Onboarding is where most small businesses miss a legal step. This checklist walks you from the signed offer to the end of the first 90 days, with the federal paperwork deadlines built in.
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Important: please read
This template is a free starting point, not legal advice. MadyHR.ai is not a law firm and cannot give legal advice. Employment law is different in every state, and some cities have their own rules. Laws also change. Before you use this template, check it against the laws where your employees work, and speak to an employment attorney or your state labor department if you are unsure. You use this template at your own risk, and MadyHR.ai accepts no responsibility for how it is used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.
When to use this template
Every new hire, every time
Training a new manager to onboard their team
Auditing your current onboarding process
Tips before you use it
Form I-9 deadlines are strict: Section 1 by the first day of work, Section 2 within three business days (by the first day if the job lasts less than three business days).
Report each new hire to your state's new hire reporting program within the time your state sets.
Check whether your state or city requires a written wage notice or other notice at hire.
Rules in your state may differ. Federal law sets the minimum. Your state — and sometimes your city or county — may add extra rules on this topic. Check with your state labor department before you use this template.
Find your state labor office (U.S. Department of Labor)
Template preview
Replace everything in [brackets] and delete the notes for employers before you use it. The Word download contains the full template.
[Company Name]
Employee Onboarding Checklist
Employee name: [Employee Name]
Job title: [Job Title]
Manager: [Manager Name]
Start date: [Start Date]
Work location: [Work Location]
Before day one
Signed offer letter received
Welcome letter sent with first-day details
Workspace, equipment and system logins ready
Payroll record created
First-week schedule and buddy arranged
Day one
Employee completes Form I-9 Section 1 (no later than the first day of work)
Employee completes Form W-4 and any state withholding form
Emergency contact form completed
Handbook and key policies given; acknowledgments signed
Tour, introductions and safety briefing
Workplace posters shown (or electronic posters shared with remote staff)
Within three business days
Employer completes Form I-9 Section 2 after examining original documents
E-Verify case created (only if you use E-Verify or are required to)
Within your state's deadline
New hire reported to the state new hire reporting program
Any state-required wage or hiring notice given
Benefits enrollment information given and deadlines explained
First 30 days
Role-specific training completed
30-day check-in with manager
Goals for the first 90 days agreed
Days 31–90
60-day check-in
90-day review completed and recorded
Feedback on the onboarding process collected
Note for employer (delete before use): Store Form I-9 separately from the personnel file. Do not keep copies of identity documents in this checklist.
What paperwork does a new employee in the US need to complete?
At a minimum, Form I-9 (employment eligibility) and Form W-4 (federal income tax withholding). Most states also have a state withholding form, and the employer must report the new hire to the state new hire reporting program.
How long do I have to report a new hire to the state?
Federal law sets a maximum of 20 days from the hire date, but some states require it sooner. Check your state's new hire reporting program.
Official sources
Each source below is an official U.S. government website. Check them for the latest rules.
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