New Employee File Checklist

The New Employee File Checklist is a comprehensive document designed to help HR departments efficiently organize and maintain all necessary documentation for new hires. This checklist ensures that all required forms, records, and agreements are collected and properly filed before, during, and after the employee’s onboarding process. The checklist covers essential items such as job application documents, employment contracts, health and safety records, training assessments, and termination documents. By using this checklist, businesses can ensure compliance with legal requirements and maintain a well-organized employee record system.

What’s Included:

1. Pre-Commencement Documentation:
   • Position description
   • Job application documents, including resume
   • Interview questionnaire and reference check summary
   • Offer of employment/contract
   • Employee details form, tax file declaration, and necessary checks (e.g., Working with Children, Police)
   • Health questionnaire and identification documents (visa, passport)
   • Employee welcome letter and signed acknowledgment of handbook and policies
2. Onboarding and Probation:
   • New starter checklist
   • Training competency and safety induction checklist
   • Cleaners training competency record
   • End of probationary period review report and probation outcome letter
   • Uniform/company property receipt form
3. Ongoing Employee Records:
   • Employee development plans and performance evaluations
   • Training records, including individual assessments and evaluations
   • Leave records, forms, and correspondence
   • Higher duties agreement forms, injury registers, and grievance forms
   • Records of customer complaints, disciplinary actions, and commendations
4. Termination Documentation:
   • Letter of resignation and documents relating to the worker’s departure
   • Termination checklist and reasons for departure