Onboarding Checklist for New Hires (Free Downloadable Template)

The first day at work can shape how a new hire feels about your company. If things are messy, they might feel unsure. But if everything is clear and welcoming, they’ll settle in faster.

To make this happen, you need to have an onboarding checklist. It helps you to know what to prepare before the first day, what to do on Day 1, and how to keep supporting the new employee after that.

What Is an Onboarding Checklist?

When a new employee joins your company, their first few days can feel overwhelming. There are forms to fill out, tools to learn, people to meet, and expectations to understand. To help you with that, you can use an onboarding checklist.

It includes a step-by-step guide used by HR and managers to make sure everything important is covered during a new hire’s first days, weeks, and months. A checklist helps you prepare the workspace, give system access, share your company culture, and offer support along the way.

With a clear checklist, no one forgets the small but crucial things in an administrative setup, like setting up email accounts, introducing team members, or explaining key job responsibilities. It makes sure the experience feels smooth and structured, both for the employee and for your internal teams.

Having a consistent checklist every time you bring in someone new can help you create a welcoming experience, keep everything organized, and help your new hire get comfortable in their role faster.

Why It Matters for HR

Hiring someone new is only the first step. What happens after they sign the offer letter can shape how long they stay and how well they perform. This is where a proper onboarding checklist becomes valuable for HR teams.

So, why should every HR team have an onboarding checklist?

1. Helps Reduce Early Resignations

When new hires feel welcomed and supported, they’re more likely to stay. A clear onboarding process helps reduce early resignations by giving new employees the guidance they need from the beginning.

2. Keeps Company Documents Organised

By having an onboarding checklist, you track important documents like EPF, SOCSO, EIS registration, and employee details. HR won’t miss anything important, and everything stays in order for audits or internal reviews.

3. Speeds Up Employee Productivity

A proper onboarding plan helps them settle in and start contributing sooner. New hires can get to work faster when they understand their job role, team goals, and how things are done in the company.

4. Creates a Consistent Experience

Every new employee goes through the same process. Whether they join the marketing team or operations, your checklist keeps everything consistent, which avoids confusion or missed steps.

5. Builds Better Engagement

When employees receive proper introductions, buddy support, and team interaction, they feel more connected to the company.

6. Makes It Easier to Spot Issues Early

Sometimes, problems come up, such as access issues, training gaps, or unclear tasks. This can be avoided through a good onboarding process. HR can detect these problems early and can fix them quickly before they affect performance.

How Long Should Onboarding Last?

An ideal onboarding process usually takes between 30 to 90 days, depending on the role and the company.

Day 1 to Day 7: Welcome and Setup

The first week is all about helping the new hire feel comfortable. HR and managers can focus on basic things like giving an office tour, setting up their workspace and tools, introducing team members, and going through important company policies.

Week 2 to Week 4: Learning the Job

After settling in, the employee starts focusing more on their actual tasks, including training sessions, learning internal systems, and starting with smaller projects. Managers should guide them on daily tasks and explain how their role supports the company’s goals.

Month 2 to Month 3: Review and Feedback

This is the time for deeper conversations. Managers should give feedback, discuss what the employee has learned, and check how well they are adjusting. It’s also a good time to talk about long-term goals and next steps, such as additional training or responsibilities.

New Hire Onboarding Checklist based on First Day

Pre-Onboarding Checklist (Before First Day)

Before a new hire even steps into the office, prepare a few key things to make the first day run smoothly.

1. Offer Letter and Acceptance

Send the official offer letter to the selected candidate and collect their signed acceptance. This confirms the employment agreement and gives both parties a clear starting point.

2. Submit Employee Details to Government Bodies

Once the offer is accepted, submit the employee’s information to the required agencies such as SOCSO, EPF, EIS, and for tax purposes under PCB (Potongan Cukai Bulanan). Doing this early helps avoid issues with legal compliance later on.

3. Prepare Workspace and Tools

Whether the employee works in the office or remotely, make sure their laptop, email account, software tools, and workstation (if applicable) are ready. This includes setting up logins, desk space, and access to company systems.

