{"id":65808,"date":"2022-01-26T15:00:48","date_gmt":"2022-01-26T13:00:48","guid":{"rendered":"https:\/\/factorialhr.com\/blog\/?p=65808"},"modified":"2026-06-24T11:44:54","modified_gmt":"2026-06-24T09:44:54","slug":"onboarding-documents","status":"publish","type":"post","link":"https:\/\/factorialhr.com\/blog\/onboarding-documents\/","title":{"rendered":"8 Essential Onboarding Documents for New Hires"},"content":{"rendered":"<p>According to a report by the Human Capital Institute, <strong>20% of employee turnover happens within 45 days<\/strong>. This figure suggests that the process of onboarding new employees is a critical factor in retaining newly recruited talent: first impressions matter. And a major aspect influencing how effectively you pave the way for happy and productive employees is the <strong>quality of your onboarding documents.<\/strong><\/p>\n<p>In this guide, we will discuss what onboarding paperwork is and which documents you need to provide your new starters with when they join your company. We will also look at how to write onboarding documents and share a sample onboarding document template. You can use this as a checklist to help you guide your new employees on a path to success.<\/p>\n<h2><strong>What are Onboarding Documents?<\/strong><\/h2>\n<p>Let\u2019s start at the beginning: what is <a href=\"https:\/\/factorialhr.com\/blog\/what-is-onboarding\/\" target=\"_blank\" rel=\"noopener\">onboarding<\/a>? And what is the difference between <a href=\"https:\/\/factorialhr.com\/blog\/onboarding-vs-orientation\/\" target=\"_blank\" rel=\"noopener\">onboarding vs. orientation<\/a>?<\/p>\n<p><a href=\"https:\/\/factorialhr.com\/blog\/employee-onboarding\/\" target=\"_blank\" rel=\"noopener\">Employee onboarding<\/a><strong> is the process of integrating new hires into the company.<\/strong> In contrast, orientation is more about showing new starters where the break room is and where different departments are located. When done well, <strong>onboarding helps new hires feel welcomed and integrated<\/strong>, leading to job satisfaction which, in turn, results in increased employee engagement. Proper onboarding also leads to less <a href=\"https:\/\/factorialhr.com\/blog\/causes-high-turnover-rate\/\">turnover<\/a>, higher employee motivation, and increased production.<\/p>\n<p>A crucial component of the offline or <a href=\"https:\/\/factorialhr.com\/blog\/digital-onboarding\/\" target=\"_blank\" rel=\"noopener\">digital onboarding process<\/a> is <strong>the quality of onboarding documents you give your new starters on their first day working for you.<\/strong> These are the documents that new employees need to review and sign when they first join your business. These papers range from government forms to records specific to their role and to your business. Aside from legal requirements, the right onboarding paperwork will help new hires get off on the right foot and blend into your company culture.<br \/>\n<a name=\"Documents-Required-for-Onboarding\"><\/a><\/p>\n<p><iframe title=\"How To Onboard Employees, a Step-By-Step Checklist (+ free template)\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/VqsV5_I3w0I?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/p>\n<h2><strong>Documents Required for Onboarding<\/strong><\/h2>\n<p>There is a range of onboarding documents that you need to provide new employees when they first join your company. Some are legal requirements; others relate to your company\u2019s policies and procedures. Others again are relevant to the role an employee will be undertaking. Generally speaking, though, they can be broken down into four categories of HR onboarding forms:<\/p>\n<ul>\n<li>Legal forms<\/li>\n<li>Job-specific documents<\/li>\n<li>Company-specific documents<\/li>\n<li>Payroll and benefits documents<\/li>\n<\/ul>\n<p>Let\u2019s break these down.<\/p>\n<p>Here are the <strong>8 must-have onboarding documents for new hires.<\/strong><\/p>\n<h3><strong>1. W-4 Form<\/strong><\/h3>\n<p>Let\u2019s start with the legal documents.<\/p>\n<p>T<strong>he first thing you need to get your new hires to sign is a W-4 form.<\/strong> This is a tax document required in the United States for all new hires. The IRS uses it to determine how much pay should be withheld for taxes on every paycheck. You can download this directly from the IRS website. All new hires must complete the W-4 form before they can receive their first paycheck.<\/p>\n<p>Unless you are in one of the nine states that do not have income tax, <strong>employees will also need to complete a State Withholding Certificate.