10 Free Employee Onboarding Checklist Templates: Word, Excel, PDF (FREE Download!)

Free templates… The sweet gems hidden on the internet, just waiting to be discovered. They’re perfect for handling tasks with multiple touchpoints, customizable to readjust for your specific needs, yet still gives you a clear direction.

And we can’t help but love them, can we?

As the Teamflect team, we’ve compiled 10 onboarding checklist templates for you to easily access and download because we know how to prepare an employee onboarding checklist and how important it is to onboard new hires into an organization.

What we love even more than sharing our interest in onboarding checklist templates is directly helping you!

Teamflect is the best employee onboarding software available in Microsoft Teams and Outlook.

With Teamflect, you can create mentor-buddy programs for new hires, use 30-60-90-day review templates from our library, conduct onboarding surveys to gather feedback to improve your onboarding process, and automate onboarding tasks in Teams!

This might sound unreal, but you can try it for yourself. Teamflect is free for up to 10 users with full functionality and no time restrictions.

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Create automated onboarding tasks inside Microsoft Teams!

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What Is An Onboarding Checklist?

Put simply, an onboarding checklist is a structured list of tasks and documents that need to be completed when a new employee joins the company. It helps be a step-by-step guide that ensures the smooth transition of new hires into the organization.

Typically these checklists include signing the necessary paperwork, setting up IT equipment, attending orientation sessions, and completing initial training modules. The clearer you are on these items, the smoother the onboarding process will be.

What Are The Benefits of Using Onboarding Checklist Templates?

Having an onboarding checklist essentially eliminates the chance of forgetting any important steps in an employee's adaptation process. To list some benefits;

• Saves Time: Instead of having to create a new onboarding process each time someone joins in, you can have a template that you refer back to without giving any extra effort. Not only these checklists guide the workforce, but they also guide your through onboarding.
• Ensures Consistency: These checklists help standardize the onboarding experience which ensures that all of your employees go through the same process across departments and have the necessary information and support all the same.
• Reduces Error: The checklists do the heavy lifting for you. You don't need to remember or take not of what has been done or not yet. Because that's what the checklist will do for you.
• Improves New Hire Experience: A smooth process will help employees get acquainted with your company much faster and smoother. How it starts is how it goes so it's important to start off on the right foot in order to retain the talent you've put in such effort to get in the first place.
• Supports Compliance and Documentation: Keeping track of every completed task and forms is much easier to do with a checklist and helps you with audits or any other internal reporting efforts.

What Should Be Included In An Onboarding Checklist?

A comprehensive onboarding checklist will typically cover both pre-onboarding and first week tasks. Not only is onboarding about the first week at work for a new hire, you also have to equip your hires with the right info before they arrive so they know what they're getting into.

You also should consider long term check-ins about onboarding to ensure that the hires indeed adapt to the organization fully. In addition, these checklists need to include administrative requirements, any trainings or tools that need setting up, and dedicated feedback sessions or surveys.

What Pre-boarding Tasks Are Essential?

Here are a few of the essentials to consider including in your onboarding checklist;

• Sending and signing of the offer
• Collecting any necessary documents
• Setting up the new hires' emails logins and other accesses required
• Shipping their equipment as it applies
• Sharing a welcome mail with first day agenda and other starting information such as dress codes etc.
• Providing an onboarding schedule

What Should a First-week Onboarding Checklist Cover?

The first week is all about starting off on the right foot. So;

• Introduce them to their team and hold a welcome meeting
• Hold an orientation session
• Review responsibilities and expectations
  
• Setup tools and provide software training
• Arrange a meeting with their buddy or mentor if there are any
• Provide necessary information on workflows and company culture
• Check-in daily to keep track of their adaptation process and offer support when needed

What Should a 30/60/90-day Onboarding Checklist Include?

A 30-60-90 Day onboarding checklist needs to cover all the basics to ensure continued growth, gather feedback and ensure alignment with role expectations. The first 30 days should focus on initial trainings and shadowing workflows, as they start working on tasks step by step.

The 60 day checklist can focus more on how take ownership of their responsibilities and deepen their relationship with their teammates. It's also a great time to have a mid-point check-in with their manager and identify any improvement areas as well as strengths.

