New Employee Forms – The Complete Checklist for 2025

by Srikant Chellappa Dec 18,2024
Engagedly
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with Srikant Chellappa, CEO

Organizations with a competent onboarding process are 62% more productive than those without a structured approach. They also retain their new hires 50% more effectively.

Effective employee onboarding begins with an effective new employee forms checklist. This information reduces the steps involved in the hiring process and helps fulfill legal regulations.

Employee onboarding can be important, considering the relevance of hybrid or virtual workspaces, and using the perfect checklist for new employee forms can be helpful.

An efficient onboarding process relieves new hires’ stress and provides an effective foundation for long-term success. Completing all required documentation, from offer letters to compliance forms, helps streamline payroll, benefits, and legal verification.

This guide will take you through an engaging checklist of required new employee forms categorized by crucial stages of the onboarding process. Let’s dive in!

What are New Employee Forms?

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New employee forms are documents that an employer asks new employees to fill out as part of the onboarding procedure. Such forms include paperwork compliance, payroll setup, specific agreements about roles, and acknowledgment of policies.

Purpose of New Employee Forms

The new hire paperwork ensures the following:

  • Checking if the new employee can work legally.
  • Determines employment conditions, such as work duties, wages, and benefits.
  • Legal and organizational terms and conditions between the employer and the employee.

Why Use an Exhaustive Checklist for New Employee Forms?

A checklist for new employee forms is needed to:

  • Ensure that all the needed documents are collected on time.
  • Improve retention as structured onboarding processes increase employee satisfaction.
  • Ensure compliance and legal requirements regarding employment eligibility and tax filing.
  • Save time and streamline the administrative work of HR teams.
  • Clarify expectations related to the employee’s role, responsibilities, and benefits.

A Comprehensive Checklist of New Employee Forms

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According to research, 81% of new employees feel anxious about the overwhelming information that they have to process. Organizations must ease this stress and follow a structured documentation process.

Here are the most critical new employee forms that need to be filled during the onboarding process:

1. Job Offer Letter

The job offer letter is the formal written document that details the terms and conditions of employment agreed upon between the employer and new hire. Although not legally enforceable, this letter provides certainty and clarity regarding the job. It usually contains:

  • Job Title: Description of the specific role offered.
  • Job Description: Key responsibilities and expectations.
  • Compensation: Salary details, bonuses, and any commission.
  • Job Start Date: Official date employment starts.
  • Location: Specifies whether the job is remote, hybrid, or on-site.
  • Signatures: Both parties need to co-sign it to confirm mutual agreement.

2. Employment Contract / Contractor Agreement

The employment contract is a legally binding document that is more detailed than the offer letter. For independent contractors, it becomes a contractor agreement. It includes:

  • A detailed description of the role.
  • Whether the role is permanent or temporary.
  • Salary, bonuses, and benefits packages.
  • The day-to-day tasks and obligations.
  • Procedures for termination.

3. Non-Compete Agreement

The non-compete agreement legally restricts an employee from working with Competitors or starting similar businesses.

The duration of this contract is normally 6-24 months after employment. Employers must verify that non-competes are enforceable in the state where the employee lives because some states, such as California, prohibit them.

4. Non-Disclosure Agreement

An NDA safeguards sensitive company information, ensuring that employees do not disclose:

  • Proprietary data or trade secrets.
  • Business strategies, client information, or internal policies.

5. At-Will Agreement

The at-will agreement establishes that the employer or employee can end the employment relationship at any time and for any reason without giving notice. Exceptions include:

  • Violations of public policy.
  • Discrimination or wrongful terminations.

6. Employee Handbook Acknowledgment

The employee handbook is a complete guide, orienting employees to the company culture and rules. It contains:

  • Mission statement and core values
  • Policies and procedures, including attendance, leave, and code of conduct.
  • Operational information like dress code, HR systems, and organizational chart.

All employees must sign an acknowledgment form to show that they are aware of and agree with the set policies.

7. Benefits Brochure

The benefits brochure gives an in-depth explanation of all the benefits for employees, such as:

  • Health Insurance
  • Leave Policies
  • Retirement Plans
  • Extra Benefits

Federal and State Forms

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8. Form I-9 (Employment Eligibility Verification)

This form verifies that the employee is authorized to work in the United States. The Employee’s Part should be completed on or before Day 1.

For the Employer’s Part, the credibility of verification should be made within three business days. Employers are required to check the original identification documents from among the following visually:

  • Passport
  • Driver’s license
  • Social Security card.

10. Form W-4 (Employee’s Withholding Certificate)

It determines the amount of federal income tax withheld from the employee’s paycheck. The IRS has a Tax Withholding Estimator that can be used to help complete it correctly.

11. Form W-9 (Request for Taxpayer Identification Number)

This is used for independent contractors reporting taxable income. This form obtains the contractor’s Taxpayer Identification Number (TIN) or Social Security Number (SSN)

12. State-Specific Tax Forms

A few states have additional withholding forms beyond the W-4. Ensure compliance with state-specific tax requirements.

Employee Information Forms

13. Direct Deposit Form

Employees choosing direct deposit must provide:

  • Bank account information.
  • Routing number.
  • Deposit preferences.

14. Emergency Contact Information

Prepares the organization for emergencies by obtaining:

  • Full name.
  • Relationship to the employee.
  • Contact information (phone/email).

15. Background Check Consent Form

Employers may require a background check confirming:

  • Employment History
  • Criminal Records
  • Credit and Motor Vehicle History: Depending on the position.

