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

The onboarding process is one of the most significant periods of time for a new employee. After all, you only get one chance at a first impression. The question is: How do you make that first impression formed in new hires be as accurate and positive as possible?

This is where employee onboarding checklists come in. They provide an excellent framework for the onboarding process, making sure nothing is lost.

So whether you’re an HR professional, a manager, or someone who wants to optimize the onboarding process, you’ve come to the right place.

The employee onboarding checklist templates in this list will work wonders in streamlining your onboarding process and guiding your new hires toward a positive experience within your organization.

Checklists aren’t enough!

Onboarding is a multi-faceted and complex process that requires far more than just checklists! You need to make sure you are using employee onboarding software that is always in the flow of work and easily accessible. For Microsoft Teams users, that option is Teamflect.

Teamflect is completely free for up to 10 users with full functionality! So feel free to try it inside Microsoft Teams.

What is an onboarding checklist?

Employee onboarding checklists are tools that enable organizations to guide their new hires through their early days with the organization. They are essentially a checklist of onboarding tasks that can be checked off the throughout the onboarding process.

They provide a roadmap, a step-by-step guide that ensures no essential task is missed and no valuable information slips through the cracks. With a checklist template in hand, you’ll be able to streamline the onboarding process, set clear expectations, and create a positive first impression for new hires.

What are the benefits of using onboarding checklist templates?

1. Streamlined and Consistent Onboarding Process

With a checklist template in hand, you can establish a standardized onboarding process that covers all the necessary steps and tasks.

This consistency ensures that every new hire goes through the same essential procedures, eliminating any guesswork or confusion. It helps create a sense of structure and reliability, making the onboarding process more efficient and effective.

2. Ensuring Completion of Essential Tasks

Onboarding involves numerous tasks, paperwork, and training sessions that need to be completed within specific timelines. An onboarding checklist template serves as a comprehensive guide, ensuring that no crucial steps are missed or overlooked.

From completing employment forms to setting up equipment and introducing company policies, the checklist keeps everything organized and on track.

3. Saving Time and Reducing Errors

Time is of the essence during onboarding, and a checklist template helps you save valuable time. Instead of reinventing the wheel for each new hire, you can simply follow the checklist to ensure a consistent and swift onboarding process.

The onboarding checklist template acts as a reminder, preventing the omission of important tasks or information. By reducing errors and oversights, you can streamline the onboarding experience and focus on providing a positive first impression to new hires.

4. Enhancing Employee Experience and Engagement

Effective onboarding sets the stage for a positive employee experience right from the start. Using a checklist template, you can create a structured onboarding journey that covers not only the logistical aspects but also the cultural and social aspects of joining the company.

From introducing the company’s values and mission to assigning mentors or buddies, the template helps foster connections and engagement, making new hires feel welcomed and supported.

10 Best Free Onboarding Checklist Templates

1. Teamflect’s onboarding features

While this entry on our list isn’t a downloadable template, hear us out on this. Using an onboarding tool that lets you automate all the items in an onboarding checklist template through its automated onboarding tasks feature.

Teamflect users can create all the onboarding tasks that they would normally find in an onboarding checklist template, and automate them so anyone who joins a particular department would receive the onboarding tasks related to that department automatically!

The best place for templates in the onboarding process is surely employee onboarding reviews. And Teamflect has not one, not two, but three separate employee onboarding review templates ready for you to send out to your employees right away.

30-60-90 day onboarding review templates are one of the most important parts of the new hire onboarding process.

The three onboarding templates you can find in Teamflect’s performance review template gallery are all designed to act as key checkpoints in the onboarding process. Unlike the rest of the onboarding checklist templates on this list, Teamflect’s onboarding review templates aren’t PDF, Excel, or Word documents.

Instead, they come fully functional and integrated into Microsoft Teams. While we do have an entire list dedicated to Excel performance review templates, we believe that the best way to handle your onboarding checklist templates is to have them integrated into the rest of your software.

This is where Teamflect really shines. As a performance management solution designed with complete Microsoft Teams integration at the heart. This allows you to not only automate our onboarding review templates but also analyze the results through Power BI reports.