4. Send Welcome Email and Handbook

Before their first day, send a friendly welcome email that includes basic info about the team, what to expect on the first day, dress code (if any), and links to the employee handbook. This gives the employee time to read through important policies in advance.

5. Assign a Buddy or Mentor

Assign someone from the team to act as the employee’s buddy or mentor. This person can help answer small questions, guide them around on the first day, and make introductions smoother. Let the team know who’s joining so they can also prepare to welcome the new hire.

First Day Onboarding Checklist

The first day can shape how a new employee feels about your company. A warm, organised welcome helps them settle in quickly and reduces first-day stress.

1. Office Tour and Team Introduction

Give the new hire a short tour of the office. Show them key areas like their desk, meeting rooms, pantry, toilets, and emergency exits. Then, introduce them to their teammates and immediate manager.

2. Provide Access to Internal Systems

Make sure they can log in to important platforms like your HR system (HRIS), email, time tracking tool, and any software they’ll be using daily. It’s best if all credentials are ready before they start work.

3. Review Job Responsibilities and KPIs

Sit down with the employee and go through their job role, day-to-day tasks, and performance goals (also known as KPIs). Set clear expectations and give them direction.

4. Brief on Company Policies

Spend some time discussing your company’s key rules on how to apply for leave, claim expenses, dress code (if any), workplace conduct, and working hours. If you’ve already shared the employee handbook earlier, this can just be a quick review.

5. Safety, Health, and Compliance Briefing

For industries like manufacturing, logistics, healthcare, or F&B, health and safety procedures are critical. Use this time to explain how to stay safe at work, what to do in an emergency, and who to report incidents to. Even for office-based roles, this step should not be skipped.

First Week Checklist

The first week is all about helping the new hire settle in and start contributing. They’re still adjusting, so this is the time to give support, answer questions, and guide them step by step.

1. Departmental Introductions

Let them meet people from other departments they’ll be working with. They can observe and understand how the company works and who to go to for specific tasks. It also builds a sense of teamwork early on.

2. Attend Mandatory Training or Orientation Sessions

Some companies have compulsory training during the first week. This could include compliance training, safety rules, or an overview of the company’s mission, values, and structure.

3. Set Short-Term Performance Goals

Now that they’ve had a few days to understand the role, it’s time to talk about goals. These can be simple targets for the first month, like learning certain systems, completing small tasks, or shadowing a colleague.

4. Complete Employee Profile and Bank Details

If not yet done, the employee should complete their profile in your HR system and submit their bank details for payroll to avoid any salary delays and keep records complete.

5. Follow Up with Buddy or HR on Early Issues

Assigning a buddy during onboarding can really help to uncover small issues before they grow bigger. Encourage the new hire to check in with their buddy or HR if they have concerns or feel confused.

First 30/60/90 Days Checklist

The first 90 days are important to build confidence, track progress, and shape the employee’s experience. Here’s how to structure it in three key stages:

30-Day Check-In: Culture Fit, Early Wins, and Questions

By the end of the first month, the employee should have a better sense of how your company operates. Check if they’re adjusting well to the team and company culture. You can also highlight small achievements or early wins to boost confidence. Ask if they have any challenges or questions.

60-Day Check-In: Skills Review, Team Collaboration, Performance

At this point, the employee is expected to be more involved in their daily tasks. Use this stage to review how they’re applying their skills and how well they work with the team. You can also look at early performance indicators, like task completion, communication, and initiative. If there are gaps, this is the time to offer guidance or additional training.

90-Day Review: Formal Performance Evaluation and Confirmation Status

After three months, it’s time for a formal review. Sit down with the employee and give feedback based on clear criteria: performance, teamwork, communication, and results. This review can also be used to confirm their employment status if they were on probation. It’s also a good chance to discuss the next steps, such as training plans or longer-term goals.