<\/strong> This is required so that state taxes can be paid where appropriate.<\/p>\n<h3><strong>2. I-9 Form<\/strong><\/h3>\n<p>The other legally required form you need to include in your welcome kit is the<strong> I-9 form.<\/strong> This is an employment eligibility form, and it must be completed and returned to you within 3 days of an employee\u2019s start date.<\/p>\n<p>As an employer, <strong>it is up to you to verify that your hire can legally work based on their citizenship, visa, resident, and immigration status.<\/strong> If you don\u2019t, you could end up with serious fines and penalties. You do not need to submit the employment I-9 form or officially verify documents. However, will need to produce them if an immigration officer requests employee documents.<\/p>\n<h3><strong>3. Employment Offer Letter<\/strong><\/h3>\n<p>Now let\u2019s move on to non-essential but arguably vital onboarding documents for new employees. The first of these is your <strong>employment offer letter.<\/strong> This is your official offer of employment, and it should list the following important details:<\/p>\n<ul>\n<li>Job title<\/li>\n<li>Job description<\/li>\n<li>Start date<\/li>\n<li>Starting salary<\/li>\n<li>Direct manager<\/li>\n<li>Benefits eligibility<\/li>\n<li>Any contingencies, such as passing a drug test and\/or background check<\/li>\n<\/ul>\n<p>The employee must sign a copy of the letter to officially accept the position and the terms contained in it.<\/p>\n<h3><strong>4. Employment Contract<\/strong><\/h3>\n<p>Following on from the offer letter,<strong> you also need to provide new hires with an employment contract.<\/strong> This is a written agreement relating to their roles and responsibilities.<\/p>\n<p>An employment contract can include any of the following:<\/p>\n<ul>\n<li>General position responsibilities<\/li>\n<li>Wage or salary<\/li>\n<li>Employment duration<\/li>\n<li>Benefits<\/li>\n<li>Non-compete or non-disclosure agreements (not required but recommended to protect your intellectual property, systems, and processes).<\/li>\n<\/ul>\n<h3><strong>5. Emergency Contact Info<\/strong><\/h3>\n<p>You should also include<strong> a document requesting emergency contact information<\/strong> for at least two individuals who you could call if an accident or emergency were to happen. You should ask for names, phone numbers, and email addresses.<\/p>\n<h3><strong>6. Employee Handbook<\/strong><\/h3>\n<p>The next step is providing <strong>all the onboarding documents employees will need in order to understand and agree to your internal policies and procedures.<\/strong> This includes dress code, policies, company values, code of conduct, etc., and should be included in an employee handbook.<\/p>\n<p>Your employee handbook should also include <strong>information about your company&#8217;s mission statement.<\/strong> This includes your goals, your overall purpose, and how you intend to get there (your strategic plan). This may vary by department.<\/p>\n<p>Make sure you <strong>include detailed information about your company\u2019s time-off polic<\/strong>y so that there\u2019s no confusion later down the line. This includes procedures for requesting PTO, vacation hours, sick days, jury duty, etc.<\/p>\n<p>Employees must sign an <strong>acceptance form<\/strong> so that you have written proof that they agree to comply with all your policies and procedures.<\/p>\n<h3><strong>7. Organizational Chart<\/strong><\/h3>\n<p>You also want new hires to understand the structure of your company and how they fit in from day one. The best way to do this is by providing them with a copy of your organizational chart. An organizational chart is <strong>a diagram that visually conveys a company&#8217;s internal structure by detailing the roles, responsibilities, and relationships between individuals within an entity.<\/strong> This will help them understand who they report to and who reports to them.<\/p>\n<h3><strong>8. Payroll and Benefits<\/strong><\/h3>\n<p>The final vital form you need to include in your onboarding documents welcome kit relates to payroll and benefits.<\/p>\n<p>Firstly,<strong> you need to collect all relevant data so that you can pay your new employees.<\/strong> For example, if your company offers direct deposit as a way of delivering paychecks, you need to provide new hires with a direct deposit form. This document collects bank account details for processing payments, and it is the most efficient way to ensure new employees are paid on time from their first paycheck.