New Employee Onboarding: What Essentials Should I Include for a Smooth Start?

Hi, I am a fresher in the HR department. Can anybody advise me on what type of formalities are required for new employees in the company? Such as PF form, ESI form, welcome note, etc. Please provide me with a full kit for new employees.

Thanks,
Vinod

Hi Vinod,

There are many companies that provide various types of forms after joining. So, if you have any such forms, you need to fill them out for the new joiner. At the time of joining, you should collect all the photocopies of his/her documents and photograph. You should also verify all of his/her original documents. In addition, you should provide induction training to the employee and introduce him/her to the in-house employees of your organization.

Regarding PF and ESI, they are typically provided after the completion of the probation period. In that case, you do not need to fill out the forms for PF and ESI at the time of joining; it can be done after the probation period. Keep photocopies of the offer letter and appointment letter in your records. ESI is not applicable to individuals whose salary exceeds 10,000. In such cases, you have to fill out the form for Mediclaim or Cash-free Medical facilities.

If you require any more information, please feel free to ask me.

1. Employee Form (in Company's format including full details of the employee).
2. All photocopies of testimonials (Qualifications & Experience).
3. ESI Form, if applicable.
4. Form No. 2 and 11 (Under PF Act).
5. Form F (Under Gratuity Act).
6. Residential Proof.
7. Clearance Certificate from the Previous Employer.
8. PAN Number.
9. Details of Family Members (for coverage under Mediclaim Scheme, if applicable).
10. Measurements for Uniforms (if applicable).
11. Salary Account Opening Form (for salary transfers).
12. Form No. 16 from the previous Employer (optional).
13. Last but not least, JOINING REPORT.

In addition to the above, please coordinate with your IT Department for the opening of an official email ID and obtain the signatures of employees on the IT Compliance form (if required). We also generally have a practice of requiring a Medical Certificate in our organization. If your organization outsources this, then the same is not necessary.

Thank you.

Hi, I am the sole individual in my company responsible for handling the HR department. Recently, we encountered an emergency in our office that was effectively managed. As a precautionary measure, my boss requires me to gather comprehensive details of each employee, including their medical information and emergency contact numbers.

Could someone please assist me by providing a template for this purpose? I require it urgently. You can also email me at priya123462@yahoo.com.

Thank you all in advance.

Regards,
Priyanka