Digital Onboarding Tools for Employers in Malaysia

In today’s hybrid and remote work environment, many HR teams in Malaysia are turning to digital tools to manage onboarding. These tools help organise the process, reduce paperwork, and keep things running smoothly, even when new hires are not physically in the office.

Commonly Used Digital Onboarding Tools

HReasily: This tool supports end-to-end HR processes, including digital onboarding, leave tracking, payroll, and employee data management. It automates tasks so HR doesn’t need to handle everything manually.
Kakitangan.com: It is a popular Malaysian HR software that offers onboarding features along with payroll, attendance, and claims. It’s simple to use and suitable for SMEs.
Lark: A communication and collaboration platform that combines messaging, video meetings, and document sharing. It’s useful for onboarding when teams are distributed or working remotely.

Why Use Digital Onboarding Tools?

Using digital tools means HR can prepare and track onboarding tasks in one place. Employees can receive welcome messages, fill in their documents, and attend virtual training sessions, all from their own device. Setting up all of this makes it a more professional and efficient experience, especially for companies with remote or hybrid setups.

It also helps keep a digital record of the onboarding process, which is useful for tracking progress and staying compliant with HR documentation standards.

Downloadable Template Section

Free Download Onboarding Checklist (Google Sheet)

Free Download Onboarding Checklist (Excel)

Free Download Onboarding Checklist (PDF)

Tips to Improve the Onboarding Experience

A structured checklist is important, but the best onboarding experiences often come down to the human touch. Check some simple tips employers in Malaysia can use to make onboarding more welcoming and effective below:

1. Personalise the onboarding process

Not all employees have the same needs. A new junior executive and a senior manager require different types of guidance. Try to adjust the onboarding based on their role, department, and experience level so that it feels more relevant and useful.

2. Use small welcome gestures

Giving new hires a small gift, like a welcome kit, a snack pack, or a thank-you note, can create a warm first impression. These gestures help employees feel noticed and appreciated from Day 1.

3. Help them connect with the team early

Introduce the new employee to team members on the first day. Whether it’s a quick group lunch or a virtual video call, early introductions can reduce awkwardness and build relationships faster.

4. Make sure managers stay involved

Line managers should not just hand off onboarding to HR. Their active involvement, through regular check-ins, task support, and feedback, makes employees adjust quicker and perform better.

5. Ask for feedback after 30 or 90 days

Once the employee has settled in, ask them what went well and what could be better. Having their thoughts can help you to improve your future onboarding process and show new hires that their opinions matter.

FAQs

What documents are needed during onboarding in Malaysia?

At the very least, you’ll need the signed offer letter, personal details (like IC/passport copy), bank information, SOCSO, EPF, EIS, and tax forms (PCB), as well as any company-specific HR forms. Some companies also prepare a digital employee file for easy access later.

How long should onboarding last?

It usually lasts between 30 to 90 days. The first week is crucial for setup and orientation, while the following months should include training, progress reviews, and development planning. The length depends on the role and your company’s size.

Is onboarding mandatory by law in Malaysia?

There is no law that specifically requires onboarding. However, it is closely tied to other legal obligations like registering employees for SOCSO, EPF, and providing proper job details. A good onboarding process can also reduce legal risks by communicating policies and expectations early on.

Should I onboard interns and contract workers too?

Yes. While they may be temporary, they still need clear instructions, tools, and introductions to perform well. It can make them feel part of the team and complete their work effectively.

Can onboarding be done remotely in Malaysia?

Yes. Many companies use digital platforms like Google Meet, Zoom, or HR tools like Kakitangan and HReasily to onboard employees remotely. Documents can be shared via email or cloud storage, and virtual meetings can replace physical introductions and training sessions.

What’s the difference between orientation and onboarding?

Orientation is usually a one-time event, often done on the first day, to introduce the company and basic policies. Onboarding is a longer process that covers training, check-ins, and performance goals over weeks or months.

How do I know if my onboarding process is effective?

Ask new hires for feedback after 30 or 90 days, track how quickly they adapt to their roles, and check if early turnover rates improve. You can also monitor their engagement and performance in the first three months.

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