New hire checklist template
An onboarding checklist in Excel by stage (before day one, first day, first week, first 30 days) with owner, due date and done, including W-4, I-9 and direct deposit.
- ๐บ๐ธ US format ยท Letter size
- Free
This is a sample form. Check that the terms and pay match federal and state labor rules and your company policy.
Pick your options and the preview updates. The file opens in Excel, Google Sheets or Numbers.
The file is built in your browser. Nothing is uploaded or saved.
Sheets
- How to use
- Checklist: stage (dropdown), task, owner (dropdown), due (computed from the start date), done (dropdown), notes, with a completion rate at the top
Color key
- Yellow cells: fill these in
- Blue cells: formulas, leave them as they are
- Gray rows: examples you can delete
Federal forms have their own deadlines
The I-9 and W-4 are federal forms with fixed timing; this checklist only reminds you. Download the current versions from USCIS and the IRS, and check whether your state has its own withholding form and new hire reporting deadline (most states require a report within 20 days).
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New hire checklist
| Stage | Task | Owner | Due | Done | Notes |
|---|---|---|---|---|---|
| Before day one | Offer letter signed and returned | HR | |||
| Before day one | Payroll record created with pay rate and schedule | HR | |||
| Before day one | New hire paperwork packet prepared (W-4, I-9, state form, direct deposit, emergency contact, handbook) | HR | |||
| Before day one | Laptop, phone and equipment ordered and set up | IT | |||
| Before day one | Email and system accounts created | IT | |||
| Before day one | Workspace ready and badge or keys requested | Manager | |||
| Before day one | Welcome email sent with first-day time, place, parking and what to bring (ID for the I-9) | Manager | |||
| Before day one | Onboarding buddy assigned and first-week schedule drafted | Manager |
Completion (top of the sheet)
| Item | Value |
|---|---|
| Completion rate | =COUNTIF(Done,"Done")/COUNTA(Task) |
| Done / total | =COUNTIF(...)&" / "&COUNTA(...) |
This shows the first part of each sheet as it prints on Letter paper. The file also has a how-to sheet and formulas, and every column fits one page width when you print from Excel.
How to use it
Type the start date and download. The sheet lists about thirty onboarding tasks in four stages, each with an owner and a due date worked out from the start date: three days before for the preparation, the first day for the paperwork, five days in for the I-9 Section 2 and benefits packet, and thirty days for the check-in and enrollment deadline. Turn off the IT rows if a manager handles equipment.
Share the file with the manager and the new hire so each owner can mark their rows Done. The completion rate at the top shows how far along the onboarding is. Pair it with the 30-60-90 day plan for the work side of the first three months.
Things to watch
The Form I-9 deadline is the one most often missed: Section 2 must be completed within three business days of the start date, which is why that row has its own due date. State requirements differ, so check for a state withholding form and the new hire reporting deadline where you are. Keep completed I-9s and medical information out of the general personnel file.
Calculators that go with this
Frequently asked questions
Can I change the stages or owners?
Yes. They are dropdowns built into the sheet. Type over the task text, change the owner or move a row to another stage. For a different list of dropdown values, edit Data Validation in Excel or Google Sheets.
Why is the I-9 row due on a different day than the rest of the first week?
Federal rules give the employer three business days after the start date to complete Section 2. The sheet counts business days for that row only, so a Friday start gives a Wednesday deadline.
Does the completion rate work in Google Sheets?
Yes. It uses COUNTIF and COUNTA only. The dropdowns may need to be set up again after importing.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.