Best Free Onboarding Templates and Checklists: 2025 Guide

by Imed Bouchrika, Phd

Co-Founder and Chief Data Scientist

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In today’s fast-paced business landscape, attracting and retaining top talent is crucial for any organization’s success. So when it comes to welcoming new employees into your company, a seamless onboarding process can make all the difference. With the latest data showing that well-structured onboarding programs can increase employee retention by a staggering 82%, it’s clear that investing in a robust onboarding strategy is essential to companies of all sizes (OakEngage, 2023).

But where do you start? That’s where our expertly curated collection of the best free employee onboarding checklist comes in. Whether you’re a seasoned HR professional or a small business owner, this comprehensive guide is designed to empower you with the knowledge and resources needed to create an exceptional onboarding experience. We’ve scoured the latest industry research, analyzed emerging trends, and consulted with renowned experts to bring you the most up-to-date information and tools available.

In this guide, our research team has investigated and collated a treasure trove of ready-to-use templates and checklists covering every aspect of what onboarding means for employees and managers. From pre-boarding tasks, corporate LMS statistics, orientation schedules, and paperwork essential to team introductions, we’ve got you covered. These meticulously crafted resources will not only streamline your onboarding process but also ensure that your new hires feel supported, engaged, and ready to hit the ground running from day one.

Best Free Onboarding Templates and Checklists Table of Contents

• Best Free Onboarding Templates and Checklists Statistics
• Best Free Onboarding Templates and Checklists Trends
• Best Free Onboarding Templates and Checklists
• How Do You Customize Onboarding Templates to Match Your Organization’s Needs?
• How Can Advanced Education Options Amplify Employee Development Post-Onboarding?
• How Can Mentorship Programs Enhance Onboarding Effectiveness?
• Can External Education Enhance Your Onboarding Process?
• How to Measure the Effectiveness of Onboarding Templates
• How Can Leadership Influence a Successful Onboarding Program?
• How Can Professional Certifications Enhance the Onboarding Experience?
• What Are the Long-Term Benefits of a Comprehensive Onboarding Strategy?

Best Free Onboarding Templates and Checklists Statistics

When it comes to optimizing your employee onboarding process, having access to relevant data can provide valuable insights and guide your efforts. Pair this data with a robust SaaS based LMS, and onboarding new hires would be a breeze. In this section, we delve into the realm of statistics to shed light on the impact of an effective employee onboarding checklist and strategy.

A well-executed onboarding process fosters employee engagement and job satisfaction. When new hires receive clear expectations, understand the company’s mission and values, and feel connected to their team and organizational culture, they are more likely to feel engaged in their work.

Here are some key statistics about employee onboarding:

• If a company has a great onboarding process, employees are 69% more likely to stay there for three years (Zippia, 2023).
• Compared to organizations without onboarding processes, new hires with longer onboarding programs report being more proficient in their jobs four months sooner (Zippia, 2023).
• 47% of businesses experience difficulties with employee onboarding as a result of infrastructure access issues (StrongDM, 2023)
• 89% of workers said that a good onboarding procedure made them feel very engaged at work (Bamboo HR, 2023).
• Only 12% of workers think their employer’s onboarding procedure is sufficient or effective (Bamboo HR, 2023).

Implementing an employee onboarding strategy

What does onboarding mean to employers? The short answer is better business performance. These numbers show employers the importance of proper onboarding:

• Standard onboarding procedures enhance productivity by 50% for businesses (StrongDM, 2023).
• Businesses with efficient onboarding processes see productivity gains of more than 70% and an 82% boost in new hire retention (Oak Engage, 2023).
• A positive onboarding experience increases a new hire’s loyalty to their firm by 18 times (Oak Engage, 2023).
• 50% is the estimated retention rate for companies that provide typical onboarding training (TechJury, 2023).
• An effective onboarding strategy results in higher productivity (65%), higher employee engagement and inclusiveness (69%), higher retention rates (50%), and better immersion of new hires (49%) (Gitnux, 2023).

