Every US employer has the same core paperwork for each new hire. This checklist lists it, with deadlines and links to the official government sources, to help make sure nothing is missed. It links to the official forms rather than copying them, so you always use the current version.
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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
Setting up payroll for the first time
Hiring in a new state
Tips before you use it
Always download Form I-9 and Form W-4 from the official USCIS and IRS websites — forms are updated.
Store Forms I-9 separately from personnel files.
E-Verify is voluntary for most employers but required in some states and for many federal contractors.
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]
New Hire Paperwork Checklist
Employee: [Employee Name]
Start date: [Start Date]
Work state: [State]
Completed by: [HR Contact Name]
Federal
Item
Deadline
Done (date)
Form I-9, Section 1 (employee) — from uscis.gov/i-9
No later than the first day of work
Form I-9, Section 2 (employer examines original documents)
Within 3 business days of the first day of work (by the first day if the job lasts less than 3 business days)
E-Verify case (only if you use E-Verify or are required to)
No later than the third business day after the employee starts work for pay
Form W-4 — from irs.gov
Before the first payroll
New hire report to the state directory
Within 20 days of hire, or sooner if your state requires
State and local
State income tax withholding form (if your state has one)
State unemployment insurance registration (first employee in the state)
Any written wage or pay notice required at hire
Any state or local notices (for example paid sick leave notice)
Workers' compensation coverage in place and notice posted
Company
Signed offer letter
Employee information and emergency contact form
Handbook and policy acknowledgments
At-will acknowledgment
Benefits enrollment information
Note for employer (delete before use): This checklist links to official forms. Do not copy or alter government forms — always download the current version.
What forms does a new employee need to fill out in the US?
Form I-9 and Form W-4 at the federal level, plus your state's withholding form if it has state income tax. The employer also reports the hire to the state new hire reporting program.
Can I keep copies of I-9 documents?
Copying documents is optional unless you use E-Verify for certain documents, or examine documents remotely under the DHS alternative procedure (available only to E-Verify employers in good standing), which requires you to keep copies. If you copy documents for one employee, do it for all. Store I-9s and any copies separately from personnel files.
Official sources
Each source below is an official U.S. government website. Check them for the latest rules.
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