New starter checklist for UK employers.
Everything a new employee needs, from offer to the end of probation, in the order it is due. Copy it into your own onboarding pack.
What should be on a new starter checklist?
A UK new starter checklist should cover: a right to work check before they start, references and any role-specific checks, a written statement of employment particulars on or before day one, payroll details (P45 or HMRC starter checklist, National Insurance number, bank details), pension auto-enrolment, and a first-week induction. RefAssure can take the references off the list, with your first reference free.
The new starter checklist
1. When the offer is accepted
- Send a written offer, stating any conditions such as satisfactory references or checks.
- Request references and employment history. See our free reference template.
- Start any role-specific checks: a DBS check at the right level if the role is eligible, professional registration, qualifications, or a driving licence check for drivers.
- Ask for the documents you will need for the right to work check, or a share code.
2. Before the first day
- Right to work check, completed and recorded. This must be done before work starts. See our right to work guide.
- Prepare the written statement of employment particulars. The main statement must be given on or before the first day; some details can follow within two months.
- Collect payroll details: P45 from their last employer, or the HMRC starter checklist if they do not have one, plus National Insurance number, bank details and address.
- Take emergency contact details.
- Set up equipment, uniform, building access, email and system logins.
- Agree the first-day time, place, who will meet them and what to bring.
3. Day one
- Welcome and introductions, with a named buddy or manager.
- Health and safety induction: fire procedures, first aid, accident reporting and any risk assessments for the role.
- Give them the privacy notice explaining how you use employee data under UK GDPR.
- Walk through key policies: absence, conduct, IT and data, equality, and grievance and disciplinary.
- Check their contract or written statement is signed and filed.
4. First weeks
- Add them to payroll and report them to HMRC on or before their first payday.
- Assess them for pension automatic enrolment and enrol them if they are eligible. The Pensions Regulator explains the duties and timescales.
- Complete role training and any mandatory certificates.
- Confirm any outstanding references or checks are back and filed.
5. Probation
- Set objectives and review dates at the start.
- Hold regular check-ins and a formal end-of-probation review, recorded on file.
Take references off the list.
References are the item most likely to still be open on day one. RefAssure sends the request at offer and chases until it is done.
- Candidate consent collected online, with signature
- 5 emails and up to 2 texts over 12 days, stopping when the referee replies
- Median about 23 hours across 229 completed references
- Signed PDF with a full audit trail for the personnel file
The deadlines that are set in law.
Most of an onboarding checklist is good practice. These items have legal timings.
Right to work
Before the person starts work. A late check gives no statutory excuse for the time before it.
Written statement
The main written statement of particulars on or before day one, for employees and workers.
Payroll reporting
Report the new starter to HMRC through payroll on or before their first payday.
Pension enrolment
Assess and enrol eligible staff under automatic enrolment, within the timescales set by The Pensions Regulator.
Sending references in RefAssure.
Add the candidate
Name, email and their referees. Add a mobile number to include texts.
Candidate consents
They sign online before any referee is contacted.
Referees answer
A secure link, no login, any device. They sign when they submit.
File the PDF
Download the signed report with a full audit trail.
New starter questions
More in the full FAQs.
What documents does a new employee need to provide?
Usually right to work documents or a share code, a P45 or the information for the HMRC starter checklist, National Insurance number, bank details, emergency contacts and, where relevant, qualification certificates and a DBS certificate.
What is the HMRC starter checklist?
It is the HMRC form a new employee fills in when they do not have a P45 from a previous job. It helps you work out the right tax code. It replaced the old P46.
When must I give a new starter a contract?
The main written statement of employment particulars must be given on or before their first day. Some details, such as pension arrangements and collective agreements, can follow within two months. Acas has guidance on what it must include.
Should references be back before someone starts?
It depends on the role. In care, schools and healthcare, references are part of the required checks before starting. Elsewhere it is your decision, but make the offer conditional and record any decision to start early. See pre-employment checks.
What is the difference between onboarding and induction?
Onboarding covers everything from offer to the end of probation, including paperwork and checks. Induction is the first-days part: introductions, health and safety and policies.
Is there a downloadable version of this checklist?
Copy the checklist above into your own document and adapt it to your roles. For references, use our free reference template.
Related guides
One less thing on the checklist.
Your first reference is free. Send it at offer and RefAssure does the chasing.