6 free onboarding checklists to set new hires up for success (+ extra tips)

Bringing on a new team member is more than just handing over a laptop, setting up business cloud storage, and pointing them to their desk.

With our free, ready-to-use, and customizable onboarding checklists and templates in Proton Docs, you’ll have everything you need to create a smooth, engaging onboarding experience from day one.

Employee onboarding checklist

Sales onboarding checklist

Client onboarding checklist

Welcome email essentials and templates

New hire onboarding survey questions

Security expectations list

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Get everything you need to streamline your onboarding process — in one place. HR teams, managers, and team leads can use these ready-to-use templates to create a consistent and welcoming experience for new hires and clients.

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How to use our free onboarding checklists

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Open a template by clicking on it or browse all onboarding templates(new window).
Select Save for later in the top-right corner.
Log in or sign up for a Proton Account. The document will be instantly added to your Proton Drive, so you can edit it right away.

New hire checklist with tips to get onboarding right

Here’s what to include at every step during a new hire’s onboarding process:

1. Set the stage before the start date: Send the job offer letter and give the candidate enough time to review, ask questions, and return the signed copy.
Collect required documentation, such as employment eligibility forms (ID copies, work permits, tax forms like W-4 or I-9 in the US, etc.), banking details for direct deposit setup, signed policies (confidentiality agreements, NDAs, IT usage policy, etc.), and emergency contacts. You can do this in Proton Drive by creating a folder with edit access and securely sharing the link with the candidate, protected by a password and expiry date for confidentiality.
Set up tools and accounts, such as email, internal systems (Slack, Zoom, etc.), and access to necessary software.
Prepare the workspace, including desk, chair, laptop, and any necessary peripherals. For remote hires, arrange shipping and setup instructions.
Send a welcome email where you include their start time, dress code (if any), an agenda for the first day, and point of contact for details.
Schedule key meetings, such as introductions, onboarding sessions, and initial training.
Notify your team to let them know who’s joining, when, and what their role is.
2. Make a strong first impression on the first day: Give the new hire a warm welcome by greeting them personally (or via video if remote), and introduce them to the team.
Tour the office or give a virtual orientation of the team's systems and tools.
Ensure laptops, phones, email, and other systems work seamlessly — and confirm access.
Discuss the big picture by sharing your company’s mission, values, and structure so they understand where they fit in.
Include a short HR presentation covering key policies (conduct, remote/hybrid, security), benefits (insurance, retirement, perks), payroll basics, how time off works, and who to contact for HR, IT, or general support.
Assign a buddy or mentor to help them navigate those early days and answer casual questions.
Create space for social connection early on, such as through a casual coffee break, welcome notes or cards from the team, or a fun Q&A thread everyone can join.
Send a welcome kit with thoughtful goodies, such as branded swag (T-shirt, mug, stickers), onboarding materials (handbook, quickstart guide, culture booklet), and personal touches (handwritten note or coffee gift card).
3. Lay the foundation during the first week: Clarify the new employee's role by reviewing responsibilities, performance metrics, and short-term goals.
Allow them to observe experienced colleagues to learn the ropes, then give them simple, low-stakes projects so they can start contributing without feeling overwhelmed.
Train them on tools and processes, such as email protocols, task managers, and reporting structures.
Schedule short one-on-one meetings with their manager, teammates, and key partners so they can build connections and understand how their work fits into the wider team.
Give them clear early goals and show how you’ll measure success, so expectations are transparent and motivating.
Introduce compliance training on data privacy and security, workplace conduct, ethics, industry regulations, and how to report concerns — keep it short and relevant to the role.
Touch base regularly to address early challenges, answer any lingering questions, and build rapport.
4. Provide support and integration during the first month: Give positive reinforcement for small successes and provide timely feedback when things go off track.
Give them small, meaningful projects they can own, so they feel trusted, achieve early wins, and gain the confidence to take on more.
Ask how they’re finding the role, what’s working or not, and adjust accordingly.
Complete HR follow-up by ensuring benefits enrollment, payroll, and legal documents are squared away.
5. Review and reflect at 30-60-90 day milestones: Schedule performance check-ins at 30, 60, and 90 days. Start with a light review of onboarding and early wins (30), then go deeper into performance and collaboration (60), and finish with a formal review focused on long-term goals and development (90).
Gradually integrate the new hire into team projects and regular meetings, giving them space to contribute meaningfully.
Encourage participation in company events, interest groups, and social initiatives to foster connection and belonging.
Collect feedback through brief surveys, structured one-on-ones, or informal check-ins throughout the process to improve future onboarding and catch any friction early.
By the 90-day mark, begin shifting focus from onboarding to ongoing development, mentorship, or role-specific training.

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Frequently asked questions

What is an employee onboarding checklist?: An employee onboarding checklist is a structured list of tasks and activities designed to guide new hires through the process of integrating into a company. It ensures that all necessary steps are completed to help new employees become comfortable, productive, and aligned with their role and the organization’s culture.
Why do you need an onboarding checklist?: An onboarding checklist ensures every new hire has a consistent, structured experience, making them feel welcome, setting clear expectations, and helping them ramp up quickly.
Gallup found that just 12% of US employees(new window) feel their onboarding experience was handled well, while nearly one in five said it was either poor or nonexistent. That’s a major red flag, especially if we consider how much onboarding influences engagement and retention — employees who go through a great onboarding experience are 2.6 times more likely to feel deeply satisfied at work, and 70% say they landed their ideal job.
Plus, an onboarding checklist keeps HR, IT, and managers aligned, prevents important steps from being missed, and allows repetitive tasks like sending welcome emails or assigning training to be automated. It also helps maintain compliance by ensuring documents and policies are completed on time.
What should be included in an onboarding checklist?: An onboarding checklist should cover the preboarding stage (offer letter, paperwork, and equipment setup), first-day essentials (welcome, introductions, and company overview), and the first week (tool setup, initial training, and assigning a buddy or mentor). It should also include first-month support with manager check-ins and role-specific development, as well as 30-60-90 day reviews to track progress, set goals, and ensure the new hire is fully integrated.
What about when employees leave, do I need an offboarding checklist too?: Offboarding is just as important as onboarding, as a clear process helps you protect company data, maintain security, and leave on good terms. Check out our offboarding templates.