Template · Offers and pre-employment
Pre-employment checklist
In short
A pre-employment checklist lists every task that has to happen between a candidate accepting an offer and their first day: offer paperwork, background and drug screening, license checks, I-9 and tax forms, payroll setup, equipment and system access, and keeping the new hire engaged. This template puts those tasks in order with owners and deadlines.
Pre-Employment Checklist template
Pre-Employment Checklist
Use one checklist per new hire. Assign an owner to each section (recruiter, HR, hiring manager, IT, facilities). Target timeline assumes a start date two weeks after offer acceptance; compress or extend as needed. New hire: [Name] | Position: [Job Title] | Location: [Site] | Start date: [Date] | Recruiter: [Name] | Hiring manager: [Name]
1. Offer and acceptance (day 0 to 1) | Owner: Recruiter
- Offer approved at the right level (pay within range or exception signed)
- Offer letter or conditional offer letter sent, listing all contingencies
- Signed offer received and saved to the candidate record
- Start date, shift and reporting location confirmed in writing
- Requisition status updated; other finalists notified once acceptance is confirmed
- Hiring manager and HR notified of acceptance and start date
2. Contingencies and screening (day 1 to 7) | Owner: Recruiter / HR
- Background check disclosure, authorization and state notices sent and signed
- Background check ordered with the package defined for this role
- Drug screen scheduled, if required for the role and permitted in the state; collection site and deadline sent to the candidate
- Professional license or certification verified with the issuing body (record license number and expiration date)
- Driving record ordered, if the role requires driving
- References completed, if a condition of the offer
- Healthcare roles: exclusion and sanctions lists checked, immunization and TB documentation requested
- Results reviewed; any potential adverse finding sent through the pre-adverse action process before a decision
- All contingencies cleared and written clearance sent to the hiring manager
3. New hire paperwork (before or on day 1) | Owner: HR
- Form I-9 Section 1 completed by the employee no later than the first day of work
- Form I-9 Section 2 documents examined no later than the third business day after the start date
- E-Verify case created within three business days of start, if the employer participates
- Federal Form W-4 completed
- State and local withholding forms completed, where applicable
- Direct deposit authorization and bank details collected
- Emergency contact form completed
- Voluntary self-identification forms offered (federal contractors), kept separate from the personnel file
- Required state notices provided (for example, wage notice or pay rate acknowledgment where required)
- Signed employment agreement, NDA or IP assignment, if used for this role
- Handbook and policy acknowledgments sent for signature
4. Payroll and HR systems (day 3 to 10) | Owner: HR / Payroll
- Employee record created in HRIS with correct job code, department, manager and FLSA status
- Pay rate, pay frequency and any shift differential set up in payroll
- Timekeeping profile and schedule created for non-exempt employees
- Benefits eligibility date calculated and enrollment information scheduled
- State new hire report filed (federal law requires reporting within 20 days of hire; some states require sooner)
- Workers' compensation class code confirmed
5. Equipment, access and workspace (day 5 to 12) | Owner: Hiring manager / IT / Facilities
- Laptop, phone, headset or other equipment ordered and assigned
- Email, network and application accounts requested with the correct access level
- Badge, keys or building access arranged
- Uniform, safety gear or PPE sized and ordered
- Workstation or locker assigned
- Remote hires: equipment shipped with tracking and delivery confirmed at least 2 business days before start
6. Day-one readiness (day 10 to 14) | Owner: Hiring manager / Recruiter
- Welcome message sent with start time, address, parking, dress code, who to ask for and what to bring (including I-9 documents)
- First-week schedule prepared, including orientation and training sessions
- Buddy or peer mentor assigned and introduced
- Team told about the new hire's start date and role
- Check-in call or text with the new hire 2 to 3 days before start
- Onboarding checklist opened for the first 90 days
Sign-off
- All contingencies cleared on
- Paperwork complete on
- Ready for day one (hiring manager)
- HR verification
- Notes or open items
How to use this template
- Open a copy of the checklist for each new hire as soon as the offer is accepted and fill in the header details.
- Assign an owner to each section and agree on target dates working back from the start date.
- Delete items that do not apply to the role, such as driving records or healthcare screening, and add any site-specific steps.
- Start the longest tasks first: background checks, drug screens and equipment orders often take a week or more.
