What Joining Documents Should We Collect and Provide on a New Hire's First Day?

Dear All, I am doing some part-time recruitment/HR activities for a startup company. I require the list and the format of joining documents; i.e., what documents should we collect from the candidates on the first day, and also the documents and forms we are supposed to give (as a company) to the new joinee. Additionally, there may be some forms that we should get signed by the new joinees. I request if anyone can help with this list and the format of these forms and letters.

Thanks,
Usha

Required Documents for New Joinees

1. Filled application form
2. Academic qualification certificates
3. Any other certificates (certificate courses or diplomas)
4. Resume
5. Medical certificates or fit-for-work certificate by a doctor
6. Address proof and PAN card
7. Two photographs
8. Reference letters
9. If he/she has experience, then last working company pay slips for three months, Form 16, bank account statement for a year, PF account details, and working company relieving/service certificates.

In my view, these are unnecessary. You can collect any of these or additional ones based on your requirements, such as a confidentiality agreement, employment bond, original certificates, or others.

Dear Usha, These are the joining documents:
• Asset declaration
• Joining report
• GMC nomination form
• Experience certificate
• Resignation acceptance from previous employer
• Documents supporting education
• PAN copy
• Pay slip (Last 3 months)
• Tax computation sheet

This can also vary depending upon the nature of the organization.

Regards
Shivashankar Ravindran

For the first day, new joiners have to submit the following documents:

- Educational certificates (10th, 12th, Graduates/Post Graduates, etc.) and a photo ID
- Previous job certificate, i.e., their relieving letter, salary slips, etc.
- Company Job Application form, PF, ESIC form if applicable

Along with the above-mentioned, please ask for passport size photos as well.

Regards,
Navlin

Hi, Usha

Joining Documents Include

- Company handbook
- Company organizer (diary), scratch pad, stationery items like pens
- Food & beverage vouchers, if any
- Company t-shirt
- A personalized coffee mug/keychain for storage lockers, etc.
- Temporary ID card

The Documents We Should Collect

• Photocopies of all educational certifications (1 copy of each certificate).
• Photocopy of Birth Certificate: PAN/Driving License/Passport/Election Card/ID card of college (1 copy of any of the mentioned).
• Release letter from last employer/proof of all work experiences/pay slip with salary breakup of the last employment (1 copy each).
• Photographs: passport size (4).
• Two professional references/contact with complete postal address and phone numbers.

The Documents & Forms We Are Supposed to Give

1. Temporary ID request
2. Application for pick-up address
3. Pre-Employment Medical Check-up form
4. PAN Card Application Form
5. ESI (Employees State Insurance Corporation-1948) Declaration Form
6. EPF (Employees Provident Fund – 1952 and Employees' Pension Schemes -1995)
7. Health insurance application (For Medical Insurance)

Hope the above-mentioned details are enough.

Regards,
Arunk

Dear All, I am working in an IT company, and since this is my first corporate exposure, I need help with HR activities. I require the list and the format of joining documents, i.e., what documents should we collect from the candidates on the first day, and also the documents and forms we are supposed to give (as a company) to the new joinee. Additionally, there may be some forms that we should get signed by the new joinee.

I kindly request if anyone can help with this list and the format of these forms and letters, as well as a checklist listing key activities needed during the enrollment/induction of a new joinee. This includes the induction program, the Hand Holder assigned, etc.

Regards, Deepika

Hi Everyone,

I need to send an email to the candidate regarding the documentation that he should submit on his first day. Please help with a standard email draft for the same.

Regards,
Surekha

Documents Required at the Time of Company Joining

Please find herewith all the details of the documents required at the time of company joining:

S.No | Category | Documents | Status (✓ & X)

1. Education Documents
- Degree Certificate & Copy of consolidated mark sheet for your highest qualification (10th, 12th, Grads/Post Grads, etc.) (1 copy of each certificate)
- Provisional Certificate & Copies of all year/term/semester mark sheets for highest qualification (if provisional degree certificate is being submitted instead of the Degree Certificate) (1 copy of each certificate)

2. Identity Proof
- PAN Card
- Scanned & Hard Passport size Photograph (04 nos)
- Aadhar Card
- Voter ID

3. All Previous Organizations Documents
- Relieving Letter or Full and Final Settlement or Service Certificate or Offer Letter or Payslip which has Employee ID / Designation - Mandatory (If Employee ID is not available, please mention the same in the mail sent with all the Documents).

4. Current Organization Documents
- Offer Letter
- Revision Letter and Salary Break Up Sheet
- Latest Pay Slip (03 months)
- Experience Certificate
- Resignation acceptance from previous employer
- Joining report

5. Medical Fitness
- Health Certificate

I hope all details are sufficient.

Regards,
Mohini Sagar