Got a New Candidate Joining? Use This Handy Checklist.

Posted by Alen Parker on August 2nd, 2019

Checklists are important, very very important! There are instances when you not just as a recruiter but in personal life as well forget to complete your tasks. For instance, when you go to grocery shopping, there might be a thing or two that you will forget buying. If you would have had a checklist of the items you have to buy, this would have not happened. So, in this blog, we share the most important checklist for recruiters. The checklist is related to what recruiters should be done with before their candidate’s day of joining.

What new hire related paperwork should be done?

Make an employment contract, signed and received. The detailed job offer should include-

1. Job title, department
2. Work schedule
3. Employment duration
4. Compensation and benefits
5. Non-disclosure agreement
6. Employee responsibilities
7. Non-compete agreement
8. Time off policy
9. Termination conditions
10. Type offer letter download and pick a suitable offer letter to send

What offer letter download template should have?

Make sure the offer letter you have downloaded after typing “offer letter download” on the internet as-

1. Job title
2. Name & position of direct report
3. Department
4. Start date
5. Work schedule
6. Benefits
7. Compensation
8. Length of employment
9. Last date for the candidate to respond to the offer

You can attach the employment contract as well at this time to give more clarity to the candidate.

What are the employment forms that the candidate should fill prior to joining?

There are certain forms that must be filled by the employee to be. Some of them are-

1. W-4 form
2. State tax withholding form
3. Direct deposit form
4. I-9 form
5. Benefits forms
6. Employee invention agreement form

What else should I keep in place before hire’s first day?

Ask new hire to send you-

1. Personal data to fill in the employee profile 
2. Bank account information
3. Copies of every certificate shown
4. Any medical problem they have

Besides, you should also have an email ready to be sent before the joining date of the hire. The mail should include-

1. Expected time of arrival
2. Dress code rules you have
3. Agenda of the first week or the details for the orientation program

You should also invite the new hire to join the accounts that rest of the employees use, like:

1. Email
2. Messaging software
3. HR software
4. Password

Send a new hire email to all the existing employees. Make sure the email includes-

1. Name of the new hire
2. Department or team they will join
3. A line or two about their professional or academic background
4. Any event you have organised (dinner with the team, etc)

You should also talk to the IT team to get a system in place for them, an ID card and send the required details to the accounts team. Make sure the new employee is welcomed warmly and the HR is really active during the process of onboarding. Ask the employee to submit all the documents within the deadline. Also, make sure the environment is friendly and collaborative.

This is it. Rest assured, this checklist has your back, there will be nothing left on your part due to forgetfulness.