Best Free Onboarding Templates and Checklists Trends

Organizations can optimize the onboarding process to maximize productivity, accelerate learning, and facilitate the seamless integration of new employees into the company culture and workflows.

Let’s explore the current trends that can help you realize the benefits of utilizing an employee onboarding checklist and how it can drive success within your organization.

Personalized Onboarding

Employers recognize the importance of tailoring the onboarding process to meet individual needs. Usually, companies utilize a personalized onboarding plan, taking into account the employee’s background, skills, and goals. According to a recent survey of employees, 89% of them feel extremely engaged at work with an effective and personalized onboarding procedure (BambooHR, 2023).

Technology Integration

Onboarding processes are increasingly incorporating technology to streamline and enhance the experience. This includes using training and onboarding tools, online training modules, virtual reality (VR) simulations, and gamification elements. Based on recent data, 53% of firms spend a certain amount of their budgets on onboarding new employees throughout, whereas 66% of organizations include some elements of formal onboarding programs (Gitnux Blog, 2023).

Remote Onboarding

With the rise of remote work, organizations are adapting their onboarding processes to accommodate remote employees. Virtual onboarding sessions, video conferencing, and online collaboration tools are being used to connect and train remote workers. A recent report indicated that during remote onboarding, 39% of employees claimed they received the proper degree of help, while 18% stated they got none at all (Think Learning, 2023).

Best Free Onboarding Templates and Checklists

General Onboarding Templates to Get Started

General onboarding templates serve as a starting point or a framework for creating a structured and consistent onboarding process for new employees. They provide a set of guidelines and steps to follow, ensuring that important information and activities are not overlooked.

These templates help streamline the onboarding process by providing a pre-defined structure. They save time and effort for HR teams and managers by eliminating the need to create onboarding materials from scratch for each new hire.

Also, onboarding templates ensure a consistent onboarding experience for all employees, regardless of the department or manager. This helps create a standardized process that aligns with the organization’s values, policies, and procedures.

Overall, general onboarding templates help ensure a smooth and well-structured onboarding experience for new employees, setting them up for success in their new roles and increasing their engagement and productivity. You can choose a free employee onboarding checklist below:

• Employee Onboarding Template (Zenefits)
• Employee Onboarding Template (Airtable)
• New Employee Checklist For Achieving 93% Engagement (360Learning)
• The Only Onboarding Timeline You’ll Need: From Offer to First Friday (First Round Review)
• Free 30/60/90 Day Onboarding Template (HubSpot)
• New Employee Onboarding Template (Asana)
• New Hire Onboarding (Trello)

Employee Onboarding Checklist and Templates for Managers

By using onboarding templates, managers can streamline their onboarding processes, provide a consistent experience for new employees, and ensure that all necessary information and resources are shared effectively. These templates provide a consistent framework for managers to follow when bringing in new hires. They ensure that all necessary steps and information are covered, reducing the risk of overlooking critical aspects of the onboarding process.

Also, onboarding templates offer guidance and direction to managers, particularly those who may be new to the role or less experienced in onboarding. The templates outline the key steps, activities, and information that need to be covered during the onboarding process, serving as a roadmap for managers.

Employee onboarding checklist templates often include compliance-related information and required paperwork. In this way, managers can rely on the templates to ensure that new employees receive and complete all necessary onboarding documents and understand the relevant legal and regulatory requirements.

Below, you’ll find some free samples of employee onboarding checklist templates for managers.

• Onboarding New Managers Checklist (Workable)
• Free Onboarding Checklists and Templates (Smartsheet)
• New Managers Onboarding Checklist (Breezy)
• 30-60-90 Day Plan for Managers [Template] (HubSpot)

Onboarding Templates for Sales Teams

Process Street lets users upload documents directly onto the checklist. Onboarding templates for sales teams provide a clear blueprint for new employees, guiding them through the onboarding journey. These templates outline the key steps, activities, and resources that new hires need to complete and familiarize themselves with.

While templates offer a standardized framework, they can be customized to fit the specific needs of the organization. Thus, sales teams can easily add or remove sections, include company-specific information, and tailor the content to match the organization’s culture, values, and unique requirements.

