18 Must-Have Onboarding Documents (+ Free Templates)

Failing to standardize your onboarding documents hurts new hires and your company. Why? Because undefined or inconsistent onboarding processes can result in a poor employee experience and weaker connections built between your new recruits and your company. This will hinder their performance, engagement, and retention.

When it comes to onboarding, first impressions count. Research has shown organizations that run impactful onboarding processes enjoy an 82% improvement in new hire retention and a productivity boost of over 70% within the first year compared to those that don’t.

Ready to get your onboarding process in shape? Begin by establishing a set of clear, well-organized onboarding documents to help your HR department obtain the info and contracts it needs and help your recruits confidently navigate their new role.

Contents
What are onboarding documents?
Employee onboarding documents checklist
Onboarding documents for new hires
1. Preboarding
2. Onboarding
3. Additional new hire employee forms

What are onboarding documents?

Onboarding documents are an essential part of the onboarding process, enabling HR to gather the necessary employee data and signed contracts. They are also there to help the new hire become familiar with your company’s policies and culture, understand their key responsibilities, and gain the upfront knowledge needed to be successful in their new role.

Onboarding documents typically include legal paperwork such as your employment contract, company policies, handbooks, and code of conduct, along with role-specific details such as job descriptions, manager and team contacts, and more.

Employee onboarding documents checklist

Onboarding documents for new hires

Take a moment to review this list of essential onboarding documents and cross-check whether your organization has established policies and templates in place. We have some handy templates you can use to help you fill the gaps. 

Preboarding

Preboarding is the process that takes place from the moment recruits accept your offer until they join your company. It’s an opportunity for you to share information to create a good impression, clarity, and excitement around the new role.

A strong preboarding process includes new hire paperwork that is designed to keep your incoming employees engaged and informed. Here are some examples of onboarding documents to use in your preboarding for a smooth on-ramp:

1. Offer letter

An offer letter is a precursor to an employment contract that formalizes your company’s hiring intent and clarifies the key job details for the role. It’s more than just a notification, though. While it does not carry the legal weight of an employment contract, it does outline compensation and benefits, responsibilities, and start date to help the candidate make an informed decision whether to accept or decline your position.

For companies committed to strengthening their employer brands, this document provides an opportunity to showcase your professionalism by clearly presenting your offer and communicating your value proposition to potential hires. This positive first impression can help shape the candidate’s decision to accept your position and set the tone for a successful working relationship.

2. Employment contract 

Comprehensive employment contracts are critical for detailing the organization’s and employee expectations and responsibilities within a legal framework to protect both parties.

A well-crafted contract should address aspects like job duties and compensation, including salary, benefits, overtime, working hours and parameters, confidentiality obligations, intellectual property ownership, and termination procedures. If applicable, it should also specify at-will employment status, which is common in the US, where either party can terminate the relationship without cause.

Depending on your organization’s workplace requirements, you may need multiple types of employment contracts, including:

• Permanent: Full-time, indefinite employment with benefits
• Part-time: Regular, but less than full-time work, potentially including benefits
• Fixed-term: Employment for a predetermined period, typically for specific projects
• Temporary: Short-term employment to fill a temporary need with limited or no benefits
• 1099: Independent contractor agreement, where the worker is responsible for their own taxes
• Casual: Unscheduled, on-call work with no guaranteed hours or benefits
• Internship: Educational experience with potential mentorship and limited compensation
• Apprenticeship: Structured learning program combining classroom-type instruction with on-the-job training
• Remote work agreement: Specified terms for working outside of a physical office.

Get your legal team to review your employment contracts to avoid ambiguities that could lead to costly disputes. Regular updates should also take place to ensure compliance with changes to labor laws and minimize legal risks.

3. Welcome to the team email 

A well-crafted welcome to the team email sets the stage for smooth onboarding by establishing a warm tone and building excitement about the position.

To ensure a positive first impression, HR professionals should include essential information for the new employee’s first day, such as details on their role, information about their team, the start date, work hours, any necessary documents, logistics (such as parking and arrival instructions), and a first-day schedule. Some companies also include a high-level snapshot of the recruit’s overall onboarding plan. A welcome email also provides a platform to highlight important aspects of your company culture.

Additionally, your welcome email should include key contact info for HR, the new recruit’s manager, and anyone else they may need to reach.

Finally, add a personal touch by expressing your appreciation for them joining your company and highlighting how excited you are to have them on board.

Onboarding

Once preboarding is over, the focus shifts to collecting important employee data and familiarising your candidates with your company’s policies and culture.

