What Documents Do You Need to Onboard a New Employee? A Quick HR Checklist

Starting a new job is always exciting: fresh opportunities, meeting new teammates, and that giddy butterflies-in-your-stomach feeling of starting a new role. 

Yet, all that enthusiasm comes with a slightly less glamorous step: bureaucracy and paperwork. 

While no one joins a company because they love filling out forms (unless they’re a Data Entry Clerk), the onboarding process is an important step for both employers and employees. It’s the perfect time to set expectations, clarify responsibilities, and make sure that everything is in compliance. 

When it comes to paperwork, having the right documents ready from day one saves headaches, delays, and those awkward “Hey, could you resend your proof of identity, please?” emails. 

In this article, we’ll go over the must-have documents that keep onboarding running smoothly, so new hires can spend less time chasing paperwork and more time settling into their new role. 

The Four Essential Documents Every Employer Needs 

No matter the role — whether it’s an accountant or an astronaut — there are four key pieces of information every employer needs to collect before an employee officially joins the payroll. 

These documents go beyond “just formalities” — they also confirm the employee’s identity, make sure they’re eligible to work, and get them set up for payments and taxes. 

Let’s start with the obvious: proof of identity, which is a fundamental requirement for confirming the person is who they say they are. Most companies will ask for a government-issued photo ID such as a passport, driver’s license, or state ID card. Without it, payroll, benefits enrollment, and even security access can be delayed! 

A Social Security number is also a must, as it’s how employers report wages to the government, set up benefits, and confirm work eligibility. In most cases, new hires will also need to show the actual Social Security card or an official document with the number to keep the onboarding process moving quickly. 

Likewise, tax forms go hand-in-hand with a Social Security number. New employees fill out a W-4 form so payroll can calculate tax withholdings correctly, while an I-9 form confirms that they’re legally allowed to work in the United States. The I-9 often requires supporting ID, such as a passport or a combination of a driver’s license and Social Security card, so it’s worth reminding new hires to bring these documents on day one.

Last but certainly not least, there’s the all-important direct deposit information — after all, everyone wants their hard-earned money to land safely (and quickly) in their bank account! 

This usually means providing a bank account number, routing number, and sometimes a voided check or a direct deposit authorization form. Getting this sorted early not only ensures that payday goes smoothly, but also saves employees from waiting for paper checks or making extra trips to the bank. 

Role-Specific Paperwork 

Although we’ve gone over the basic (yet essential) paperwork, we’re not done just yet — some roles also call for extra paperwork! 

For many companies, a Non-Disclosure Agreement (NDA) is at the top of that list. This document is especially important if the role involves working with proprietary information, trade secrets, or sensitive client data. An NDA protects the business, reassures clients, and sets clear expectations about what can (and more importantly, cannot!) be shared outside the company. 

A background check is another common step, particularly in jobs that involve finance, security, childcare, or healthcare. This process can confirm employment history, check for a criminal record, and verify educational credentials. 

According to the National Association of Professional Background Screeners (NAPBS), 95% of employers say their organization is conducting employment background screening. The survey also notes that 86% of respondents say they are screening all full-time employees, while 68% are screening part-time employees. 

Finally, there are jobs that require licenses and certifications before an employee can get started. For example, a pilot must have the appropriate FAA certification, a construction worker needs a general contractor license, and an X-ray technologist can’t legally work without AART credentials. 

Internal Company Documents 

Hiring is a two-way street — while new employees hand over their documents, the company has its own set to share in return! 

The employee handbook is often the first thing that HR sends over, because it serves as a practical guide to the company’s structure, culture, and procedures. It helps new hires understand how things work and where to turn for support. 

A good employee handbook should have clear policies on attendance and time-off requests, guidelines for workplace conduct, instructions for reporting issues, details on communication channels (like Slack or Teams), and practical resources such as an organizational chart or key contact list.

A list of company policies is another important document that outlines standards for workplace conduct, data security, and other essential guidelines. Sharing these early ensures everyone is aligned and reduces the likelihood of misunderstandings later on. 

Finally, benefits and enrollment materials outline the full scope of what the company offers beyond a paycheck. This includes things like health coverage, retirement plans, wellness initiatives, and even perks like commuter benefits or work-life balance programs (such as working from home or field days). 

Taking the time to walk employees through these options reinforces the message that the organization values them as individuals as well as professionals.