The new hire’s written consent is required before conducting any screenings.

Optional but Helpful Forms

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New employee questionnaire, which assists HR and managers in understanding the new hires:

  • Interests and career goals.
  • Preferences and learning styles.
  • Compliance-Specific Documents, which include role or industry-specific documents, such as:
  • Ethical guidelines.
  • Compliance and safety training materials.

Consider creating an onboarding checklist that will help you design a seamless, people-focused onboarding experience for your new team members.

How to Create the Best New Employee Forms Checklist

An effective new hire checklist will ensure that workers will understand their positions smoothly, along with company culture, processes, and expectations. A well-structured onboarding process maximizes retention, engagement, and productivity.

Here is how organizations must curate a checklist for new employee forms:

1. Preboarding Period

The preboarding phase is from when the candidate accepts the job offer up until his arrival. It helps reduce anxiety, builds anticipation, and primes the employee for a great first day. A strong preboarding process enhances new hire retention by 82%. Key activities include:

  • Send a welcome email in a positive tone, including:
  • Schedule of first days or week
  • Contacts and team introduction

Pre-Arrival Forms and Paperwork, which involves delivering crucial documents like

  • Tax forms (e.g., W-4, I-9).
  • Payroll direct deposit details.
  • Benefits enrollment information.
  • Employee handbook or company policies for preview purposes.

Communicate Key Information, including practical information, to avoid surprises. It should include:

  • Attire.
  • Parking details, if on-site.
  • Login information for remote tools.
  • Virtual Introductions: To enable the new employee to begin developing relationships, Provide a virtual introduction to the team members or influential stakeholders.

2. Onboarding Day

The first day creates an inviting atmosphere and an impression of the organization for the new hire. A good first day helps increase morale, reduce stress, and ultimately set the tone for success.

Key Steps to Include:

  • Greet employees warmly with a prepared workspace, physical or virtual. Assign a mentor or onboarding buddy.
  • Give a tour of the office (if in person) or a virtual overview of digital systems, platforms, and tools.
  • Introduce the new hire to the team members, leadership, and cross-department collaborators.
  • Give the employee handbook and give an overview of the following:
  • Ensure access to e-mail, software, systems, and equipment needed to work productively.
  • Introduce the onboarding process, outlining what to expect during the following weeks.
  • Start training specific to the job, tools, systems, and methodologies for the employee.
  • Provide a comprehensive job description that defines short-term tasks, early projects, and long-term expectations and goals.
  • Hold a meeting to address concerns and provide support for change.

3. First 90 Days (30-60-90 Day Plan)

The first 90 days are vital in building confidence, familiarization with the company culture, and establishing performance expectations. Segmenting the onboarding process will allow for smooth progression.

30 Days – Focus on learning and understanding of:

  • Role-specific responsibilities.
  • Company culture, values, and policies.
  • Critical tools and workflows.
  • Set initial performance expectations.

60 Days – Engage the new hire actively:

  • Get the new hire to work on projects.
  • Promote teamwork and cross-departmental interaction.
  • Provide constructive feedback and mentorship.

90 Days – Review and establish future goals:

  • Hold a formal 90-day review in which to discuss their accomplishments, challenges, and opportunities.
  • Adjust the goals for the next phase.
  • Reinforce the employee’s value to the organization.

Onboarding Beyond the Paperwork

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Onboarding shouldn’t be as dry as compliance tasks. When you plan your new hire’s first day, think about the experience beyond the basics:

  • How will they experience and understand your company culture?
  • How will their coworkers connect with stakeholders and with each other?
  • How will they feel welcomed into your work environment?
  • How will they learn the expectations and milestones of their new role?

Conclusion

All comprehensive new employee forms checklists are crucial to ensure that onboarding takes place smoothly, efficiently, and in full compliance. It provides clear expectations for new employees, protects the company, and helps integrate them with others in the company.

Effective onboarding reduces turnover and enhances employee satisfaction and productivity. Organizations with structured onboarding programs encourage a growth-oriented workplace culture and retention.

FAQs

How to integrate your staff using new employee forms?

Forms and formalities form part of the process. Onboarding is an opportunity to go deeper and create connections that last. Integration starts before the first day. It’s more of preparing your team and work environment to receive someone new. Integration inspires creativity, enhances teamwork, and increases turnover.

How to know your new hires using new employee forms?

Use a new employee questionnaire for that personal touch. While the mandatory forms concentrate on legalities, a caring questionnaire helps you gain insights into the employee’s goals, interests, and personality. It can also enhance teamwork and rapport with the team.

Why should organizations worry about employee well-being?

Employee well-being is a demonstrated way to ensure long-term engagement. 87% of workers would consider leaving a company that doesn’t focus on employee well-being. Investing in wellness programs can boost retention and morale, reduce turnover, and show employees they’re valued beyond their job titles.

Why should organizations support teams beyond day one?

Organizations should support teams beyond day one to ensure sustained productivity, encourage continuous growth, and address evolving challenges. This can lead to better performance, employee engagement, and long-term success.

Author
Srikant Chellappa
CEO & Co-Founder of Engagedly

Srikant Chellappa is the Co-Founder and CEO at Engagedly and is a passionate entrepreneur and people leader. He is an author, producer/director of 6 feature films, a music album with his band Manchester Underground, and is the host of The People Strategy Leaders Podcast. He is currently working on his next book, Ikigai at the Workplace, which is slated for release in the fall of 2024.

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