4. 30-60-90 day onboarding template 

If you want to establish world-class systems in your company and HR department, 30-60-90 day onboarding plans are a must for delivering a goal-oriented onboarding process. These structured plans will help you track a new hire’s progress in gaining knowledge, developing skills, and achieving performance goals to help them excel in their role.

A 30-day plan typically focuses on foundational knowledge and skills. It should outline essential company policies, basic job duties, and initial training completion. The 60-day plan builds on this by introducing more complex tasks and tracking early performance indicators. Here, the focus may shift to project involvement or team collaboration. 

Finally, the 90-day plan typically assesses overall competency and goal achievement. This stage may involve independent project work or client interaction, demonstrating the employee’s ability to contribute meaningfully without high levels of supervision.

Tailoring your 30-60-90 day plan onboarding documents to each role will ensure new hires receive personalized and targeted guidance. For example, a marketing hire’s 30-day plan may include social media training, while a sales hire’s plan might focus on product knowledge and sales process.

Sharing detailed plans during onboarding sets clear expectations for both employee and employer by establishing direction and transparency from the very beginning.

5. Employee information form

An employee information form is an important document used during onboarding to collect essential employee data that streamlines record-keeping and ensures payroll accuracy.

The form typically gathers full legal name, contact details, emergency contacts, tax, and banking information. It also captures details relevant to benefits program enrollment and job-specific requirements.

6. Employee emergency contact form 

As the title suggests, an employee emergency contact form gathers vital information in case of workplace accidents or emergencies. It should include names and contact information for emergency contacts (family, close friends) and any relevant medical history or allergies the employee wishes to disclose.

Importantly for HR, gathering emergency contact information is not a ‘one-and-done’ exercise. This data should be updated every six to 12 months to allow for a swift response during critical situations.

7. Hybrid work schedule

As employees look for greater flexibility and work-life balance, a hybrid work schedule clarifies your organization’s expectations for employees splitting their time between the office and off-site work.

The schedule outlines core work hours or days when physical presence is required at your premises while also defining flexibility for remote work on designated days. This transparency creates clear boundaries and ensures employees understand when they’re expected to be available.

An in-depth hybrid work schedule should also outline communication protocols and accountability expectations for remote work to ensure everyone feels informed and empowered.

8. Employee handbook and HR policies

When orienting new employees, a strong employee handbook and clear HR policies form the cornerstone of a smooth onboarding process.

An employee handbook serves as a central go-to reference point, informing new hires about company culture, benefits, and expectations. This reduces confusion and empowers recruits to assimilate into their roles.

Meanwhile, HR policies outline everything from dress code to vacation time to ensure consistency and fairness throughout the organization.

By providing access to this information from the get-go, you can help new hires feel informed and confident through their transitions.

HR tip: Onboarding activities

• No one wants to join a new company simply to be shown to their desk and given a hefty handbook to read for their onboarding. Instead, onboarding activities should be multifaceted to maximize impact and engagement.
• Consider pairing job-specific training with interactive orientation programs that equip new hires with the knowledge and confidence they need to excel. Social events and team-building activities foster connections and a sense of belonging, while mentorship programs provide invaluable guidance and frequent manager check-ins, build connections, and solidify expectations and goals.
• By incorporating some or all of these elements, onboarding becomes an engaging experience, setting up both the employee and employer for success.

9. Company mission, vision, and values

Until a new recruit understands and embodies your company’s mission, they are a product of the values and vision of their previous employers. That’s why a clearly defined company mission statement shared with new recruits during onboarding is essential for setting a new tone and standard.

An effective mission statement serves a dual purpose. Firstly, it paints a clear picture of the organization’s purpose, its aspirations, and its guiding principles. This can help foster adoption and a successful long-term fit between your recruit’s values and your company’s mission.

Secondly, it can ignite enthusiasm by showcasing the impact the new hire can have in their individual capacity. It also helps them understand how they can contribute to the company’s bigger picture and inspires them to be part of something larger than themselves.

10. Equal-opportunity employer statement

An equal opportunity employer (EEO) statement is vital for fostering an inclusive workplace and a strong employer brand. It establishes a company’s commitment to fair treatment and opportunity for all qualified candidates. This creates a welcoming environment of universal belonging for diverse talent and stimulates innovation by including many perspectives.

A strong EEO statement should clearly articulate your company’s stance against discrimination based on factors like race, gender, religion, or disability. It should also emphasize your organization’s commitment to building a diverse workforce through your recruitment process and promotion policies.

