Checklist: Documents Employees Should Receive Their First Week

By: Jennifer Leahy
September 12th, 2011

The first week at a new job is a busy time for both employer and employee. It’s also typically a time laden with paperwork and a variety of job-related details.

Although the first day should be more about introducing new employees to their workplace tather than burying new employees under piles of paperwork, it’s imperative that you provide your new hires with all of the necessary employment forms. During the first week of employment, new hires should be given the following documents:

• A copy of the offer letter and/or employment contract. Even if an offer letter was previously sent, managers should attach another copy to the employee’s file.
• Onboarding checklist. By giving a new employee an outline of how they will be spending their first few weeks on the job managers not only provide a plan of action, but also demonstrate to the employee that their employment is valued.
• Payroll information including direct deposit forms. People want to know when and how they will be paid.
• Information about technology systems as well as instructions on setting up computer and voicemail passwords. Though it may sound simple, many companies overlook the management of small details – like the ability to log in to a computer – that can confuse new workers.
• A copy of your organizations strategic plan and mission statement. Initiate new employees into the company vision and share with them how their contributions fit into the plan. Any other pertinent material (annual reports, marketing materials) that provide information about your company and corporate culture may also be helpful. An outline of the company structure may also be helpful to new employees, illustrating how the various departments relate and interact.
• Copy of the employee handbook. Employers should also be sure that the employee signs a form acknowledging receipt and abidance of the policies and that the form is placed in the employee file.
• Security and parking information as well as any applicable forms and/or documents. Be certain that new employees have filled out all paperwork and signed all necessary documents pertaining to security and parking.
• Emergency contact information for managers. Emergencies are, by nature, unexpected. New employees should be given after-hours contact information for the appropriate managers and a copy of any emergency communication plans.
• Copy of the company disaster readiness plan. Obviously, everyone hopes that the disaster plan never has to be implemented, but all new hires should receive a copy of the plan and should understand their role should a disaster arise.
• Updated job description and performance plan. New employees should have a clear idea of what their position entails and how success will be measured. If you have expectations as to what they should accomplish in the first few weeks or months of their employment put it in writing. Open communication and clearly articulated expectations can mean the difference between a successful new employee transition and a poor outcome.

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