The ultimate onboarding checklist for small business owners

First impressions count.

And when it comes to new employees, a brilliant 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 start date)

• Send a formal offer letter and employment contract
• Receive the signed contract and return of acceptance
• Confirm the start date and working hours
• Complete all necessary pre-employment checks (e.g., references, DBS (if applicable), right-to-work)
• Set up payroll and request a P45 (or new starter form if not available)
• Create an employee profile in your HR/payroll system
• Assign a line manager and onboarding buddy
• Agree and document first-month objectives with their manager
• Prepare workstation, equipment and IT access (email, systems, phone, etc.)
• Share the company handbook, policies and welcome pack
• Email a welcome message

Day 1

• Greet them personally on arrival
• Conduct a welcome meeting with their manager
• Complete the right-to-work check and ID verification
• Confirm emergency contact and personal details
• Give a tour of the premises (kitchen, loos, fire exits, etc.)
• Introduce them to team members and key people they’ll work with
• Ensure that they can access their email, calendar and systems
• Provide health and safety briefing
• Review their role, responsibilities and first-month goals
• Go for a welcome coffee/lunch to ease nerves
• Give them time to settle in and explore at their own pace

Week 1

• Schedule a daily check-in (even if brief) with their manager
• Assign their first achievable, meaningful task or project
• Provide training on tools, systems and processes that they’ll be using
• Set clear expectations for the probation period and how performance will be reviewed
• Introduce them to people in other departments or teams that they’ll collaborate with
• Confirm any benefits, holiday entitlement and how to request time off
• Ensure that all HR paperwork is complete and saved securely
• Create space for questions and feedback at the end of the week

Month 1

• Conduct a formal 1:1 check-in to discuss how things are going
• Revisit first-month objectives and provide feedback
• Share deeper insight into company goals, values and strategy
• Help them to build connections—invite to team lunches, events or group projects
• Identify training needs and offer additional support
• Start discussing development opportunities and future growth
• Gather their feedback on the onboarding process so far
• Celebrate early wins and contributions

Month 3 (probation review)

• Review performance against agreed goals
• Discuss what’s going well and where support is needed
• Confirm whether the probation period will be passed, extended or not completed
• Formalise permanent employment, if successful
• Agree next steps for growth, development and future objectives

Need help with creating a great onboarding experience your new team?

Get in touch and we’ll be able to help you.