Checklist Pre-Employment

{{company_name}}

{{company_address}}

Phone: {{phone}} | Email: {{email}} | Web: {{website}}

Checklist Pre-Employment

Checklist Pre-Employment

{{company_name}} {{company_address}} Phone: {{phone}} Email: {{email}} Website: {{website}}

PRE-EMPLOYMENT CHECKLIST

Employee Name: {{employee_name}}

Position: {{position}}

Department: {{department}}

Start Date: {{start_date}}

Hiring Manager: {{hiring_manager_name}}

PHASE 1: OFFER & ACCEPTANCE

1. Generate and send official Job Offer Letter to {{employee_name}}. Date Sent: {{offer_sent_date}}

2. Confirm receipt of signed Job Offer Acceptance from {{employee_name}}. Date Received: {{acceptance_received_date}}

3. Update Applicant Tracking System (ATS) status to 'Offer Accepted'.

PHASE 2: ADMINISTRATIVE ONBOARDING

1. Send Welcome Pack/Email to new employee with essential information (e.g., company culture, first-day instructions, dress code). Date Sent: {{welcome_pack_sent_date}}

2. Request necessary personal documents (ID, qualifications, bank details for payroll). Date Requested: {{documents_requested_date}}

3. Create employee record in HR system. Employee ID: {{employee_id}}

PHASE 3: IT & WORKSPACE SETUP

1. Arrange for creation of company email address and access credentials. Email: {{employee_email}}

2. Procure and set up necessary hardware (laptop, monitor, accessories). Asset Tags: {{asset_tags}}

3. Arrange for software licenses and access to company systems (e.g., CRM, ERP, project management tools).

4. Prepare workspace (desk, chair, stationery). Location: {{workspace_location}}

PHASE 4: HR & COMPLIANCE

1. Schedule HR induction session for {{employee_name}}. Date/Time: {{hr_induction_date}}

2. Ensure all legal compliance documents are provided for signature (e.g., employment contract, non-disclosure agreement, data protection policy).

3. Confirm background checks and references have been completed and verified, if applicable. Status: {{background_check_status}}

4. Register employee with relevant social security and tax authorities (e.g., UIF, PAYE in South Africa or equivalent). Registration Date: {{registration_date}}

5. Provide company policies and procedures manual. Date Shared: {{policies_shared_date}}

PHASE 5: PRE-START DATE COMMUNICATION

1. Share start date logistics and first-day agenda.

2. Introduce new employee to team members via email or communication platform. Date: {{team_intro_date}}

3. Assign a buddy or mentor, if applicable. Mentor: {{mentor_name}}

PHASE 6: FIRST DAY PREPARATIONS

1. Ensure all access cards/keys are ready. Card/Key Number: {{access_card_number}}

2. Confirm IT setup is fully functional.

3. Stock desk with stationery and welcome materials.

4. Inform reception/security of new arrival.

AGREEMENT & SIGNATURE

This checklist confirms that all necessary pre-employment procedures have been followed for the above-named employee.

Prepared by: _________________________ Date: {{prepared_date}}

Hiring Manager: _________________________ Date: {{hiring_manager_signature_date}}