The Ultimate Onboarding Checklist for Small Business Owners

First impressions count.

And when it comes to new employees, a welcoming onboarding experience can transform a nervous newcomer into your next superstar.
To help you, here’s a suggested onboarding checklist you can use:
Pre-arrival (1–2 weeks before the start date)

  • Send a formal offer letter and employment agreement
  • Receive the signed documents and confirmation of acceptance
  • Confirm the start date and working hours
  • Complete all necessary pre-employment checks (e.g., references, background check)
  • Set up payroll and collect new hire forms (e.g., W-4, direct deposit info)
  • Create an employee profile in your HR/payroll system
  • Assign a manager and onboarding buddy
  • Agree and document first-month objectives with their manager
  • Prepare workstation, equipment and system access (email, tools, phone, etc.)
  • Share employee handbook, policies and welcome materials
  • Send a welcome email

Day 1

  • Greet them personally on arrival
  • Conduct a welcome meeting with their manager
  • Complete ID verification and documentation (e.g., I-9)
  • Confirm emergency contact and personal details
  • Give a tour of the workplace (kitchen, restrooms, fire exits, etc.)
  • Introduce them to the team and key collaborators
  • Ensure that they can access their email, calendar and internal systems
  • Provide health and safety overview
  • Review their role, responsibilities and first-month goals
  • Take them for a welcome coffee or lunch
  • Give them space to settle in at their own pace

Week 1

  • Schedule brief daily check-ins with their manager
  • Assign their first meaningful task or project
  • Provide training on the systems, tools and processes that they’ll use
  • Set clear expectations for the probationary period and how performance will be reviewed
  • Introduce them to cross-functional teams they’ll work with
  • Confirm benefits, paid time off and how to request vacation or sick leave
  • Ensure that all HR documents are completed and stored securely
  • Create space for questions and end-of-week feedback

Month 1

  • Conduct a formal 1:1 check-in to see how they’re settling in
  • Review first-month objectives and offer feedback
  • Share more about company goals, values and vision
  • Help them to build relationships—invite them to team events, lunches or collaborative projects
  • Identify any training needs and offer support
  • Start discussing growth and career development opportunities
  • Ask for feedback on their onboarding experience so far
  • Celebrate early contributions and wins

Month 3 (end of introductory period)

  • Review performance against agreed goals
  • Discuss what’s going well and where they need more support
  • Confirm whether probation will be passed, extended or not completed
  • Formalize employment status if successful
  • Set next steps for growth, development and future objectives

Need help with creating a great onboarding experience for your new team?
Get in touch and we’ll help you to build a process that works for your business.