As an employer, onboarding new employees can be a daunting task. From ensuring that they have all the necessary paperwork to making sure they understand their responsibilities, there is a lot to consider. One of the key steps in the onboarding process is collecting the necessary documents from your new employees.

To help you navigate this process, we’ve created the ultimate onboarding documents checklist. This list includes all the documents you need to collect from your new employees to ensure a smooth and successful onboarding experience.

Personal Information Form

Retain Employees

One of the first documents you need to collect from your new employees is a personal information form. This form should include basic personal information such as their name, address, phone number, and emergency contact information. It should also include information about their education, and any relevant skills certification or qualifications.

By collecting this information upfront, you’ll be able to easily keep track of your employee’s contact information and ensure that they have the necessary qualifications for their roles.

Identification and Verification Documents

To comply with employment laws, you’ll need to collect identification and verification documents from your new employees. This may include a government-issued ID, such as a driver’s licence or passport, and proof of eligibility to work in the country.

Sometimes, you may also need to collect additional documents, such as proof of education or a professional license. By asking for these documents upfront, you’ll be able to verify your employees’ identities and ensure they are eligible to work in your company.

It is not uncommon for businesses to become overwhelmed by the process of collecting documents and spend significant time assessing candidates. As a solution, many business owners are now turning to recruiting companies for startups and businesses with their recruitment needs. Outsourcing recruitment has increasingly become a practical choice. Recruiting agencies are crucial in helping businesses find the most suitable candidates and streamlining the document collection process. By working closely with the candidates, these agencies ensure that only individuals with the necessary skills are selected.

Work Right Status

You’ll also need to collect documents that prove your new employees’ work rights status. This may include copies of documents from the employee’s previous employer or professional certification bodies.

These documents will ensure that your employees have the legal right to work for your company. This is important for avoiding potential legal issues and protecting both you and your new employees. Make sure you’re constantly collecting up-to-date documents and complying with relevant laws.

Welcoming The New Employee

Tax Documents

In most countries, you must collect tax documents from your new employees. This may include documents related to their tax residency, tax status, and income tax deductions.

By collecting these documents upfront, you’ll be able to ensure that your employees’ tax information is up-to-date and correct. This will help simplify the tax filing and payment process for you and your employees. Furthermore, it will help you avoid any potential legal issues.

Employment Contract

The next document you need to collect from your new employees is an employment contract. This document should outline the basic details of their job, including their compensation, hours, benefits, and other expectations. It should also include specifics on pre-employment training and other requirements.

By having a formalized contract in place, you’ll ensure that both you and your employees understand their roles and responsibilities and provide an easy reference should any disputes arise.

Payroll Documents

Epic Ways to Reward Employees in 2021

The last set of documents you need to collect from your new employees is payroll. This may include their bank account details, direct deposit information, and any deductions they may be eligible for.

Payroll documents help you speed up the payroll process and ensure that everyone is paid in a timely and consistent manner.


Onboarding your new employees doesn’t have to be a difficult task. Use this ultimate onboarding documents checklist to make sure you have all the necessary documents collected from your new employees. Collecting the correct documents upfront will help ensure a smooth transition and avoid any potential legal issues.

Make sure you’re regularly updating any tax and work rights documents, and always keep your employee’s personal information confidential. This will help ensure an efficient and successful onboarding process for everyone.

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