New Starter Checklist Free new starter onboarding checklist for UK employers. Comprehensive checklist covering pre-employment, first day, and probation.
Last updated: 30 January 2025 Use this checklist to ensure a smooth onboarding process.
New Starter Checklist
Employee Name: _________________ Start Date: _________
Position: _________________ Manager: _________
Pre-Employment (Before Start Date)
Recruitment Completion
Task Done Date Notes Verbal offer accepted [ ] Offer letter sent [ ] Offer letter signed and returned [ ] References requested [ ] References received and satisfactory [ ] Any required qualifications verified [ ] DBS check completed (if applicable) [ ] Medical clearance (if applicable) [ ] All conditions of offer met [ ]
Right to Work
Task Done Date Notes Right to work check completed [ ] Documents/verification stored [ ] Follow-up date diaried (if applicable) [ ]
Contract and Documents
Task Done Date Notes Employment contract prepared [ ] Contract sent to employee [ ] Signed contract returned [ ] Employee handbook provided [ ] Relevant policies provided [ ] Job description provided [ ]
Payroll Setup
Task Done Date Notes P45 or Starter Checklist received [ ] Bank details received [ ] NI number confirmed [ ] Student loan status confirmed [ ] Added to payroll system [ ] Tax code verified [ ]
Systems and Equipment
Task Done Date Notes IT accounts created [ ] Email address set up [ ] Phone/extension assigned [ ] Laptop/computer ordered [ ] Access card/keys arranged [ ] Software licences assigned [ ] Added to relevant systems [ ]
Workspace
Task Done Date Notes Desk/workspace prepared [ ] Equipment ready [ ] Stationery provided [ ] Parking arranged (if applicable) [ ]
Team Preparation
Task Done Date Notes Team informed of new starter [ ] Buddy assigned (if applicable) [ ] First week schedule planned [ ] Key meetings booked [ ] Training scheduled [ ]
First Day
Welcome
Task Done Notes Greeted on arrival [ ] Shown to workspace [ ] Introduced to immediate team [ ] Given building tour [ ] Fire exits and safety shown [ ] Facilities explained [ ]
Documentation
Task Done Notes Principal statement confirmed provided [ ] Day one requirement Any outstanding paperwork completed [ ] Emergency contact details collected [ ]
HR/Admin
Task Done Notes Photo taken for ID badge [ ] ID badge issued [ ] Building access activated [ ] Car parking set up [ ] Uniform issued (if applicable) [ ]
IT Setup
Task Done Notes Logged into computer [ ] Email working [ ] Phone/extension working [ ] Key systems accessed [ ] IT policies explained [ ] Password created/changed [ ]
Health and Safety
Task Done Notes H&S induction completed [ ] DSE assessment completed [ ] First aid arrangements explained [ ] Fire procedures explained [ ] Emergency contacts given [ ]
Manager Meeting
Task Done Notes Welcome meeting with manager [ ] Role and expectations discussed [ ] Probation objectives explained [ ] First week plan reviewed [ ] Questions answered [ ]
First Week
Task Done Notes Introductions to wider team/contacts [ ] Key stakeholder meetings [ ] Department/company overview [ ] Core systems training [ ] Role-specific training begins [ ] Access to shared drives/folders [ ] First 1:1 with manager scheduled [ ] Probation review dates set [ ] End of week check-in [ ]
First Month
Task Done Date Notes Auto-enrolment processed [ ] Probation objectives set [ ] Month 1 review meeting [ ] Any early concerns addressed [ ] Training progress reviewed [ ] Feedback gathered [ ]
During Probation
Task Done Date Notes Regular 1:1s held [ ] Probation mid-point review [ ] Training completed [ ] Feedback provided [ ] Support given if needed [ ] End of probation review scheduled [ ]
End of Probation
Task Done Date Notes Probation review meeting held [ ] Decision made (pass/extend/fail) [ ] Confirmation letter sent [ ] Signed acknowledgement received [ ] Terms updated if applicable [ ] File updated [ ]
Ongoing Requirements
Task Frequency Notes Follow-up right to work checks As diaried If applicable Annual leave balance monitoring Monthly Performance reviews [Annually/quarterly] Training updates As required Re-enrolment for pension 3-yearly
Checklist Complete
Confirmation Signed All pre-employment tasks completed _________ Day one requirements met _________ Probation successfully managed _________
Completed by: _________________ Date: _________
Notes
[Space for additional notes]
Frequently Asked Questions
What documents must I give a new starter on day one? You must provide the principal statement of employment particulars on or before day one, including job title, pay, hours, holiday, and other key terms. The remaining written particulars can follow within 2 months.
When should I do the right to work check for a new starter? Before employment starts - not on day one, but before. You cannot legally allow someone to start work until you've completed the right to work check.
What payroll information do I need from a new starter? You need their P45 from their previous employer, or a completed Starter Checklist if no P45. You also need their bank details, NI number, and student loan information if applicable. Disclaimer: This information is for general guidance only and does not constitute legal advice. Employment law is complex and changes frequently. For specific situations, consult ACAS, a qualified employment lawyer, or HR professional.