Use This Template

If you are curious about how you can use Teamflect as a complete employee onboarding software, you should definitely give this video a look:

2. Word onboarding checklist template

Templates.net is a brilliant website, filled to the brim with useful templates for every aspect of work life. Their free word onboarding checklist template really breaks the mold when it comes to onboarding checklist templates.

While most free employee onboarding checklist templates focus on onboarding tasks or action items that need to be taken care of, this particular word onboarding checklist template is perfect for evaluating performance during the onboarding process.

This word onboarding checklist can be a perfect tool for identifying high performers during their early days in the organization.

Download Template

3. Excel onboarding checklist template

Moving on from a free Word onboarding checklist template to a free Excel onboarding checklist template. As far as free Excel onboarding checklist templates go, this particular template by Charlie HR is extremely well-designed.

The onboarding process is all about milestones. This template is divided into particular milestones such as preboarding, first day, first week, first month, etc.

While we here at Teamflect always lean more toward 30-60-90 day plans, this is still a great alternative!

Download Here

4. Free onboarding checklist template Excel

As a leading training solution, Valamis has multiple free Excel onboarding checklist templates in its arsenal. While each onboarding checklist template is useful in its own right, this particular Excel onboarding checklist template just manages to edge it out for us.

The beauty of this template is that it allows users to toggle the status of onboarding tasks for each user!

Download Here

5. Preboarding checklist template

There are many free onboarding checklist 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 employee onboarding template checklist. Not only does it include everything you might need to cover during the preboarding process, it assigns particular days to each onboarding task.

Download Here

6. Onboarding checklist template for sales

Every department in an organization is unique in its own right. It would be unreasonable to expect their onboarding processes to be the same. An HR onboarding checklist will look very different than a marketing onboarding checklist or a sales onboarding checklist. We are pretty fond of this onboarding checklist template for that exact reason.

This template by Whatfix was made by someone who clearly understands the needs of a sales department. Its emphasis on sales trainings and helping the new hire grow makes it one of the best employee onboarding checklist templates for sales departments.

Download Here

7. Excel onboarding checklist template

This Excel onboarding checklist template by Duke University may not look like a lot to write home about, but it is still a solid free onboarding checklist template that you can download right away. This template ditches some of the fancier gimmicks utilized in previous templates on this list.

Instead, it provides users with a simple, straightforward Excel onboarding checklist template that they can download and start filling out right away.

8. Free new hire onboarding checklist template

We all know that variety is the spice of life. As you might have seen through all the different onboarding checklists on this list, there is no one right way. The perfect way to onboard new hires changes from organization to organization.

That is why we wanted to provide you with new employee onboarding checklist that you can use as you are welcoming new hires to your organization.

Company Name:

Position:

Preboarding:

• Send a welcome email to the new hire, including essential information such as the start date, time, and location (if applicable).
• Share any pre-employment forms or paperwork that need to be completed prior to the first day.
• Provide access to any relevant online systems or tools that the new hire will need.

First Day:

• Welcome the new hire and introduce them to the team members.
• Provide a tour of the office (if applicable) and familiarize them with the facilities.
• Set up the new hire’s workspace, including computer, phone, and 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.

First Week:

• Schedule introductory meetings with key focus people, including team members and managers.
• Provide an overview of the department’s goals, projects, and responsibilities.
• Provide training on any specific software or tools used within the company.
• Explain the new hire’s role and responsibilities within the team.
• Set up any necessary accounts, email addresses, and communication tools.
• Review the company’s communication channels and guidelines.

First Month:

• Provide ongoing training and 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 provide feedback.
• Schedule regular check-ins to ensure a smooth transition and address any concerns.
• Introduce the new hire to cross-functional teams or departments they may interact with.

Ongoing:

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

9. Remote employee onboarding template

Welcoming someone to the office is always a special moment. But what if there isn’t an office? What if you’re working remotely? As is the case with every aspect of performance management, adding the word remote to the equation changes a couple of things.

Making someone feel welcome in an organization without any physical connection might be tricky but this remote employee onboarding checklist template is all you need to make sure your remote onboarding process goes smoothly.

