Missing new hire paperwork creates real liability — I-9 fines start at hundreds of dollars per form. Use this checklist to get every document right, on time.
Before Day 1
- Offer letter — signed by both parties, with job title, start date, pay rate, and at-will language.
- Background check consent — written authorization before you run any check (the Fair Credit Reporting Act requires it).
- E-Verify — if you use it, have your account ready; most employers must still complete the paper Form I-9 process.
Day 1 — federal forms
- Form I-9, Employment Eligibility Verification. The employee completes Section 1 by day one; you complete Section 2 within 3 business days of the start date. Keep I-9s for 3 years after hire or 1 year after termination, whichever is later — stored separately from personnel files.
- Form W-4, Employee’s Withholding Certificate. Needed to withhold the right federal income tax. No W-4, no correct withholding.
Day 1 — state and local
- State withholding form (most states have their own version of the W-4).
- New hire reporting. Nearly every state requires you to report new hires to a state directory, often within 20 days. Your payroll provider usually handles this — confirm it.
- Workers’ compensation notice — some states require a written notice to new employees.
Day 1 — company documents
- Handbook acknowledgment — signed and dated.
- Direct deposit authorization — with a voided check or bank letter.
- Emergency contacts.
- Benefits enrollment forms — don’t let these drift; late enrollment creates headaches.
- Confidentiality / IP assignment agreement — if applicable to the role.
- Job description sign-off — the employee acknowledges the role’s duties and requirements.
Week 1
- Training schedule and 30-60-90 expectations — see our New Hire 90-Day Plan Template.
- Introductions to the team, systems access, and a first-week check-in on the calendar.
Recordkeeping rules
- Keep personnel files organized and secure — ideally locked, digital or physical.
- Store medical information (disability accommodations, FMLA paperwork) separately from personnel files, as the ADA requires.
- Never keep I-9s mixed into general personnel files; auditors ask for them separately.
Download the printable version in our Free HR Starter Kit — it includes this checklist plus the onboarding template.
General information only — confirm state-specific requirements with your state labor agency or an employment attorney.