- Review open items with the hiring manager 3 to 5 days before the start date and decide whether the start date still holds.
- Get sign-off when everything is complete, then hand over to the onboarding checklist for day one and beyond.
Why the gap between offer and start matters
The two weeks between "yes" and day one are where a lot of hires quietly fall apart. In hourly roles, a new hire who hears nothing for ten days may simply take the job that called back faster. Many high-volume employers see 10% to 20% of accepted offers never show up on day one, and a slow, silent pre-employment process is one of the main reasons.
The other risk is the reverse: someone starts before the paperwork is done. They work a shift without a cleared background check, without an I-9, or without being set up in payroll, and HR spends the next month fixing it. A checklist with named owners and dates prevents both problems.
What to include and why
The checklist is organized by owner because that is how work actually gets dropped. A recruiter assumes IT knows about the start date; IT assumes the manager will request the laptop. Each section has one owner.
Contingencies. List every condition in the offer, and only those. If the offer letter mentions a drug screen, the checklist must include it, and vice versa. Use a standard background check authorization form so the FCRA disclosure stays compliant, and keep screening to what the role needs.
Paperwork. The I-9 deadlines are fixed by federal rule: Section 1 by the end of the first day, Section 2 within three business days. Sending forms ahead lets new hires complete most of them before they arrive. Our new hire paperwork checklist covers each form in more detail.
Readiness. The welcome message and the pre-start check-in are the cheapest no-show insurance you have. Tell people exactly where to go, who will meet them and what documents to bring.
Legal and record-keeping notes
Do not ask a new hire for specific I-9 documents; they choose which acceptable documents to present. Asking for a particular document, or more documents than required, can be an unfair documentary practice under the Immigration and Nationality Act. Store I-9s separately from personnel files and keep them for three years after hire or one year after employment ends, whichever is later.
In many states and cities, background checks for criminal history and some drug tests can only happen after a conditional offer, and several states protect off-duty cannabis use for most roles. Medical questions and exams, if any, must also wait until after a conditional offer under the ADA and must be applied to everyone in the same job category. Keep any medical information in a separate confidential file. Rules vary by state and country, so check the requirements for each hiring location.
Common mistakes
- Setting a start date before checking how long the background check usually takes in that county.
- Letting the candidate start "pending" a background check without a written policy for it.
- Asking for I-9 documents at the offer stage or listing specific required documents in the welcome email.
- Forgetting the state new hire report, which payroll systems do not always file automatically.
- Ordering equipment the day before start. Laptops and headsets commonly take a week or more.
- No contact between offer and start. A short text every few days is enough.
Running it for hiring classes and multiple sites
A contact center starting a class of 25 agents every other Monday cannot track pre-employment in individual spreadsheets. Run the checklist per class, with one row per new hire and a status column per item, and review it in a standing meeting 7 days and 2 days before the class starts. Anyone not cleared by the second meeting moves to the next class instead of starting late.
Automate what you can: send forms for electronic signature as soon as the offer is accepted, trigger reminders for incomplete steps, and track each person's progress in one place through a candidate onboarding tool. Plan to over-hire by your typical no-show rate. If 15% of accepted offers usually do not start, a class that needs 25 should carry about 29 accepted offers. Once day one arrives, continue with the new hire onboarding checklist.
Frequently asked questions
What is a pre-employment checklist?
It is a list of every task between offer acceptance and the new hire's first day, such as clearing offer contingencies, collecting tax and I-9 forms, setting up payroll, ordering equipment and confirming day-one details, with an owner and deadline for each.
What paperwork is needed for a new hire?
In the US, at minimum Form I-9, Form W-4, any state withholding form, and the state new hire report filed by the employer. Most employers also collect direct deposit details, emergency contacts, policy acknowledgments and any signed agreements.
What is the difference between a pre-hire checklist and an onboarding checklist?
A pre-hire checklist covers the steps before the first day, mostly paperwork, screening and setup. An onboarding checklist covers day one through roughly the first 90 days, including orientation, training and check-ins.
When must Form I-9 be completed?
The employee must complete Section 1 no later than the first day of work, and the employer must complete Section 2 within three business days of the employee's first day of work.
How long does the pre-employment process take?
For most roles, one to two weeks. Background checks in some counties, drug screens, license verification and equipment orders are usually the slowest steps.