And last but least, the 90 day mark should focus on how they independently contribute to the organization and take initiative, as well as what their initial achievements are. This is also the perfect moment to set long-term performance goals and review their onboarding and integration performance as a final act.

1. Onboarding Checklist Template Word- Free download

This employee onboarding checklist template Word is simple yet quite effective for identifying high performers early on.

Unlike typical new employee onboarding templates that focus solely on tasks and to-dos, our free onboarding checklist template Word goes beyond the basics. It’s crafted to assess how new hires are performing and integrating into their roles throughout the onboarding process.

With this template, you’re not just ticking off boxes, you’re engaging with your new hire’s development.

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2. Excel onboarding checklist template

Moving on to another option, the free onboarding checklist Excel for those who prefer Excel above all!

In this Excel new hire checklist, you’ll find the assistance you need to check off all the essentials for onboarding your new hires

The template is all about milestones, we divided it into specific stages such as preboarding, the first day, the first week and the first month so you don’t miss anything.

Although we at Teamflect usually prefer 30-60-90 day plans, this template is still works well!

3. Free onboarding checklist PDF

We’re on a mission to make your onboarding process as smooth as possible, and we’re giving away new hire checklist templates in every format you can imagine! Whether you’re a fan of PDFs, Excel, or Word, we’ve got you covered.

Each of our free employee onboarding template is useful in its own, and the real benefit of this PDF is that it’s not only user-friendly for tracking task statuses but also print-friendly, making it easy to keep a hard copy handy for your onboarding process.

4. Editable preboarding checklist template

There are many free onboarding document templates that make the mistake of skipping over the preboarding process. As we’ve highlighted in previous articles on onboarding new hires, preboarding is a truly essential aspect of employee onboarding.

That is why we adore this free preboarding template checklist. Not only does it include everything you might need to cover during the preboarding process, it is editable to suit your organizational needs!

5. Onboarding checklist template for sales

Each department within an organization has its own distinct characteristics, so it’s only natural that their onboarding processes vary. You wouldn’t expect an HR onboarding checklist to mirror a marketing or sales checklist.

The core structure of onboarding schedule template has a solid foundation and it’s customizable to adapt it to fit the different needs of any department in your organization.

So don’t get frustrated with us if you don’t have a sales department, take the template and use its structure to craft your own custom checklist.

6. Excel onboarding checklist template

Shout out to people who prefer simplicity and avoid fancy features, this Excel checklist is for you! It keeps things straightforward and practical and helps you cover all the essentials without any extra clutter.

Just download, fill out, and get started right away!

7. Free new hire onboarding checklist template

Variety truly is the spice of life, and the same goes for onboarding new hires. As you’ve noticed from the previous checklists on this list, there’s no single perfect method for onboarding. What works best can differ from one organization to another.

That’s why we’ve created a flexible new employee checklist template, designed to adapt to your organization’s specific needs as you bring new team members on board.

Employee Name:

Position:

Preboarding:

• Send a personalized welcome email to the new hire, including essential information such as the start date, time, and location (if applicable).
• Share any necessary pre-employment forms or paperwork that need to be completed before the new hire’s first day.
• Grant access to tools and platforms, the new hire will use.

First Day:

• Greet the new hire and introduce them to the team members.
• Do a quick tour of the office (if applicable) and familiarize them with the facilities.
• Set up the new hire’s workspace, including the necessary equipment.
• Provide an overview of the company’s mission, values, and culture.
• Review the employee handbook and company policies.
• Explain any security protocols or access procedures the new hire needs to follow.

First Week:

• Arrange introductory meetings with key team members and managers.
• Outline the department’s goals, projects, and responsibilities.
• Provide training on any specific software or tools used within the organization.
• Clarify the new hire’s role and responsibilities within the team.
• Set up accounts, email addresses, and communication tools.
• Go over the organization’s communication channels and guidelines.

First Month:

• Continue training and provide ongoing support as needed.
• Assign initial tasks or projects to help the new hire get hands-on experience.
• Encourage the new hire to ask questions and share feedback.
• Schedule regular check-ins to ensure a smooth transition into new hire’s position.
• Introduce new hire to other teams or departments they will interact with.