<\/p>\n<p>You should also consider including <strong>a benefits brochure<\/strong> to introduce new starters to any additional compensation schemes that are available to them. This might include medical insurance, career advancement opportunities, or retirement plans, amongst other benefits.<\/p>\n<h2><strong>How to Write Your Onboarding Documents<\/strong><\/h2>\n<p>Your onboarding documents <strong>represent one of the first impressions a new starter will get of your company.<\/strong> This is why it is important to create a well-organized onboarding paperwork process. It will help new employees understand what\u2019s expected of them and how they fit into the overall structure of your company. It will also help them feel comfortable and appreciated right from the start. In other words, it will set them off on the right foot for a productive <a href=\"https:\/\/factorialhr.com\/blog\/employee-life-cycle\/\" target=\"_blank\" rel=\"noopener\">employee lifecycle<\/a>, right up until they reach your final <a href=\"https:\/\/factorialhr.com\/blog\/offboarding-process\/\" target=\"_blank\" rel=\"noopener\">offboarding process<\/a>.<\/p>\n<p>There are a number of onboarding best practices you should keep in mind when you write your onboarding documents and design your onboarding paperwork process<\/p>\n<ul>\n<li>Firstly, your onboarding process should include a mixture of actionable tasks the employee needs to sign, read, and do. Try to make it as interactive as possible.<\/li>\n<li>Secondly, make sure you include documentation about your company culture and norms.<\/li>\n<li>Also, make sure to include team-specific resources that your new employee might need.<\/li>\n<li>Help new hires settle in by including a glossary of company jargon and a who\u2019s who cheat sheet.<\/li>\n<li>Make the stressful onboarding experience more navigable by pairing your new hire up with a buddy: a more-experienced team member who can show them the ropes.<\/li>\n<li>Consider using a document management system like Factorial HR to handle your entire onboarding process. You can make a number of savings with HR onboarding software, plus it makes the whole process much more streamlined, automated and efficient.<\/li>\n<li>Most importantly, make sure you create and use an onboarding document checklist to ensure all new starters are provided with all vital documents in their welcome kit.<\/li>\n<\/ul>\n<p><span data-sheets-root=\"1\">Streamline your workflow with our <a href=\"https:\/\/factorialhr.com\">Business Management Software.<\/a><\/span><\/p>\n<div class=\"factorial-banner inline-banner banner-demo category-tips\"\n    data-banner-id=\"176075\"\n    data-banner-type=\"demo\"\n    data-category=\"Tips\">\n    <div class=\"banner-content\">\n        <div class=\"banner-text\">\n                            <h4>Make a good first impression<\/h4>\n            \n                            <p>Create smooth, consistent onboarding experiences to boost new hire experiences - without any manual follow-ups.<\/p>\n            \n                            <a href=\"https:\/\/factorialhr.com\/request-demo\"\n                    class=\"factorial-cta-button not-prose demo btn-brand\" data-cta=\"demo\" data-cta-position=\"inline-banner\">\n                    Get a demo                <\/a>\n                    <\/div>\n\n        <div class=\"banner-image no-image\">\n            <img decoding=\"async\" src=\"https:\/\/factorialhr.com\/blog\/app\/plugins\/factorial-utilities\/assets\/images\/banners\/inline\/backgrounds\/default_image.svg\" class=\"not-prose\" \/>\n        <\/div>\n    <\/div>\n<\/div>\n<h2><strong>Ideas for a Creative New Employee Onboarding<\/strong><\/h2>\n<p>When it comes to onboarding ideas,<strong> it\u2019s important not to focus only on the practicalities.<\/strong>\u00a0Although you need to process paperwork, order supplies, and prepare their new workspace, it\u2019s just as important to prepare a series of creative new employee onboarding activities to help new hires <strong>understand your culture<\/strong> and <strong>build connections<\/strong> with their new colleagues.<\/p>\n<p>Here are 9 creative onboarding activities to help you make your onboarding experience as fun, interactive and memorable as possible.<\/p>\n<h3><strong>1. Preboarding<\/strong><\/h3>\n<p><a href=\"https:\/\/factorialhr.com\/blog\/preboarding\/\" target=\"_blank\" rel=\"noopener\">Preboarding<\/a>\u00a0<strong>is the process of engaging your new hires from the moment they accept your job offer.