What should a UK new starter checklist include?

Pre-start items (signed contract, right to work check, references, DBS where required), payroll and pension set-up including the starter declaration and auto-enrolment, IT and access, day-one induction covering health and safety and the staff handbook, week-one objectives, and scheduled 30, 60 and 90-day check-ins ending in a probation review. Each row should have an owner and a due date — that is what turns a list into a process.

What has to be done before a new employee's first day?

Two things are legally fixed: the right to work check must be completed before work begins, and the written statement of particulars must be given on or before the first day. In practice you also want the signed contract, payroll set-up and IT access done in advance, because chasing them in week one is what makes onboarding feel chaotic.

How long should a probation period be?

Three to six months is standard, with the option to extend once if the contract allows it. Set the review date at the point you set the start date, and diarise a mid-point conversation as well — extending or ending probation is far harder to defend if no one gave feedback before the final week.

Does onboarding paperwork need to be kept, and for how long?

Right to work records must be kept for the duration of employment and for two years after it ends. Payroll records should be kept for six years. Under UK GDPR you should only keep what you still have a reason to hold, so set a retention period for recruitment material such as interview notes and unsuccessful applications, usually six to twelve months.

Reviewed by David White · Director · MCIPD, BA (Hons), MA Strategic HRM · Updated 21 June 2026

Templates · Excel · Onboarding Checklists

New Starter Onboarding Checklist

Free Excel download for UK employers, written and reviewed by our HR team.

A 42-point onboarding checklist covering pre-start, day one, week one, and 30/60/90-day check-ins. Delivered as an Excel workbook with owner, due date and status columns, plus a progress tab that totals completion automatically.

What this record covers

Pre-start tasks: offer letter, contract, right to work check, references and DBS where needed
Payroll and pension set-up, including starter declaration and auto-enrolment
IT, equipment, access and system accounts, with an owner and due date for each
Day one induction: health and safety, fire, first aid, policies and handbook acknowledgement
Week one objectives and the introductions the new starter needs to be productive
30, 60 and 90-day check-ins and the probation review date
A progress tab that totals completion automatically

When to use this record

Use for every new employee, from offer letter through to probation review.

How to run onboarding from the checklist

1
Start the checklist at offer stage
Right to work, references and the contract all have day-one deadlines. Opening the checklist when the offer is accepted is what makes those deadlines achievable.
2
Assign every task to a named owner
Onboarding fails at the handover points between HR, the line manager, IT and payroll. A named owner and a date against each row is the whole point of the workbook.
3
Complete the statutory items before day one
The right to work check must be completed before the first day of work, and the written statement of particulars must be issued on or before day one.
4
Book the probation review when you book the start date
Probation reviews that are scheduled up front actually happen. A probation period that quietly expires removes your ability to use the shorter probation notice.

How to complete it

Open the workbook, assign each task to an owner and a due date, then update the status column as you go. The Progress tab tracks percentage completion for you.

Common mistakes we see

Carrying out the right to work check after the employee has started
Issuing the contract in the first week rather than on or before day one
Leaving the probation end date out of the calendar and losing the shorter notice period
No owner against IT and access tasks, so the new starter spends week one waiting

This template is provided for general use and does not constitute legal advice. If your situation is complex, contact one of our HR experts before sending or signing.