Ongoing:

• Offer opportunities for professional development and growth.
• Create a supportive and inclusive work environment.
• Provide regular performance feedback and evaluations.
• Encourage participation in team-building activities and organization events.
• Address any additional onboarding needs specific to the role or department.

8. Remote employee onboarding template

Welcoming a new team member is always a memorable experience, but when there’s no physical office, things can get a bit tricky. In the realm of remote work, the traditional onboarding process requires a different approach.

We put together a remote employee onboarding checklist template designed to make your virtual onboarding process almost identical to a traditional one. With this checklist, you can create a welcoming and organized experience, no matter where your new team members are located.

Employee Name:

Position:

Pre-Onboarding:

• Prepare Welcome Email: Send a warm welcome email to the new remote hire, introducing them to the team and giving important details about their start date, work schedule, and any initial preparations they need to complete.

• Set Up Equipment and Accounts:
  • Order and ship necessary equipment like laptop, peripherals, etcc to the employee’s designated address.
  • Create user accounts for organization systems and tools, email, project management software, communication tools, etc.
  • Share login credentials securely with the new hire.
• Assign a Buddy/Mentor: Pair the new remote employee with an experienced team member who can act as offering guidance and support throughout the onboarding process.
• Prepare Onboarding Materials:
  • Create an onboarding handbook that covers important information such as organizational policies, remote work guidelines, and available resources.
  • Gather any training materials relevant to the new hire’s role or department.

First Day:

• Welcome Call/Video Meeting:

• Schedule a virtual meeting to greet the new employee and introduce them to the team.
  • Give an overview of the company’s mission, values, and culture.
  • Share the agenda for the first week and answer any initial questions.
• Access and Account Setup:
  • Help the new hire set up their accounts and ensure they have access to all necessary tools.
  • Provide instructions on how to navigate and use each tool effectively.
• Introduction to Colleagues:
  • Arrange virtual introduction meeting with team members and key stakeholders.
  • Encourage chats to help the new hire connect with their team members.

First Week:

• Team and Department Overview:
  • Schedule meetings or presentations to familiarize the new hire with their team’s roles, responsibilities, and current projects.
  • Organize sessions with people from other departments to provide an understanding of the organizational structure.
• Training and Development:
  • Identify and schedule relevant training sessions or courses to build the new hire’s skills and knowledge.
  • Assign self-paced learning resources or online courses for them to explore.
• Clarify Expectations and Goals:
  • Discuss performance expectations, key objectives, and milestones with the new hire.
  • Establish clear communication channels for ongoing feedback and performance discussions.
• Company Culture and Values:
  • Share information about the company’s core values, mission, and vision.
  • Encourage the employee to participate in virtual team-building activities or company-wide events.

First Month:

• Ongoing Support and Check-ins:
  • Schedule regular check-ins with the new hire to address any questions or concerns.
  • Provide opportunities for them to seek guidance and feedback from their mentor or manager.
• Assign Initial Projects:
  • Give the new hire their first tasks and make sure they align with their role and allow them to contribute meaningfully.
• Performance Evaluation:
  • Explain the performance evaluation process and timeline.
  • Set expectations for performance reviews and discuss a plan for ongoing professional development.
• Social Integration:
  • Encourage participation in virtual social activities or team-building events.
  • Facilitate connections with colleagues through virtual coffee chats or icebreakers.

9. HR onboarding checklist template

Last but certainly not least on our list is an HR onboarding checklist template. As we’ve stated before in this article, every department is unique.

That is why as you’re choosing an onboarding checklist template for HR departments, you need to make sure that the onboarding tasks and key items on that checklist are catered towards HR departments.

If you are looking for an employee onboarding agenda template for your HR department, then you’ll be happy to know that your search, is over!

Employee Name:

Position:

Pre-boarding Phase:

• Send the offer letter and employment contract to the new hire.
• Request and collect essential documents like tax forms, bank details, and emergency contact information
• Set up the new hire in the HRIS and payroll system, and configure their online payment gateway access.
• Arrange for a background and any required health checks.
• Prepare the new hire’s workspace and equipments.
• Inform relevant departments (IT, facilities, security) about the new hire’s start date and needs.

