You hired someone great. They start Monday. You know you should "onboard them properly," but you're not sure what that actually means beyond handing them a laptop and saying "welcome."

Most founders think: "I'll figure it out as we go. Every hire is different anyway." What they don't realize: without a structured onboarding template, you'll forget critical steps (like state-required notices), overwhelm your new hire with random information, and waste their first weeks wandering instead of ramping.

The expensive truth: New hires without structured onboarding take 2-3x longer to become productive and are 40% more likely to leave in the first year. A simple checklist ensures nothing falls through the cracks, and ensures every new hire gets the same high-quality experience regardless of who's managing them.

Here's a ready-to-use onboarding template with specific responsibilities for hiring managers and new employees at each stage.

Equipment & Access (Complete 3-5 days before start):

☐ Order laptop/equipment (if not already done)

☐ Set up email account and send credentials

☐ Create accounts and grant access:

☐ Prepare workspace (in-office) or ship welcome package (remote):

☐ Assign onboarding buddy

☐ Send personalized welcome email from hiring manager (see template below)

☐ Notify team of new hire's start date and role

☐ Schedule first week meetings:

☐ Create 30/60/90 day plan document

☐ Prepare onboarding documentation:

☐ Prepare state-required notices and forms:

Subject: Welcome to [Company]! Here's what to expect Monday

Hi [Name],

We're excited for you to start on [Day, Date]. Here's what to expect:

Before Monday:

Your laptop ships [day] and should arrive by [day]. Login credentials will be in a separate email. If anything doesn't arrive or work, text me: [phone].

Monday Schedule:

9:00 AM - Coffee chat with me (we'll cover your first week and answer questions)

10:00 AM - Meet the team (casual intros)

10:30 AM - Paperwork (30 min, mostly e-signatures)

11:00 AM - Product walkthrough

12:00 PM - Team lunch

1:00 PM - Set up your workspace & tools (your buddy [Name] will help)

3:00 PM - Done for the day!

First Week Focus:

Your only job this week is to learn. No pressure to produce anything yet. We want you to:

- Understand our product and customers

- Meet everyone on the team

- Get your environment set up

- Ask all the questions

What to Bring:

Just yourself. We have everything else ready.

Looking forward to Monday!

[Your name]

[Title]

[Phone number]

Morning (First 3 hours):

☐ 9:00 AM - Welcome conversation (60 min):

☐ 10:00 AM - Team introductions (30 min):

☐ 10:30 AM - Complete required paperwork (30 min):

☐ 11:00 AM - Product/service walkthrough (60 min):

☐ 12:00 PM - Team lunch

Afternoon (2-3 hours):

☐ 1:00 PM - Workspace & tool setup (with buddy):

☐ 2:30 PM - Share 30/60/90 day plan:

☐ 3:00 PM - End-of-day check-in (15 min):

☐ Complete all required paperwork

☐ Set up email and Slack on phone and laptop

☐ Test all account logins

☐ Read employee handbook (skim on Day 1, deep read by end of Week 1)

☐ Meet every team member at least briefly

☐ Ask at least 3 questions (don't stay silent if confused)

☐ Note anything you need that's missing (access, tools, information)

☐ Review 30/60/90 day plan

Structured Meetings:

☐ Monday: Onboarding conversation (covered above)

☐ Tuesday - Thursday: Schedule 30-45 min meetings with:

☐ Friday - Week 1 Retro (30 min):

Daily Check-Ins:

☐ End-of-day Slack check-in each day: "How's it going? Stuck on anything?"

First Assignment:

☐ Assign first small project/task (completable in Week 2):

Learning:

☐ Read all onboarding documentation provided

☐ Complete product/service deep dive (use it as a customer)

☐ Shadow at least 2 customer calls/demos (if applicable)

☐ Review codebase / sales process / marketing materials (depending on role)

☐ Understand company values and how they show up in decisions

Relationship Building:

☐ Have 1:1 coffee/lunch with onboarding buddy at least twice

☐ Ask each team member: "What do you wish you'd known when you started?"

☐ Join team social channels/activities

Logistics:

☐ Set up benefits (if enrollment window is open)

☐ Review and understand PTO policy

☐ Understand expense reimbursement process

☐ Know who to ask for different types of help

Clarifying Questions to Ask:

☐ "What does great performance look like in my role?"

☐ "What are the top 3 priorities for my first month?"

