Employee Onboarding Checklist for India: Documents, Forms and the First 30 Days
A complete onboarding checklist for Indian employers: documents to collect, PF and ESI declarations, appointment letter, policies to acknowledge, assets, app access and a first-30-days plan — with a printable list.
pagar karo Payroll Desk· Published 28 Oct 2026· 3 min readBefore day one, send the offer and collect identity, address, PAN, bank, education and previous-employment documents. On day one, create the employee record, take the PF declaration and nomination, register ESI if applicable, issue the appointment letter, get policies (including the POSH policy) acknowledged, hand over assets and give app access. In the first 30 days, set goals, check attendance setup and schedule the probation review.
- Collect documents digitally before day one so the first payroll isn’t delayed.
- Under the Labour Codes every employee must get an appointment letter.
- PF declaration and nomination on joining; ESI registration if wages are within the limit.
- Put the probation review date in the system the day the person joins.
Before day one
- Send the offer letter and get it accepted (in the app or by signature).
- Share a joining form to collect personal, address, emergency contact and bank details.
- Collect documents (scans or photos):
| Document | Why |
|---|---|
| Aadhaar or other photo ID / address proof | Identity, PF/ESI linking |
| PAN | Income tax (TDS) — without it TDS can be deducted at a higher rate |
| Bank details (cancelled cheque / passbook) | Salary payment |
| UAN (if already a PF member) | Continue the same PF account |
| Education and experience certificates | Verification |
| Relieving letter and last salary slips | Previous employment, notice served |
| Previous employer salary & TDS for this tax year | Correct TDS projection when joining mid-year |
| Photo | ID card, staff app profile |
- Prepare the workstation, uniform, tools, phone/SIM or laptop.
- Decide shift, weekly off, work location, reporting manager and salary structure.
Day one
- Create the employee record with staff ID, department, location, manager, staff type and joining date.
- PF: take the new-joiner declaration and nomination; link the existing UAN or generate a new one.
- ESI: register the employee if gross wages are within ₹21,000 a month.
- Appointment letter: issue it and record acceptance.
- Policies: attendance and leave policy, code of conduct, POSH policy (and how to reach the Internal Committee), IT and data use — acknowledged.
- Assets: hand over with condition notes and photos; employee confirms.
- App access: invite to the staff app; show how to punch in, apply for leave and see payslips.
- Salary structure: enter and get it approved before the first payroll.
- Tax regime: ask the employee to choose new or old regime for TDS.
The first 30 days
- Week 1: introduce the team; check punches are landing correctly (geofence, shift).
- Week 2: set 2–4 goals for the probation period.
- Week 4: manager check-in; confirm the probation review date is scheduled.
- Before the first payroll: verify bank details and statutory numbers.
Common onboarding mistakes
- Starting attendance before the shift and weekly off are set up — month one starts with disputes.
- Missing PAN or bank details at payroll time.
- No appointment letter on file.
- Assets handed over without a record — hard to recover at exit.
- No probation reminder — confirmation happens by accident.
Onboarding in pagar karo
A hired candidate converts into a staff profile; staff upload documents from the app; appointment letters are generated from templates and accepted in the app; assets are handed over with photos; and the probation review is scheduled automatically. See onboarding & exit.
Frequently asked questions
What documents are required for joining a company in India?
Commonly: photo ID and address proof (Aadhaar or another ID), PAN, bank account details (cancelled cheque or passbook), educational certificates, previous employer relieving letter and salary slips, UAN if already a PF member, and passport-size photos.
Is an appointment letter mandatory?
Yes. Under the Labour Codes, employers must issue an appointment letter to every employee stating basic terms such as designation, wages and category.
Can I collect Aadhaar from employees?
You can ask for it as identity and address proof and for PF/ESI linking, but you must store it securely, limit access and use it only for the stated purpose. Masking and encryption are good practice.
This guide is general information for employers in India, checked against the sources above on 28 Oct 2026. Rules and rates change — confirm with your CA or the official notification before acting.