The Onboarding Checklist Every Small Business Needs

First days matter. A thoughtful onboarding experience doesn’t just welcome someone to your team—it helps them settle, feel confident, and contribute quickly.

Here’s a practical checklist to guide you through those crucial first weeks.
Simple, clear, and built for small teams.

Before they arrive (1–2 weeks out)

• Send the offer letter and employment agreement

• Confirm acceptance, start date, and working hours

• Complete pre-employment checks (right to work, references, background)

• Collect payroll details (W-4, direct deposit info)

• Set up their profile in your HR or payroll system

• Assign a manager and onboarding mentor

• Agree on first-month goals

• Prepare equipment, system access, and workspace

• Share your handbook and welcome info

• Send a warm, personal welcome email

Day one

• Greet them personally

• Meet with their manager to kick things off

• Finalize ID checks and documentation (I-9)

• Confirm emergency contact details

• Give a tour (restrooms, kitchen, fire exits, etc.)

• Introduce them to the team

• Ensure access to email, calendars, and tools

• Review role, responsibilities, and initial goals

• Provide a health and safety overview

• Take them for coffee or lunch

• Let them settle in without rushing

Week one

• Hold brief daily check-ins with their manager

• Assign their first real task or project

• Offer training on tools, processes, and systems

• Clarify probation expectations and how reviews work

• Introduce key collaborators across the business

• Walk through benefits and time-off procedures

• Complete and store any remaining HR documents

• Ask for questions and invite feedback at week’s end

Month one

• Check in with a more formal 1:1

• Review goals and offer thoughtful feedback

• Share more about company values and the bigger picture

• Invite them to team events or collaborative projects

• Identify any support or training needs

• Begin career conversations early—what’s next for them?

• Ask how the onboarding process has felt so far

• Recognize and celebrate what they’ve achieved

Month three

• Review their performance and progress

• Talk honestly about what’s going well and where they need support

• Decide on probation outcome—pass, extend, or address next steps

• Confirm long-term employment status

• Set new goals and development plans

Every strong team starts with a strong beginning.
Need help creating an onboarding process that feels clear, human, and scalable?

Let’s build something that fits your business—and helps your new hires thrive.
Reach out for a friendly, no-pressure chat.