<\/strong>\u00a0The aim is to spend this time familiarizing a new hire with your organization so that they are ready to hit the ground running on day one. This helps them feel welcome, engaged, and valued so that they are excited to join the team.<\/p>\n<p>This might include an email outlining what they can expect during their first few days, a quick phone or video call with their new manager, providing them with access to onboarding software, or even a virtual tour of the office.<\/p>\n<h3><strong>2. Welcome Kit<\/strong><\/h3>\n<p>One of the most important creative new employee onboarding activities you should implement is a comprehensive welcome kit. This will help your new hires\u00a0<strong>understand the workings of your organization<\/strong>\u00a0so that they feel comfortable and valued.<\/p>\n<p>Your welcome kit might include:<\/p>\n<ul>\n<li>A printed copy of your employee handbook<\/li>\n<li>An organizational chart and office maps<\/li>\n<li>Information about your company values, mission, vision, and culture<\/li>\n<li>Office maps<\/li>\n<li>Helpful information such as parking, dress code, where people go for lunch, nearby cafes, general working hours, etc.<\/li>\n<\/ul>\n<h3><strong>3. Welcome Gift<\/strong><\/h3>\n<p>A branded swag bag can be a great way to\u00a0<a href=\"https:\/\/factorialhr.com\/blog\/welcome-a-new-employee\/\" target=\"_blank\" rel=\"noopener\">welcome a new employee<\/a>\u00a0to your company.<\/p>\n<p>For example, you could provide them with branded stationery, a company mug, notebooks, a t-shirt with your company logo, or anything else that will\u00a0<strong>help them feel included and happy to be joining the team.<\/strong><\/p>\n<p>You could even surprise your new hire on their first day by decorating their desk with balloons, a welcome sign, or their favorite breakfast food. Get creative!<\/p>\n<h3><strong>4. Creative New Employee Onboarding <\/strong><strong>Icebreakers<\/strong><\/h3>\n<p>Another creative new employee onboarding activity is getting your new hire involved in a few\u00a0<strong>get-to-know-you games<\/strong>\u00a0to help break the ice. You can put your own spin on games like \u201cTwo Truths and a Lie.\u201d based on trivia about the new hire.<\/p>\n<p>Or you could play \u201cWho is it?\u201d. Get everyone on the team to submit an unusual fact about themselves. Then gather the team and get the new hire to guess who is connected to each fact.<\/p>\n<p>You could even create a light-hearted quiz to\u00a0<strong>test and reward a new employee\u2019s knowledge of the company.<\/strong>\u00a0<a href=\"https:\/\/trainingindustry.com\/magazine\/may-jun-2019\/deloittes-journey-to-gamifying-onboarding-for-new-analysts\/\" target=\"_blank\" rel=\"noopener\">Deloitte<\/a> got very creative with this idea and created their own zombie apocalypse onboarding game. The more fun and creative, the better!<\/p>\n<h3><strong>5. Buddy System<\/strong><\/h3>\n<p>Introducing\u00a0a <a href=\"https:\/\/factorialhr.com\/blog\/buddy-system\/\">buddy system<\/a> can help your new hires feel <strong>less lonely and isolated<\/strong> during their first few weeks.\u00a0A buddy can guide them through the <strong>socialization process<\/strong> and show them the ropes. They can also get them up to speed with some of the \u201cunwritten rules\u201d of the organization. Plus, it\u2019s a great way to make sure your new starter has the right support when they need it.<\/p>\n<p>You could even expand this idea and\u00a0<strong>offer new hires a selection of buddies.<\/strong>\u00a0For example, you could assign them a Leader Buddy, a Role Buddy, and a Culture Buddy. This will help them get to know every aspect of your business so that they can fully integrate into your organization.<\/p>\n<h3><strong>6. Scavenger Hunt<\/strong><\/h3>\n<p>Of all the unique onboarding activities for new employees mentioned in this article, this one is perhaps the most playful and fun. It involves a scavenger hunt in the office!<\/p>\n<p>With this game, new hires have to visit other staff members in order to collect answers or rewards.\u00a0This can be a great way to <strong>get new hires used to the office layout.<\/strong>\u00a0It also encourages them to<strong>\u00a0meet people from different departments <\/strong>and get to know their <strong>team members<\/strong>. Plus, it takes away the awkwardness of introductions and creates a sense of openness.<\/p>\n<h3><strong>7. Start on a Friday<\/strong><\/h3>\n<p>Most employers arrange for new hires to start on a Monday morning. Instead, why not introduce them to the company on a Friday. This idea can work wonders in\u00a0<strong>reducing anxiety and helping the new starter feel at ease.