First Day:

• Welcome the new hire and introduce them to their team.
• Give an office tour.
• Review company policies, including the code of conduct, dress code, and attendance expectations.
• Share an overview of the organization’s mission, values, and culture.
• Set up necessary accounts and share credentials.
• Go over the new hire’s job description, goals, and performance expectations.
• Give a detailed orientation, explaining the organization’s structure and departments.
• Discuss the employee’s benefits package, including health insurance, retirement plans, and any other perks.
• Complete any remaining paperwork, such as employment contracts or confidentiality agreements.
• Schedule necessary training sessions and workshops.

First Week:

• Introduce the employee to their direct supervisor or manager.
• Provide an overview of their role within the team and the organization.
• Schedule department-specific training sessions.
• Review the new hire’s responsibilities and deadlines for their initial tasks.
• Arrange meetings with colleagues from other departments.
• Encourage them to ask questions and clarify any aspects of their role.
• Explain the performance review process and timeline.
• Share information about upcoming organization-wide events and initiatives.
• Assign a mentor or buddy to help the new hire navigate the organization and answer their questions.
• Evaluate their progress and address any concerns or challenges.

First Month:

• Schedule regular check-ins to review their progress, answer questions, and provide support.
• Offer additional training or workshops to further develop their skills.
• Encourage participation in team meetings, and organization-wide events.
• Give access to relevant resources.
• Discuss long-term goals and career development opportunities.
• Conduct a formal evaluation.
• Provide feedback and recognize the employee’s achievements during their initial month.
• Adjust or fine-tune the employee’s responsibilities based on their performance and organizational needs.
• Provide feedback and recognize their achievements during their first month.
• Address any remaining questions or concerns the new hire may have.

10. Teamflect’s onboarding features

We kept the best for last and couldn’t resist giving you a sneak peek of Teamflect!

Imagine effortlessly automating every item on your onboarding checklist with Teamflect’s onboarding tasks feature.

No Word, no Excel or PDF needed, you can complete the entire onboarding processes in Microsoft Teams!

Teamflect users can create all the onboarding tasks you’d usually find in an onboarding checklist template and automate them. That means, anyone joining your organization gets their onboarding tasks in seconds!

When it comes to onboarding templates, employee reviews are key. Teamflect offers not just one, but three employee onboarding review templates ready for you to use right away.

The 30-60-90 day review templates are one of the most important tools for seeing how a new hire is doing as they settle into their role.

These templates, available in Teamflect’s performance review gallery and fully integrate with Microsoft Teams.

Like we said, no Word, no Excel, no PDF everything’s in Teams!

Although we offer a full range of Excel performance review templates, we think the best approach for managing your onboarding checklist templates is to integrate them directly into your most-used software.

Teamflect, built with seamless Microsoft Teams integration, not only lets you automate onboarding review templates but also enables you to analyze the outcomes using Power BI reports.

Use Teamflect’s 30-day Review Template

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Want to see how Teamflect can transform your employee onboarding? Check out this video:

Teamflect helps you turn your Microsoft Teams into the ultimate employee onboarding software.

How to Create an Onboarding Checklist for New Hires?

To create your own onboarding checklist, we recommend starting out by mapping out the new hire journey top to bottom. Start by defining the key stages; pre-onboarding, first-day, first week and 30/60/90 milestones. From there you can get started on listing the tasks of each stage.

Then, start assigning responsibilities to clarify who will work on each task whether it is HR, manager, IT, or other team members. Customize your checklist to reflect the unique needs of different departments or positions. Utilize your onboarding software and the checklist to stay on track. Don't forget to review and improve as you gather feedback in time.

How to Measure Onboarding Effectiveness?

You'll need to keep an eye on certain metrics like time-to-productivity, retention rates, employee engagement scores as well as onboarding task completion rates. Of course you can't forget about feedback, the most important part of any process to ensure it's impact.

Ask for input on how well the new hire is integrating and performing. Conduct structured check-ins (e.g., after 30, 60, 90 days), and surveys to gather direct feedback on the onboarding experience. That way you can use this information to make data-driven and impactful decisions  about your onboarding process.

Assess these metrics regularly and refine your process with time, that way you'll ensure the new hires get a great start and that they can perform their best so your company performs its best.