How to Create a New Hire Checklist [+Free Downloadable Template]

Cody Cromwell
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Free Downloadable New Hire Checklist

Checklist Fairy has designed a New Hire Checklist to help you implement a new hire checklist without the hassle of writing one from scratch.

The checklist can be filled out in minutes and includes all the most important pre-employment information from checking references, conducting a personality assessment and arranging all the paperwork to send off to the regulatory body.

The checklist has been designed to be used by any business hiring new staff such as a small business, a consultancy and even the public sector.

Would you like to download our new hire checklist? Click HERE to go to the download page.

The checklist can be used by anyone hiring new staff from a small business to a multinational company, a small consultancy and even the public sector.

Steps Before Hiring Any Employees

Before you hire, there are a few things you should do, so you know pretty much what to expect when your new hire starts to work.

Hire at the Bottom of the Layoff Ladder

Although it is risky when it comes to the long haul, hiring loved ones who are recent recent layoffs is a quick way to get them employed quickly.

If you want to use this strategy for finding inexpensive employees, make sure that you are hiring from a company that has recently downsized. Companies downsize because they are struggling to perform, so their employees are likely to be trying to fill the gaps in their work ethic.

This kind of employee won’t be in the HR database, so when you hire them you will have the advantage of being able to select them without being worried about them being hired elsewhere. It will make your family friend’s transition into the workforce easy, and will give them a good work ethic and work ethic from the start.

Hire Interns/Junior Candidates

If you are considering hiring a seasoned employee, it is a good idea to start them out as an intern first. Although you may end up spending more money for the training program, it will pay off in the long run. You will be able to provide them with a good training experience and can monitor their performance.

Obtain an Employer ID Number

(EOI) from the payroll department for a new hire.

This information is available if you are part of a covered employer group under state law. If you want to hire an employee for the first time or rehire a former employee, you must obtain an Employer ID Number (EOI) from your payroll department. The number will stay on file for at least 21 days after the employee is hired or rehired.

<<<<See More about It from Wikipedia>>

If you are a covered employer as defined by state law, you will receive a 10-digit Employer ID number (EIN) from the Internal Revenue Service (IRS). This is the number that you will use for all tax filings related to payroll tax reporting.

The current list of covered employers can be found on the IRS website. The following employers are eligible for an EIN:

  • Internal Revenue Service (IRS)
  • Bank Employer Identification Number (EIN)
  • Federal Credit Union Share
  • Corporation
  • Pension Benefit Guar
  • Delta Dental Pensions & Benefits Fund
  • Fidelity Federal
  • Mutual Fund

Register for State & Local Taxes

New Hire Checklist:

  • Prepare Financial Statement
  • Print Payroll Checks
  • P&L Chart
  • Employee Payroll Report
  • Wage & Vacation Reporting

New Hire Training Checklist:

  • Interview
  • Fitness Assessment
  • Sample Opportunit^ Program
  • Team Building

New Hire Training Template:

  • Process Involved
  • Cost Outlined
  • Wage Rate
  • Performance Standards
  • Performance Measures

New hire training is a vital part of developing a new hire. Often times new hires only require a little information and learning the company's policies and procedures, but a new hire must also be trained for their specific position.

Oftentimes the training is conducted at the hire location, but many times it is scheduled and handled by the human resources department.

Training new hires can be time consuming and expensive, but it is essential for a successful business.

Purchase Workers’ Comp Insurance

You can’t go anywhere near a construction site without seeing signs warning of safety insurance, but while this is a good idea for a lot of occupations, it’s not required for construction workers.

This means that a lot of construction jobs are done by uninsured parties due to the fact that motor vehicle insurance or liability insurance is provided by your business insurance … not your personal insurance if you’re a self-employed worker.

Whereas your commercial insurance may cover injuries to employees in the case of an accident, it generally won’t protect you from illness or injury to yourself while working.

A workers’ comp insurance policy covers injuries to an employee in the case of an accident, or provides benefits after you’re no longer able to work.

Valid workers’ comp insurance is available for both general workers and construction workers. It’s the second most common type of insurance purchased by construction businesses.

You can either purchase workers’ comp insurance from your insurance company or you can opt to become an independent workers’ comp insurance contractor. This allows you to purchase the insurance from a reputable policy firm and allows you to also obtain discounts on your premium.

Post State & Federal Labor Law Posters

Determine What Your State Unemployment Tax Rate Is

Before you start thinking about the best way to set up a hiring checklist or begin writing and creating a hiring checklist, it’s a good idea to first determine what your state unemployment tax rate is.

To do this, just check out the website guidelines of your Unemployment Insurance (UI) office. Although the UI claims that every state will offer similar information on their site, you will quickly discover they are far from the truth. Each state has its own rulebook and UI guidelines that must be adhered to.

In addition, each UI office has its own unique UI tax rate, so it’s also a good idea to check with each office to get their policy and procedures.

