New hire onboarding paperwork: a practical checklist for UK startups

Bringing someone new into your small startup is exciting, but the paperwork can quickly feel like a distraction from the real work. Getting it right from day one, however, protects your business and helps your new hire settle in. This checklist covers the practical documents and steps you should have ready, before and during the first week. None of this is legal advice - speak to a solicitor if you need specific guidance.

Before they start

A little preparation prevents last-minute scrambling. Aim to have these ready at least a few days before their first day.

Signed employment contract

Issue a written statement of employment particulars no later than day one. It should cover job title, start date, pay, hours, holiday, notice period, place of work, and any probationary period. Have two copies signed: one for them, one for your records.

Right to work check

You must check every employee’s right to work in the UK before they start. Obtain original documents (or use the Home Office online checking service for those with a share code). Take a clear copy, note the date of the check, and store it securely. Keep a record of the check even if you later move to a digital right to work system.

Personal details form

Collect full name, address, date of birth, National Insurance number, and emergency contact details. You can use a simple online form or a printed sheet. Make sure you have a lawful basis under UK GDPR for processing this data.

Bank details

You will need sort code and account number to set up payroll. Many startups ask for this on the personal details form; just ensure that data is kept separate from non-payroll systems afterwards.

P45 or starter checklist

If the employee has a P45 from a previous employer, collect it and give a copy to whoever runs your payroll. If they don’t have one, use HMRC’s starter checklist (formerly P46) so that the correct tax code is applied.

Day one essentials

Start the first morning with the documents that build a clear, compliant relationship.

Staff handbook acknowledgement

Even if your handbook is still a work in progress, ask new joiners to sign a short form confirming they have received it (or a link to it) and understand they should read its policies. Covered policies often include equal opportunities, anti-harassment, data protection, and disciplinary procedures.

Health and safety briefing

For primarily office-based startups, this can be light touch: show fire exits, first aid kit location, and explain how to report hazards. Document that you’ve given the briefing and keep a signed record if possible.

IT and data security policy

If you have an acceptable use policy for devices, systems or AI tools, share it on day one. Ask the employee to confirm they have read it. This is also a good moment to remind them about strong passwords and locking screens.

Data protection brief

Give a practical, plain-English run-through of how you handle personal data, who to contact with questions, and what to do if something goes wrong. Many startups combine this with a one-page summary or a quick video. Have the employee sign to confirm they received the briefing. This supports your accountability under the UK GDPR.

Equipment and asset form

If you issue a laptop, phone or other kit, log the device make, model and serial number together with the employee’s name and the date it was handed over. This helps protect company property and supports your asset register.

By the end of week one

There are a few other pieces that don’t all need to happen on day one, but you should complete them soon.

Pension auto-enrolment

You must assess your new hire’s eligibility and enrol them into a workplace pension scheme if they meet the criteria. Provide the statutory enrolment letter within six weeks. Even if they opt out, you must keep records.

Confidentiality agreement

If your employment contract does not already contain robust confidentiality terms, have the employee sign a standalone agreement. This is particularly important for roles with access to unreleased product details, pricing or client lists.

IP assignment confirmation

Your employment contract should assign any intellectual property created in the course of employment to the company. If you rely on a separate IP assignment clause or agreement, make sure it is signed early. It is much harder to sort out ownership later.

Probation review dates

Note the end of any probation period in your calendar. Agree in writing how reviews will work: typical check-ins at month one and month three, with clear success criteria.

Emergency contact and next of kin

Double-check that the details you collected before the start date are accurate. A quick email confirmation can be enough.

Record keeping

Store everything logically, ideally in your existing document hub. Keep a simple index so you can find any single document within minutes. Paper records should be scanned and stored securely. Remember to update your record of processing activities if onboarding introduces new personal data processing.

Missing paperwork can cause headaches later, especially during due diligence or a dispute. Building a repeatable process means you won’t skip steps when you hire again.

If you are unsure about any legal requirement, consult a solicitor. This checklist is a starting point, not a substitute for tailored advice.