required (CA 2810.5 / NY LS 54)
[ ] I-9 Section 1 (any time after acceptance, no later than the first shift)
[ ] Added to payroll, time clock and the schedule for two weeks, with the buddy on the same shifts
[ ] Uniform, name badge and keys ready; welcome text sent with time, entrance and dress code
FIRST SHIFT (keep it to about four hours)
[ ] I-9 documents examined; Section 2 done today or within 3 business days
[ ] Safety and hygiene rules for the role; tour of front and back
[ ] Clocked in on the time clock; breaks, swaps and pay stubs explained
[ ] Shadowed the buddy; next shift confirmed
FIRST TWO WEEKS
[ ] New hire report filed (20 days or your state's deadline)
[ ] Shadow shifts, then supervised shifts; tasks signed off
[ ] Training hours on the timesheet and paid
[ ] Handbook acknowledgment signed
DAY 30 / 60 / 90
[ ] Check-ins held and noted: [date] / [date] / [date]
[ ] Day 90 review signed
Checklist 7: Short version for remote and office hires
REMOTE OR OFFICE HIRE: SHORT CHECKLIST
Employee: [Name] Role: [Job title] Remote / Office / Hybrid Start date: [date]
Work state (where the employee physically works): [state]
BEFORE DAY ONE
[ ] Offer letter signed (salary or rate, exempt or non-exempt, remote or office terms)
[ ] W-4, state withholding form for the work state, direct deposit, emergency contact
[ ] State pay notice for the work state, if required (CA 2810.5 / NY LS 54 or LS form for the pay type)
[ ] I-9 Section 1 (any time after acceptance, no later than day one)
[ ] I-9 document review planned: in person (an authorized representative can do it for remote staff) or the USCIS remote alternative procedure, only if you are enrolled in E-Verify and eligible
[ ] Laptop shipped and received; email and system accounts created; login tested on a short call
[ ] Office: desk, badge and parking ready
[ ] First-week meetings booked; buddy chosen
DAY ONE
[ ] Welcome call or meeting with the manager; team introductions
[ ] Core hours, response times, which channel to use for what
[ ] Non-exempt: how to record time and breaks; exempt: how to request time off
[ ] One small real task finished by the end of the day
FIRST WEEK
[ ] I-9 Section 2 done within 3 business days of the first day of work
[ ] New hire report filed with the work state (20 days or the state's deadline)
[ ] Handbook acknowledgment and any equipment or remote work policy signed
[ ] Daily 15-minute check-ins with the manager
DAY 30 / 60 / 90
[ ] First assignment delivered; owns a recurring task by day 60
[ ] Check-ins held: [date] / [date] / [date]; day 90 review signed
How to use this onboarding checklist template
An employee onboarding checklist only works if every line has a name and a date next to it. Here is the routine that keeps it moving.
Start a copy when you make the offer. Fill in the header and write the due date beside every LEGAL line on the same day. Two dates drive almost everything: the first day of work for pay, which starts the three-business-day I-9 clock, and the hire date your state uses for the new hire report.
Trim it for your state once. Replace the state lines with your real forms: your withholding certificate (or "none" in states without wage income tax, such as Texas and Florida), your pay notice, and your state's new hire notices. Save that as your master copy so the next hire starts from it.
Push paperwork into preboarding. Everything in checklist 2 can be done on the new hire's phone before the first shift. That leaves day one for people and training, and it gives payroll time to set up withholding before the first pay run.
Pick the right version. Use the full list for your first few hires or a new role. Once the routine is set, the short hourly or remote and office version is enough for repeat hires into the same job.
Close it at day 90. File the finished checklist with the employee's records and note anything that went wrong, so you can fix the template.
Example: one barista's checklist dates
Dana Brooks started as a barista at Northfield Coffee in Austin, Texas, on Monday, November 2, 2026, at $18.25 an hour. Her checklist dates looked like this:
Item
Rule
Dana's date
I-9 Section 1
No later than the first day of work
By Monday, November 2
I-9 Section 2
Within 3 business days of the first day
By Thursday, November 5
W-4 and direct deposit
Before the first payroll
Before the November 1–14 pay run, paid Friday, November 20
Texas new hire report
Within 20 calendar days (Texas Attorney General)
By Sunday, November 22; filed in week one is safer
State withholding form or pay notice
Texas has no state income tax and no CA or NY style pay notice
Not needed
Check-ins
Day 30, 60 and 90 from the start
About December 2, January 1 and January 31, 2027 (move any that land on a holiday or weekend)
The same dates would shift for a hire in California or New York, where a written pay notice is due at hire and a state withholding form applies. Our W-4 form guide covers what Dana fills in on the federal form.