By showcasing these values, your company can position itself as a progressive and ethical employer. This will help you attract today’s top talent who seek workplaces that value inclusion. This, in turn, not only benefits your company culture but also enhances your reputation among customers and stakeholders who increasingly prioritize social responsibility.

11. Paid time off (PTO) policy

A paid time off (PTO) policy benefits both employers and employees by clarifying expectations for time off, ensuring fairness and consistency across the organization, and reducing confusion and the potential for conflict.

For employees, a clear PTO policy that allows for paid time off contributes to a healthy work-life balance by enabling them to recharge and return feeling refreshed, leading to increased productivity and morale.

A well-defined PTO policy should include details such as accrual rates (how much PTO is earned over time), eligibility requirements (who qualifies for PTO), carryover limitations (if unused PTO can be saved for future use), and how to request time off.

12. Code of conduct policy

An effective code of conduct policy establishes clear expectations and boundaries for professional behavior in the workplace. It outlines acceptable and unacceptable conduct, promoting a respectful and inclusive environment.

The policy should cover discrimination, harassment, bullying, workplace violence, confidentiality, and proper use of company property. Providing a clear framework empowers employees to report misconduct and serves as an important tool to uphold a culture of accountability.

13. Attendance policy

An attendance policy is essential for a well-functioning workplace. It lays out clear expectations regarding work hours, absences, tardiness, and leave requests, and when implemented effectively, it promotes fairness, minimizes disruption, and ensures adequate staffing levels.

Your attendance policy should outline acceptable reasons for absences, such as illness and emergencies, the proper procedures for reporting them, and the consequences for violating these rules. The policy should also address procedures for requesting time off, including paid time off and sick leave.

14. Bereavement policy

In providing a framework for compassion and support, a bereavement policy demonstrates that your company values its employees’ wellbeing during a time of personal loss.

Your policy should offer clear guidelines for paid or unpaid leave following the death of a close family member or loved one. This can reduce the stress on grieving employees to some degree by alleviating uncertainty about time away from work.

The policy should define covered relationships (spouse, child, parent, and extended family members, for instance) and the amount of leave allotted for each. It may also outline notification procedures and details on returning to work, such as easing back into duties or offering access to employee assistance programs if applicable.

15. Anti-harassment policy

No one wants to work in a company where they are vulnerable to abuse. That’s why an anti-harassment policy is a must to establish safe and respectful work environments.

A code of conduct typically outlines broader standards for professionalism and behavior, such as punctuality, dress code, and social media use. An anti-harassment policy specifically focuses on preventing offensive behavior and protects employees from discrimination-based factors that may include race, gender, religion, nationality, or age.

A thorough anti-harassment policy will outline the complaint process, and ensure a fair investigation together with the appropriate disciplinary action. Having such a policy in place will empower your employees to report incidents and will help to discourage instances of future harassment at your company.

16. No-call no show policy

When an employee goes absent without leave (AWOL), it can be considered a serious offense. A no call no-show policy establishes clear expectations for employee communication during absences.

This policy outlines punitive steps taken when an employee fails to show up for work without notification and a valid reason. It serves to deter unscheduled absences, protect the workplace from staffing shortages, and ensure fairness by holding all employees accountable.

Your policy should define a timeframe for acceptable notification, outline progressive disciplinary actions for violations, and provide clarity on your appeal process.

Additional new hire employee forms

17. Vacation request form

A vacation request form specifically focuses on requesting paid time off for leisure purposes. This form is designed to streamline leave management by ensuring a clear process regarding who to notify, the approval process, and deadlines for notification to promote fair scheduling and avoid overlapping employee absences.

The form should allow all details to be captured and provide a section for management approval.

18. Time off request form

Time-off requests cater for a wider range of absences beyond just vacations, such as sick leave, personal days, and bereavement leave.

A time-off request form should include the employee’s details, the type of leave they are requesting (vacation, sick leave, etc.), the start and end dates of the absence, and any additional relevant information regarding the request, such as a reason for the leave request.

Over to you 

Creating a well-defined onboarding process with all the necessary new hire paperwork and HR documents takes considerable time and effort. The long-term benefits, however, are undeniable as an effective onboarding program streamlines the experience for new hires, reduces confusion, and accelerates their productivity.

Using the AIHR links provided above to download pre-built templates and forms for essential onboarding templates can significantly cut down HR’s setup time.

But remember, great onboarding programs aren’t static – they require continuous improvement. So, collect feedback from new hires to identify areas of strength and opportunities for improvement. This continuous feedback loop, along with updates on evolving company policies and changes to labor laws, will ensure your onboarding stays current and effective.