Even if your tax rate is similar to other states in your region, it’s still a good idea to find out so that you can establish a hiring checklist that is compliant with all state UI laws.

New Hire Checklist Steps for Established Employers

Hiring a new employee for your workplace can be a matter of great concern. Even for the well-established employers, keeping tabs on new hires is of the utmost importance. Continuing to hire the wrong people costs a lot, and some employers complain that their doors are being slammed shut by those very same new hires they helped to guide into the workplace. Despite the complications, hiring new employees is an inevitable part of business.

If you’re ready to hire a new intern, summer associate, or full-time employee for your company, you’re going to want to follow some common-sense steps to ensure you’re hiring the right person for the job. Regardless of how successful you’re been in the past, dealing with new hire mistakes can be harrowing. Follow the steps on this checklist for hiring new employees and you’ll be able to greatly improve your chances of choosing the right person for your company.

Document Pre-screening, Employment Verification & Background Checks

If you’re not already doing it, you should consider gathering employment verification and background check information for each of your new hires. This information can provide you the necessary peace of mind, especially when the candidate doesn’t apply through an online job posting.

Here’s what you can look for in your new hire checklist:

Document Pre-screening

After new Hire Screening – Evaluation, you’ll want to assess if you need to do additional verification before your new employee starts work.

In instances where there are concerns about the new hire, there’s no better solution than to gather pre-employment verification documents. The more verification you have on file, the quicker you’ll have a chance to intervene if you need to.

Some of the verification you may want to confirm would be:

The type of employment relationship. Internal vs external – Federal, state or local

Background check. This includes but is not limited to criminal history, sex offender registries, or pre-employment drug screenings

Professional licenses. If you hire a professional or consultant, you’ll need to confirm that they have the necessary licenses to perform their job, or if they will be employed by an employer who does.

Obtain the Employee Signed Federal W-4 Form

Request a Signed State W-4 Form

Submit your W-4 to your human resources and payroll department along with your employee badge. They should keep a copy for evidence of your completed or "filled out" W-4 for tax records.

Have Employee Complete Form I-9

The Employee Verification Form I-9 (Form I-9) is used by employers for identification verification when hiring and verifying the employment eligibility of new employees. Form I-9 requirements have been updated frequently, and it is now mandated by the U.S. Department of Homeland Security in part by the Immigration Reform and Control Act of 1986 (IRCA). For a copy of Form I-9, you can visit the official website of the U.S. Department of Homeland Security, E-verify Employer Interactive.

For more information regarding Form I-9, the U.S. Citizenship and Immigration Services (USCIS) website’s page Federal Form I-9 Since January 1, 2009 offers a downloadable form which you can use to check whether the current employee has filled out and submitted the small form.

Register Employee With New Hire Reporting Program

After a new employee has been hired, paper paychecks can be a hassle; better yet, it can be difficult to hire the right employee if there’s no payroll program in place. Here’s how to create a new hire checklist to keep you and your company compliant.

Start with an Online Payroll Program

Online payroll programs are easy and it’s easier to keep track of earnings and to pay an employee using these systems. They are also simple to sign up for.

As far as payroll plans go, there are four main options you can choose from:

  • Profit First
  • Employee-First
  • Segment Pay
  • Multiple Pay Segments

Each of these programs is different, so keep this in mind when deciding which payroll program is right for you.

Before you start creating your new hire checklist, take a moment to read over your payroll plan. You’ll need to know which type of payroll plan you’re using so that you can assign tasks and information to the appropriate people.

How the New Hire Checklist Works

Stop having your employees check things off of a list and quit forgetting stuff or having to tell your employees –Hey, you forgot to put that down on your to-do list!” after they’ve worked at your place for a week. I created the New Hire Checklist because it makes my life easier and my employees’ lives easier.

Having a checklist can help you hire quality employees, keep track of their training, and help those employees know what you expect from them during their time at your office. Since the checklist is customizable and made for an office like yours, your employees will never have to check off a box that says –I can’t do that” because you fulfilled that responsibility.

Workbench A checklist will make sure you’ve covered the basics in your initial interview. Your new hire needs to know what’s expected from them, as well as how you want to do business.

Frequently Asked Questions (FAQs)

If you are looking for more information on healthcare hiring, you’re in the right place! Below are a few frequently asked questions that we get at HireRight.

What are the advantages of using an electronic Hire Checklist?

A Hire Checklist is an easy-to-use tool that allows the supervisors and hiring manager to keep track of the hiring process and compliance. Managers can easily identify whether candidates meet your organization’s hiring requirements and whether they are eligible to be hired.

Why trust HireRight with your Hire Checklist requirement?

Having a paper-based checklist that allows teams to cross-reference their emails, websites, or social media can be very time consuming and inaccurate. HireRight makes it a breeze to create your own electronic Hire Checklist for your organization.

How much does it cost to create your Hire Checklist?

The Hire Checklist is included in the cost of the Hire Right Visitor Management solution. If you are not already using the Visitor Management feature, it will be an additional cost.