<\/strong>\u00a0The general mood of the office will also be lighter than on a Monday morning. Plus, everyone will be relaxed and excited about the upcoming weekend.<\/p>\n<p>Also, consider changing the new hire\u2019s start time. Instead of getting them to come in at 9 when you are likely to be busy, get them to come in at 11. This will give you time to prepare so that you can give them your full attention. And you can\u00a0<strong>introduce them to the team during their mid-morning coffee break<\/strong>, instead.<\/p>\n<h2><strong>Sample Onboarding Documents Template<\/strong><\/h2>\n<p>Now that we&#8217;ve looked at all the important documents you need to use during onboarding as well as a few creative ideas for a better onboarding experience, let\u2019s finish by discussing the importance of using an onboarding document checklist to make sure your welcome kits include all the important information. <strong>This will guide your new employees and help them transition into your company and their roles much faster.<\/strong><\/p>\n<p>Aside from the new hire onboarding paperwork we have already discussed, your onboarding checklist should also include information on:<\/p>\n<ul>\n<li>New employee orientation<\/li>\n<li>Introduction to company culture, mission and values<\/li>\n<li>Role of the employee<\/li>\n<li>Goal setting<\/li>\n<li>Job training<\/li>\n<li>Dates for check-ins<\/li>\n<li>Meetings with other employees or superiors<\/li>\n<\/ul>\n<p>If you\u2019re not sure where to start with your checklist, why not take a look at our sample <a href=\"https:\/\/factorialhr.com\/templates\/download-free-onboarding-checklist\" target=\"_blank\" rel=\"noopener\">onboarding checklist<\/a>? <strong>You can use this free template to track each stage of your onboarding process.<\/strong> It covers everything from publishing job offers to preparing your onboarding documents and welcome kits. This will help you welcome your new starters and help them quickly transition into the newest productive and motivated members of your team. Once your onboarding checklist is finished, be sure to check out the <a href=\"https:\/\/factorialhr.com\/blog\/new-hire-onboarding-survey-questions\/\">100+ new hire onboarding survey questions<\/a> we have listed that will help you gain feedback!<\/p>\n<div class=\"factorial-banner inline-banner banner-freebie category-tips\"\n    data-banner-id=\"188401\"\n    data-banner-type=\"freebie\"\n    data-category=\"Tips\">\n    <div class=\"banner-content\">\n        <div class=\"banner-text\">\n                            <h4>The Ultimate Onboarding Checklist<\/h4>\n            \n                            <p>The perfect checklist for HR professionals onboarding new hires. Download your free checklist to seamlessly welcome new joiners to your team.<\/p>\n            \n                            <a href=\"https:\/\/factorialhr.com\/templates\/download-free-onboarding-checklist\"\n                    class=\"factorial-cta-button not-prose freebie\" data-cta=\"freebie\" data-cta-position=\"inline-banner\">\n                    Download for free                <\/a>\n                    <\/div>\n\n        <div class=\"banner-image has-image\">\n            <img decoding=\"async\" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2025\/12\/17164313\/template.png\" class=\"not-prose\" \/>\n        <\/div>\n    <\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>According to a report by the Human Capital Institute, 20% of employee turnover happens within 45 days. This figure suggests that the process of onboarding new employees is a critical factor in retaining newly recruited talent: first impressions matter. And a major aspect influencing how effectively you pave the way for happy and productive employees<a href=\"https:\/\/factorialhr.com\/blog\/onboarding-documents\/\" class=\"read-more\"> [&#8230;]<\/a><\/p>\n","protected":false},"author":80,"featured_media":104928,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[1],"tags":[],"class_list":["post-65808","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-human-resources"],"acf":{"topics":"talent-onboarding"},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v21.5 (Yoast SEO v21.9.1) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>8 Onboarding Documents for New Hires (+ Fun Onboarding Ideas)<\/title>\n<meta name=\"description\" content=\"A list of the most important documents for onboarding as well as a collection of creative new onboarding ideas to 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