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How to Create Onboarding Documentation for New Employees?

Onboarding documentation can help new employees integrate with the company quickly. If you do not know what is onboarding documentation and how to create one, you should read this article.

Do you have new hires but don’t know how to best integrate them into your company’s culture, team, and work? Onboarding documentation can help you fix this problem. 

The onboarding documentation covers everything from the company’s culture and values to the specific expectations for the role. It can be a guideline to lead new employees to know the company, be familiar with your team members, and gain knowledge of work. 

However, preparing an onboarding document is not a skill that can be owned by anyone. That is why you should check this article. We will explain everything including the definition, guides, and templates here.

Onboarding Documentation
Onboarding Documentation

What is the Onboarding Documentation?

Onboarding documentation is a file that can be used to help new employees integrate into their roles within a company. These documents typically outline the company’s expectations and policies and provide helpful information about the company culture and values. 

Creating an onboarding document is a great way to help new employees feel welcomed and prepared for the job. 

10 Most Important Onboarding Documents for New Hires

The onboarding process can vary from company to company, but there are some essential employee onboarding documents that every new hire needs to succeed in their new role.

Here are them:

1. Job Description:

A job description is a critical document for both the employer and the employee. It sets expectations for the employee’s role and responsibilities and helps the employer gauge whether or not the employee is a good fit for the position.

2. Offer Letter:

The offer letter is a formal document that outlines the terms of employment, including salary, benefits, start date, and more. This document should be reviewed and signed by both parties before the start of employment.

3. Employee Handbook:

Every onboarding kit should include an employee handbook. This onboarding document/guidebook for new employees outlines your company’s policies and procedures and provides helpful information about the company culture and values. It is a valuable resource for new hires as they acclimate to their new role.  

Employee Handbook
Employee Handbook

4. Employee Contract:

In some cases, an employment contract may be used in lieu of or in addition to an offer letter. This onboarding paperwork is a more detailed legal agreement that outlines the rights and responsibilities of both the employer and employee.

5. Non-Compete Agreement:

A non-compete agreement is a legal document that prohibits an employee from working for a competitor or starting their own competing business. These agreements are typically used for positions where employees have access to sensitive information or unique skills.

6. W-4 Form:

The W-4 form is used by employers to withhold the correct amount of taxes from an employee’s paycheck. Employees should fill out this form when they start a new job and update it as needed if their tax situation changes.

7. I-9 Form:

The I-9 form is used to verify an employee’s identity and eligibility to work in the United States. Employers must complete this form for all new hires and retain it on file for a minimum of three years.

8. Direct Deposit Authorization Form:

A direct deposit authorization form allows an employer to deposit an employee’s paycheck directly into their bank account. This form should be completed and signed by the employee before their first payday.

9. Employee Benefit Forms:

Most employers offer some type of benefits, such as health insurance, retirement savings plans, and more. New hires will need to complete benefit enrollment forms in order to participate in these programs.

10. Time Off Request Forms:

Many employers use some type of time off request form or system to track employee vacation and sick days. New hires should familiarize themselves with this process and submit any necessary employee onboarding form in a timely manner.

These are just a few essential employee onboarding documents for new hires. Employers should also consider providing additional information, such as a company directory, map of the office, or list of key contacts. 

By taking the time to compile all of these materials, you can make the onboarding process simpler and smoother for both your employees and your business.

How to Write Onboarding Documentation?

Providing an onboarding document is a great way to help new employees feel prepared and excited about the job. By including important information about the company and outlining expectations for employees, you can give new hires everything they need to hit the ground running and be successful in their new roles.

Don’t know how to write onboarding documentation? Here’s how:

Step 1. Have a Look At the Onboarding Process

You need to go through the whole onboarding process, understand what content you want to convey to new hires, and know what documents you need to prepare. 

Here is the list of what you should do for onboarding. 

1. Prepare a welcome note:

Start with a welcome letter from the company’s CEO or another senior leader. This letter should outline the company’s commitment to its employees and provide an overview of what the new employee can expect during their first few weeks on the job.

2. Convery Values:

Include an overview of the company’s history, culture, and values. This information will help new employees understand the company’s mission and how they fit into its overall operations.

3. Know company expectations:

Outline the company’s expectations for its employees. This section should include information on attendance, dress code, work hours, and any other relevant policies.

4. Company overview:

Provide an overview of the company’s benefits and compensation package. This information will help new employees understand what they are entitled to as part of their employment agreement.

5. Introduce the new employee to their team

Explain their role within the company. This section should include contact information for each team member and a brief description of their job duties.

6. Tour:

Offer a tour of the company’s facilities and introduce the new employee to key personnel. This will help the new employee get familiar with their surroundings and feel comfortable in their new environment.

7. Training:

Outline the company’s training and development programs. This information will help new employees understand how they can grow within the company and take advantage of opportunities for professional development.

8. Performance:

Describe the company’s performance review process. This section should include information on how performance will be evaluated and how employees can receive feedback on their work.

9. Resources:

Offer a list of resources that new employees can use to learn more about the company and their role within it. This might include contact information for the HR department, links to the company website, and employee handbooks.

10. Express Thanks

Finally, thank the new employee for their interest in joining the company and express excitement about having them on board. This will help create a positive and welcoming first impression that will set the tone for the new employee’s entire experience with the company.

Step 2. Collect the Information

When you check the process, you already know what onboarding documents you need to prepare. You need to collect the information or materials now. 

Step 3. Assign The OnBoarding Document Writing Tasks

You may not be responsible for writing all onboarding documents. For instance, the contracts have required the lawyer to write for you. 

Step 4. Write The Document and Track the Process

You need to write the documents that you are responsible for. And for those need to be written by others, you need to track the process and make sure they can be finished on time. 

Step 5. Review and Update

When all documents are finished, you need to review and get feedback from your managers or other professional members. Then, update them according to all feedback. 

Step 6. Send the Onboarding Document to New Employees

All documents are designed for different purposes. They should be used in different stages. You need to categorize your onboarding documents and send them to your new employees in the correct cases. 

To create an onboarding document effectively, we recommend you to use task management tools like Monday.com, ClickUp, NTask, etc to help you organize all these tasks and track them easily. 


Final Words

Onboarding documentation is a valuable way for helping new employees settle into their roles within a company and having a great impression of the company. To write an onboarding document is not a problem via following the guideline introduced here. 

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