Who owns each onboarding checklist item
In a small business one person may own several rows. That is fine, as long as every row has a name. The buddy should be someone other than the manager.
Item
Owner
Deadline
Exempt status, pay rate and offer letter
Hiring manager, approved by owner or HR
Before the offer goes out
Background check disclosure and permission
HR or owner
Before ordering the report
W-4, state withholding form, direct deposit
Employee completes; payroll checks
Before the first payroll
State pay notice (CA 2810.5, NY LS 54)
HR or payroll
At hire
I-9 Section 1
Employee
No later than the first day of work
I-9 Section 2 and E-Verify
HR, owner or authorized representative
Within 3 business days of the first day
State new hire report
HR or payroll
20 days, or the state's shorter deadline
Schedule, time clock and equipment
Hiring manager
Before day one
Day one and week one training
Buddy, with manager sign-off
Week one
Handbook acknowledgment
Employee signs; HR files
Week one
30, 60 and 90 day check-ins and review
Hiring manager
Booked in preboarding
For the reasoning behind each phase, including the buddy system and the 30-60-90 day plan, see our full guide to employee onboarding. The day 90 review can use the short form in our performance review template.
Common onboarding checklist misses
These are the lines that get skipped most often in small businesses, and what to do instead.
Section 2 slips past day three. The clock starts on the first day of work for pay, not when the manager has a free afternoon. Put the due date on the checklist in preboarding and examine documents on day one when you can.
Asking for specific I-9 documents. The employee chooses which acceptable documents to show. Send the list of acceptable documents rather than asking for a driver's license and Social Security card.
The new hire report is forgotten. It is easy to miss because nothing breaks if you skip it. File it in week one, and remember that rehires usually count as new hires too.
No pay notice in California or New York. The notice is due at hire, not at the first paycheck. Make it part of the offer packet for every hire in those states.
Training hours left off the timesheet. Orientation, required training and shadow shifts are paid hours worked for non-exempt staff and count toward overtime. Check the first week's timesheet before payroll runs.
An offer letter that does not match payroll. If the letter says $18 and non-exempt but payroll says salaried, the first paycheck is wrong. Our offer letter template puts status and rate on the page, and our exempt vs non-exempt guide helps you decide.
No schedule after day one. Hourly hires who do not know when they work next often do not come back. Publish two weeks of shifts before the start date.
The handbook was never sent. If you do not have one yet, start with our employee handbook template and its acknowledgment form.
Check-ins that never happen. Book day 30, 60 and 90 during preboarding. A meeting already on the calendar is far more likely to happen.
If you onboard often and the checklist is starting to live in three different places, our guide to employee onboarding software covers what to look for in a tool that tracks it for you.
Frequently asked questions
What should be on a new hire checklist?
At minimum: a signed offer letter, Form W-4, any state withholding form, Form I-9 Sections 1 and 2, the state new hire report, any state pay notice, direct deposit, and a handbook acknowledgment. Add the practical items too: schedule, time clock access, equipment, a buddy, first-week training and check-ins at day 30, 60 and 90.
When does the I-9 have to be completed?
The employee completes Section 1 no later than the first day of work for pay, and can do it any time after accepting the offer. The employer examines documents and completes Section 2 within three business days of that first day. If the job lasts less than three days, Section 2 is due on the first day.
How many days do I have to report a new hire to the state?
Federal law sets 20 days from the hire date as the outer limit, and states can set a shorter deadline. Texas, for example, uses 20 calendar days and some states require fewer. Check your state new hire reporting site, and consider filing during the first week so the report is never late.
Can new hires complete onboarding paperwork before their first day?
Yes, once they have accepted the offer. They can sign the offer letter, complete the W-4 and state withholding form, set up direct deposit, read the handbook and fill in I-9 Section 1. You still examine their original I-9 documents and complete Section 2 within three business days of the first day of work.
How long should an onboarding checklist cover?
Plan for about 90 days. The legal deadlines all fall in the first three weeks, but training, independence and the first review take longer. Keep the checklist open until the day 90 review is done and signed, then file it with the employee's records and use what you learned to update the checklist for the next hire.
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Written by the Workzenly team, who build time clock, scheduling, PTO and payroll software for US businesses. This checklist is general information, not legal or tax advice. Federal, state and local rules change; confirm current requirements with your state labor department or an employment attorney.