Company Name:

Position:

Pre-Onboarding:

• Prepare Welcome Email: Send a warm welcome email to the new remote employee, introducing them to the team and providing important details about their start date, work schedule, and any initial tasks or preparations required.

• Set Up Equipment and Accounts:
  • Order and ship necessary equipment (laptop, peripherals, etc.) to the employee’s designated location.
  • Create user accounts for company systems and tools (email, project management software, communication tools, etc.).
  • Share login credentials securely with the employee.
• Assign a Buddy/Mentor: Pair the new remote employee with an experienced team member who can serve as a mentor and provide guidance during the onboarding process.
• Prepare Onboarding Materials:
  • Create an onboarding handbook or document outlining important information such as company policies, remote work guidelines, and resources.
  • Compile any training materials or documentation specific to the employee’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.
  • Provide 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:
  • Assist the employee with setting up their accounts and ensure they have access to all necessary tools and systems.
  • Provide instructions on how to navigate and use each system effectively.
• Introduction to Colleagues:
  • Organize virtual introductions with team members and key stakeholders.
  • Encourage informal conversations and opportunities for the new employee to connect with colleagues.

First Week:

• Team and Department Overview:
  • Schedule meetings or presentations to familiarize the new employee with their team’s roles, responsibilities, and ongoing projects.
  • Arrange sessions with representatives from other departments to provide an understanding of the company’s overall structure and interdependencies.
• Training and Development:
  • Identify and schedule relevant training sessions or courses to enhance the employee’s skills and knowledge.
  • Assign self-paced learning resources or online courses for the employee to explore.
• Clarify Expectations and Goals:
  • Discuss performance expectations, key objectives, and milestones with the employee.
  • 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 employee to address any questions or concerns.
  • Provide opportunities for the employee to seek guidance and feedback from their mentor or manager.
• Assign Initial Projects:
  • Provide the employee with their first assignments or projects, ensuring they align with their role and allow them to contribute meaningfully.
• Performance Evaluation:
  • Discuss the performance evaluation process and timeline.
  • Set expectations for performance reviews and establish 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 informal discussions.

10. 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 template for your HR department, then you’ll be happy to know that your search, is over!

Company Name:

Position:

Pre-boarding Phase:

• Send an offer letter and employment contract to the new employee.
• Coordinate the collection of necessary employment documents, such as tax forms, bank account details, and emergency contact information.
• Set up the employee in the HRIS (Human Resources Information System) and payroll system.
• Arrange for a background check and any required drug tests.
• Prepare the employee’s workspace, including computer, desk, and necessary equipment.
• Inform relevant departments (IT, facilities, security) about the new employee’s start date and requirements.

First Day:

• Welcome the employee and introduce them to their team members.
• Provide a tour of the office/facility, including restrooms, break rooms, and key areas.
• Review company policies, including code of conduct, dress code, and attendance.
• Provide an overview of the company’s mission, values, and culture.
• Set up necessary accounts and access credentials (email, intranet, software tools).
• Review the employee’s job description, goals, and performance expectations.
• Conduct a comprehensive orientation, explaining the company’s structure, departments, and key personnel.
• 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 the employee’s role within the team and the broader organization.
• Conduct department-specific training sessions.
• Review the employee’s responsibilities and deadlines for their initial tasks or projects.
• Arrange meetings with key stakeholders from other departments.
• Encourage the employee to ask questions and seek clarification on any aspects of their role.
• Provide information on the performance review process and timeline.
• Share information about company-wide events, initiatives, and upcoming projects.
• Assign a mentor or buddy to help the employee navigate the organization and answer their questions.
• Evaluate the employee’s progress and address any concerns or challenges.

First Month:

• Set up regular check-ins with the employee to review their progress, address any questions, and offer support.
• Facilitate additional training or workshops to further develop the employee’s skills.
• Encourage the employee to participate in team meetings, projects, and social events.
• Connect the employee with relevant resources, such as employee resource groups or professional development opportunities.
• Discuss long-term goals and career development opportunities.
• Conduct a formal performance review or 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.
• Solicit feedback from the employee regarding their onboarding experience.
• Address any outstanding questions or concerns the employee may have.