The Detailed New Hire Checklist

Hiring is exciting. It means your business is growing and you’re ready to add a new member to the team. It also means taking care of some paperwork. There are a list of things you’ll need to get together to meet HR and the government’s requirements, as well as a few things you’ll need to share with your new teammate.

It’s important to stay organized to make sure you meet all requirements. A helpful hint, although not required for some documents, it’s a good idea to get a signature on things like the offer letter and handbook. This will serve as proof that your new teammate has read and understands the information you share just in case something comes up in the future.

Here is the list of the three things you need to prepare after you hire your next employee.

The offer letter

Once you’ve invited someone to your team, you need to clearly lay out your expectations for the role and what they can expect. This can be done directly in the offer letter.

The offer letter isn’t a legally binding document, but it’s essential because it’s a written record of all the information you share. It shows your employee has read, understands, and agrees to the information.

Here’s a list of items we suggest to have in your offer letter:

• Names of managers and HR contact
• Expected start date
• Any contingencies, such as drug screening or background check
• Base salary or hourly rate
• Any benefits for vacation or sick leave
• Expectations
• Responsibilities

💡 Pro tip: Require a signature or initial on all documentations provided to your employee. Doing so will ensure and serve as proof that your new employee has received and read all documentation you provided. This will prevent any possible dispute in the future.

The employee handbook

The best way to share share company standards and expectations is through the employee handbook. This handbook can include information about specific policies and protocols in your company, as well as employees legal rights and obligations.

The handbook needs to be easily accessible. Put it in a Google doc or have a copy in the break room, as long as it’s easily accessible.

Here are some things that are helpful to highlight in the employee handbook:

• Company values and mission statement
• General employment information (policies, payroll information, etc).
• Benefits
• Harassment Policies – who to contact
• Codes of Conduct
• Disciplinary Policies

📎 For a more detailed list of information, check out our downloadable checklist on our resource page.

Employee Personnel Files

These files are imperative for record keeping, especially for HR. They are important because they help your business keep track of employee’s tax information, personal information, and eventually job-related records like performance reviews and disciplinary records. These records could be helpful in calculating raises, incentive pay, or disciplinary actions.

Here’s what should go in these files for each employee:

• Employee’s Resume
• Job application
• Contact information
• Offer letter
• W-4 and I-9
• State tax documentation
• Payroll documents
• Employee benefit forms
• 2 copies of identification documents
• Confidentiality / Non-Disclosure Agreement

💡 Helpful tip: By law, the ADA requires medical files to be separate from all other records.

Download our monthly bookkeeping checklist on our resources page