New Employee Onboarding Compliance Checklist

Getting onboarding right is not just good practice - it's a legal obligation. This checklist covers every compliance step from offer letter to end of probation, for both employees and workers. Work through it for every new starter and keep a record of completion.

Before day one

• Send a written offer letter confirming the role, salary, start date and any conditions (references, right to work)
• Conduct a right to work check - copy the document and record the date checked (see our separate guide)
• Obtain at least two references where possible and record receipt
• Issue the written statement of particulars on or before the first day - not within two months
• Set up payroll, PAYE registration and auto-enrolment assessment
• Ensure the employee is enrolled in (or assessed for) a workplace pension
• Check whether the role requires a DBS check and complete it before start date if so
• Send an HMRC starter checklist (previously P46) for tax code purposes

Day one

• Collect the employee's original right to work documents and retain a copy
• Issue keys, access passes, and any equipment - record what is issued
• Brief the employee on health & safety, emergency procedures and first aid points
• Introduce the employee to their line manager and immediate team
• Ensure the employee can access systems, email and any required tools
• Confirm the probationary period terms and review date

First week

• Complete mandatory training - data protection awareness, health & safety, equality & diversity
• Issue the Employee Handbook (or link to it) and obtain a signed acknowledgement
• Share the grievance and disciplinary procedures
• Introduce the employee to the appraisal process and any performance targets
• Confirm reporting lines and any authorisation levels relevant to the role

End of probation

• Conduct a formal probation review and document the outcome
• If passing: confirm in writing and update any relevant records
• If extending: issue a written extension notice with a clear timeline and targets
• If not passing: follow a fair process - allow the employee to respond, document your reasons, and issue written notice
• Update Jojan One's People & HR record to reflect contract confirmed

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