Will I be able to keep track of my recruitment process if I am a part of a recruiting team?

Absolutely! Hire Right offers a robust feature that allows users to share and add recruitment details, documents, and locations to one profile.

Is there a complete list of all the forms I might need for new hires?

Checking off of anything on your new hire checklist can be overwhelming. Fortunately, if you’ve already hired someone before, you will be well-equipped to handle the process.

If you’re going to be your own individual new hire, however, this checklist will help guarantee that you’ve covered all of the bases.

If you were to hire all new hires at your own company, having a complete set of forms to check off right from the onset could help streamline the process quite a bit. No worrying if you forget to include a W-9 or not, or worry that you may have overlooked something important as you are filled with anxiety.

Making a separate new hire checklist is much the same as creating a checklist for a purchase or a project. It allows you to gather your thoughts, make sure you are prepared, and go into a process with all of the knowledge you need, so you can relax and focus on what you do best.

It can be time-consuming and tedious to create a new hire checklist, but once completed, it becomes a useful, wearable tool. You can print it out and keep it with you at all times so it’s not in the way when you are in the middle of a process.

Is there a checklist that provides additional information for onboarding a new hire?

Yes! You can create an onboarding checklist that provides additional information and instructions for onboarding your new hire. There is a free downloadable checklist template available on this page to quickly create your own checklist. It’s just a few minutes…

Fill out your onboarding checklist in advance of a new hire coming to work. Include information and instructions for your new hire on how to perform key company tasks both at work and outside of work. Your onboarding checklist should include basic information, such as where the new hire will be working, what his or her immediate supervisor will be, and what the new hire should do the first week in order to be successful at his or her new job. This information should be included in a scenario or two on how to handle the first few weeks of employment when the new hire is just starting. Depending on the type of business that you are in, you may need to have additional paperwork, forms, and forms of documentation that the new hire will need to provide for you.

Once you’ve created your onboarding checklist, you can finish by keeping it in a central location. Print it out, and keep it in a loose page file. Then, give a copy of this checklist to the new hire. At the first instance of a problem, simply hand the new hire the checklist to help the employee learn where to go for the assistance that he or she needs.

What is the best software to use for keeping track of and paying employees?

Most software to track employees is free, so it’s a very cost effective way to do the job. If your organization doesn’t have software, you might use an Excel sheet, a text document on your tablet or computer, or a product like Blueprint or Workplace to track your hiring and productivity. The advantage with using products like Excel and Workplace is that you can copy and paste the data from your email into these programs. If you’re not good at keeping track using Excel or Workplace and have a hard time entering tasks, you can download a template from the Chartio website and keep the data in an Excel spreadsheet.

It is easy to enter the data into a structure like this, but in a big organization, it is difficult to manage the data using spreadsheets. One way to solve this problem is by using cloud-based applications.

The primary advantage of hiring software is that the data is easily available for quick access.

Are there other resources needed once we start hiring?

Yes, there are a few resources that you will need to complete the HR department. This could simply be a check list to make sure you are following the correct Human Resources procedures for your company.

Having a basic checklist of the things you need to do for compiling a new hire document will help you stay organized. Next, with that checklist feel free to let us know what other questions you have about creating a new hire checklist.

What should be included in the new hire offer letter?

Ahead of hiring someone new, you will want to send them an offer letter. The reason this is so important is because it creates the basis for your future working relationship as well as the relationship that your new hire will have with your company. It should include all the information necessary such as job responsibilities, pay, and policies and procedures. It should also indicate acceptance of the offer along with acknowledgment of all the terms and conditions.

Often times, these letters can be quite lengthy and filled with a lot of information that your new hire is unlikely to remember in the future. To make things easier, it’s a great idea to include a checklist as part of the offer letter to provide your new employee with a list of the key job details. This way, they know what to expect when they join the team.

Below are examples of two such checklists. The first one is a sample offer letter with a checklist. The second is a sample checklist for your new employee. They can be downloaded as part of a free downloadable template.

Bottom Line

This Is A MUST-Read for Every Recruiter or HR Manager

For all jobs, especially entry level ones, when faced with their first hire, hiring managers rely heavily on their existing recruitment process to properly assess the candidate.

Most of the time, recruiters use their existing third-party screening platforms to evaluate candidates, so the hiring manager really doesn't get more than a few minutes with the finalist.

Luckily, there are a few proven techniques that you can add to your current hiring process, so you can at least get a better sense of the candidate you've just hired.

Here are four proven strategies which, when combined, will be able to give you enough information to make a good decision. If you're not sure what your hiring process should include, I'm going to show you how hiring managers use these four fundamentals to help them feel like they're making good decisions.

Do The Interview: In person or Over the Phone?

What is the best way to learn about a candidate? The best way is to do the interview and see how they act in real life. [source]

Make sure to schedule the phone interview first so you can see how they interact with your existing staff. After all, these kids will be working with them for many years as a part of your team.