☐ "How do I know if I'm on track or falling behind?"

☐ "What's the best way to get your attention if I'm stuck?"

Week 2:

☐ Assign meaningful project with clear deliverable

☐ Mid-week check-in (15 min): "How's the project going? Need anything?"

☐ End-of-week check-in: Specific feedback on work produced

Week 3:

☐ Increase ownership: Give project they own completely

☐ Introduce to external stakeholders (customers, partners)

☐ Weekly 1:1 meeting established (ongoing)

Week 4 (30-Day Review):

☐ Formal 30-day check-in (45-60 min):

☐ Gather 360 feedback from others they've worked with

☐ Document 30-day review notes

Week 2:

☐ Complete first assigned project

☐ Ask for feedback on work: "What should I do differently next time?"

☐ Identify one process improvement or question about "why we do it this way?"

Week 3:

☐ Take ownership of first complete project/area

☐ Proactively update manager on progress (don't wait to be asked)

☐ Build relationship with at least one cross-functional partner

Week 4:

☐ Prepare for 30-day review: self-assess performance

☐ Come with questions: "What should I focus on improving?"

☐ Identify areas where you need more support/training

Ongoing:

☐ Daily: Update manager on progress in Slack/standup

☐ Weekly: Attend 1:1 with manager prepared with updates and questions

☐ Ask for help when stuck (don't struggle silently for days)

☐ 60-day review (30 min):

☐ Expand responsibilities if performing well

☐ Provide growth opportunity (mentor junior person, lead small project, present to team)

☐ Demonstrate independent problem-solving (bring solutions, not just problems)

☐ Complete at least one end-to-end project successfully

☐ Proactively identify and propose improvement in your area

☐ Begin mentoring newer team members (if any have joined)

☐ Formal 90-day review (60 min):

☐ Document 90-day review formally

☐ Celebrate: Public recognition of their work in team meeting

☐ If performance concerns: Create improvement plan with specific metrics

☐ Fully own domain/area with minimal oversight

☐ Proactively solve problems without manager involvement

☐ Contribute to team beyond individual work (help others, improve processes, share knowledge)

☐ Demonstrate company values in decision-making

☐ Have clear understanding of next 6-month goals

Complete within specified timeframes after hire:

☐ I-9 Employment Eligibility Verification (within 3 days of hire)

☐ W-4 Federal Tax Withholding

☐ State tax withholding form

☐ Report new hire to state (timeframe varies by state: 20 days in most states)

☐ Provide Wage Theft Prevention Notice (at time of hire)

☐ Provide Sexual Harassment Prevention Policy (at time of hire)

☐ Provide Paid Sick Leave Notice

☐ Provide meal and rest break policy

☐ Complete sexual harassment training within 6 months (supervisors: 2 hours, employees: 1 hour)

☐ Provide notice of workers' compensation coverage

☐ Provide FAMLI notice (within 10 days of hire)

☐ Provide HFWA Paid Sick Leave notice

☐ Confirm pay transparency disclosure was in offer letter (should already be done)

☐ Provide Wage Protection Act poster/notice

☐ Provide Sexual Harassment Prevention Policy (at time of hire)

☐ Complete annual sexual harassment training (all employees, interactive)

☐ Provide Wage Theft Prevention Notice (pay frequency, rate, overtime calculation)

☐ Provide Earned Sick Time Notice (if in NYC or applicable jurisdiction)

☐ If NYC: Provide notice about expanded sick leave requirements

☐ Provide workers' compensation coverage notice (if applicable)

☐ Provide payday notice (required within 60 days)

☐ No additional state-mandated onboarding notices beyond federal

☐ Provide workers' compensation coverage notice (if applicable)

☐ No additional state-mandated onboarding notices beyond federal

Track these to know if your onboarding is working:

☐ Time to first meaningful contribution (goal: within 2 weeks)

☐ 90-day retention rate (goal: 95%+)

☐ New hire satisfaction survey at 30 days (goal: 4/5 or higher)

☐ Manager satisfaction with new hire at 90 days

☐ Time to full productivity (goal: 60-90 days depending on role)

This template isn't bureaucracy. It's insurance.

Insurance that:

Three actions to implement this template:

The best onboarding processes are:

Use this template. Customize it. Make every new hire feel like you prepared for their arrival because you did.

This content is provided for informational purposes only and does not constitute legal advice; for guidance on your specific situation, please consult with an employment attorney licensed in your state.