New starter checklist

Once you've recruited the right employee for a vacancy, there are a number of things you must do before they start work and during their first few days. Our new starter checklist sets out all the important stages so you don't miss anything out.

Before it begins

You've spent time and money recruiting for a role and have eventually found the right candidate. Unfortunately, no matter how easy their role is, they can't just turn up on their first day. There are a number of things you should do beforehand. For example:

• you should: (1) check that they have the right to work in the UK; and (2) retain copies of their supporting documentation (or a clear copy of the response provided by the Home Office online right to work checking service, where you’ve used that service to check right to work)
• a contract of employment/written statement of employment particulars should be issued no later than the beginning of the employment which the candidate then signs and returns
• references may need to be taken up and those received must be to your satisfaction.

There are a number of other administrative issues that you will also have to deal with to ensure that your new employee is up and running from day one. This will very much depend on your own business but could involve setting up a workstation, purchasing equipment or PPE, granting e-mail and IT access, issuing a parking permit, issuing an ID badge or security pass or setting up voicemail. A copy of your staff handbook should also be made available.

From day one

Once they've started, there are a number of formalities you should go through. The first is a tour of your workplace and an induction, which should be undertaken by a manager. This doesn't have to take place on their first day but should certainly be completed within the first week of employment. There may also be other training that they need to attend, e.g. data protection, dignity at work and health and safety training, or training to understand your internal systems and IT security. You also need to ensure that you have information such as their:

•       correct contact details, e.g. home address and telephone number (including mobile)
•       next of kin
•       P45
•       bank details for your payroll system.

There may be other processes that are unique to you as an employer and our New Starter Checklist can be adapted to meet the needs of your business. Once it has been completed, it should be signed off and dated by a manager and a copy retained on the employee's personnel file.