Employee onboarding

HR - Process Bliss

Your employee onboarding process sets the tone for your relationship. It makes sure you get off to the best start. Use this template as a starting point and add/delete steps to make it your own. 

This process features on our list of 25 processes every business needs.

1Perform background checks on the candidate and file the background checks away

Importance: Optional

File here: (add link to HR employment contracts area)

1.1Request employment references

Importance: Essential

Email the two referees (separately) using the template email attached, to request employment references

Email Subject: Employment Reference Request

Dear {name}

{candidates name} has named you as a referee on her application for employment with our company.

Please could I request that you complete the below, to the best of your ability, and return to me by {date}.

Dates of employment with your organisation:
Job title:
Reason for leaving:
Was the applicant dismissed: y/n
Would you re-employ him/her: y/n
If no, please state reason:
To the best of your knowledge, was there ever any reason to suspect this person of dishonesty or breach of trust?
Details of the applicant’s time-keeping and punctuality:
Details of the number of days’ absence from work in the last 12 months:*

Completed by:
Company name:

Yours sincerely,

1.2DBS check

Importance: Optional


1.3CCJ check

Importance: Optional


2New starter communication to existing staff

Importance: Essential

State what the new employee will be doing, who they will be working for and when they start.

Email Subject: New Employee Joining

Hello all,

{new employee’s name} will be joining the {name of department} on {date} as {new employee’s job title}.

{you may want to give a brief description of their responsibilities}

Please join me in making {new employee’s name} feel welcome.

Kind regards,

3Order necessary equipment

Importance: Essential

3.1Computer or laptop

Importance: Optional


Importance: Optional

3.3Keyboard & mouse

Importance: Optional

3.4Desk & chair

Importance: Optional

4Set up IT

Importance: Optional

4.1Create employee company email address

Importance: Essential

4.2Set up access/user accounts to software crucial to the role

Importance: Optional

4.3Add employee to company org chart

Importance: Optional

(add link to your employee org chart here)

5Add employee to payroll

Importance: Essential

Create new task using the 'add employee to payroll' template

6Send welcome email to new employee

Importance: Essential

At least a week before joining , send email explaining the dress code, parking expectations, start time, any other expectations and check employee is happy.

Email Subject: First Day

Hi {name}

We all hope you are looking forward to your first day as much as we are. I just wanted to share a few things:

Our parking spaces are X, X, X, and X, X. At the moment these are first come, first served. There should be a space free for you on your first day and we can go through parking when you arrive.

The office is open from 8:30 to 5:30, but on your first day, please arrive at 9.30am, this will ensure that we are set up for your arrival.

Dress code is X.

If you have any questions, just let me know.

Kind regards,

7Invite new hires to visit Glassdoor and leave their interview experience

Importance: Optional

2-3 working days before their start date, using the template email OR as within a week of their employment commencement

Email Subject: New Hire Interview Experience

Hello ________,

We hope you are settling in well/We very much look forward to working with you!

As you know, our company is continuing to grow. To sustain that growth, we want the best people to join our team and you play a critical role in helping us recruit top talent. Your feedback will help future candidates prepare for interviews, which will help us find the best talent — just like you!

Your feedback is vitally important, both to our recruitment team internally and to job seekers. As you know, we have a company page on Glassdoor. Please take a moment to visit Glassdoor and post comments about your interview experience with our team.

Spend no more than 15 minutes on this. Remember, all feedback is anonymous.

All the best,
Your HR Team

8First day welcome meeting and introduction to processes

Importance: Essential

Book a meeting and run through with the new employee:-

- Employee org chart
- Health & safety practices
- How to book a meeting room
- How to request holiday & log absence

9Company values and mission meeting

Importance: Optional

Line manager or CEO to explain company values and mission statement

10Assign policies for attestation to the new employee

Importance: Essential

11Set up probation review

Importance: Essential

Create new task using the 'closing of employee initial employment probationary period' template

12Check in one week after start date to make sure employee has settled in

Importance: Optional

13Invite new hires to visit Glassdoor and leave their employment experience

Importance: Optional

Invite 90 days after their start date, using the template email

Email Subject: New Hire Employment Experience

Hello ________,

Can you believe it has already been 90 days? We hope you are acclimating nicely to your new role.

Did you know that the most trusted form of advertising, aside from a personal recommendation, is an online review?

You probably already know this if you use websites like eBay, Amazon, and TripAdvisor. Your feedback is vital to our recruitment team and to job seekers considering work at our organization.

Please take a moment to visit Glassdoor and post a review about your work experience over the last 90 days. This feedback will help us attract talented new employees (just like you!) who will help our company grow.

Spend no more than 15 minutes on this. Remember all feedback is anonymous.

Your HR Team

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