An employee onboarding checklist for Indian companies

The weeks between an accepted offer and a new hire’s first day are easy to neglect. But this is when people are most likely to have second thoughts, and when missing paperwork or a missing laptop creates a poor first impression.

Here is a practical checklist to adapt for your company. Requirements vary by company, role and state, so confirm the specifics with your HR or legal adviser.

Before joining: the offer

• Offer letter with role, compensation and joining date.
• Written acceptance from the candidate.
• Agreed joining date confirmed with the hiring manager.

Before joining: documents to collect

• Identity and address proof (commonly PAN and Aadhaar).
• Educational certificates.
• Relieving or experience letters from previous employers, where applicable.
• Bank account details for payroll.
• Photographs and emergency contact details.

Before joining: letters and setup

• Appointment letter and any policy acknowledgements.
• Laptop, email account and system access requested from IT.
• Desk, access card or remote-work equipment arranged.
• A first-week plan and a buddy from the team.

Handle personal data carefully

Onboarding involves some of the most sensitive personal data you’ll hold. India’s Digital Personal Data Protection Act, 2023 sets out obligations for how organisations collect, use and erase personal data. Collect only what you need, store it somewhere access-controlled rather than in email attachments, and have a plan to delete what you no longer need.

On the day

• Confirm joining and move the person from candidate to employee in your systems.
• Walk them through their equipment and access.
• Introduce them to the team and their buddy.