By using an onboarding process template, managers can provide a comprehensive training plan to their new sales team members. This may encompass product or service knowledge, sales techniques, customer personas, objection handling, and using sales tools and technologies. The template ensures that all necessary training components are covered systematically.

Here are some free samples of employee onboarding checklist for sales managers:

• The Sales Team’s Guide & Template for New Hire Training (HubSpot)
• Free Onboarding Checklists and Templates (Smartsheet)
• Salesperson Onboarding Checklist for Startups (Process Street)

Employee Onboarding Checklist and Templates for Developers

An onboarding template for developers typically contains specific information and resources tailored to their roles and needs. It usually provides an overview of the company’s development processes and methodologies. It includes information about agile or scrum practices, software development life cycle, and project management tools used within the organization.

Employee onboarding checklist for developers may also cover any specific coding standards, code review processes, and testing procedures that developers need to adhere to. This sets the foundation for understanding how development projects are managed within the company. In this way, new hires can get clear instructions on setting up the development environment that they will be using, including installing the necessary software, configuring development tools, and accessing code repositories.

Below is a list of new employee onboarding checklist for developers that you can use:

• Developer Onboarding Checklist for Startups (Process Street)
• Free Onboarding Checklists and Templates (Smartsheet)
• Awesome Onboarding (GitHub)
• Checklist for Expanding an In-House Dev Team (Netguru)
• How to Onboard a New Developer (Manifestly)

Templates to Manage IT During Onboarding

An IT onboarding checklist template provides managers with a structured and consistent approach to managing IT-related tasks. These templates typically include a checklist of IT-specific items that need to be addressed, such as setting up hardware and software, granting system access and permissions, configuring email and network accounts, and ensuring compliance with IT security protocols.

By using these templates, managers can ensure that crucial IT-related steps are not overlooked. It also reduces the chances of delays or issues arising from incomplete or inconsistent IT onboarding. The templates serve as a guide, outlining the necessary steps and providing pre-designed materials and instructions for IT-related tasks. This streamlines the onboarding process, allowing managers to focus on other important aspects of welcoming and integrating new employees into the IT team.

Furthermore, templates for managing IT during onboarding can help managers save time and effort. Rather than having to create or search for IT-specific onboarding materials for each new hire, managers can rely on the templates to provide a ready-to-use framework.

Here are a few templates that you can use to onboard a new hire to your IT team:

• Free Onboarding Checklists and Templates (Smartsheet)
• IT Onboarding Template (Pipefy)
• The Only IT Onboarding Checklist You’ll Ever Need (Kisi)
• IT Onboarding Checklist (Breezy)

Onboarding Templates for Remote Employees

Onboarding templates for remote employees often include a step-by-step guide, introducing remote employees to the company, its culture, and policies. They can also outline the necessary technology setup, communication channels, and remote work best practices. By providing a consistent onboarding experience, these templates help remote employees feel supported, engaged, and aligned with the organization’s expectations.

By using a new hire checklist template for remote employees, managers can make important information easily accessible to new hires. Having all this onboarding information readily available in a template ensures that remote employees have clear guidance and a centralized source of information to refer to throughout their onboarding process.

Utilizing new hire onboarding checklist templates allows organizations to effectively onboard remote employees. This can also help foster engagement and productivity even in a remote office setting and set employees up for success in their remote work environment. You can find below some free templates and checklists that you can use for remote employee onboarding:

• How to Onboard Remote Employees (HubSpot)
• Onboarding Checklist for Remote Employees (Interact)
• Virtual Onboarding Checklist for Remote Employees (Workest)
• Remote Employee Onboarding Checklist (Breezy)
• Remote Employees Onboarding Checklist (Workable)

Onboarding Templates to Foster Cultures of Learning

A traditional or virtual onboarding template designed to foster cultures of learning prioritizes continuous learning, growth, and development. It introduces the concept of a learning culture within the organization and highlights the importance of ongoing learning, skill development, and knowledge sharing. By using this type of template, managers can easily outline the organization’s commitment to supporting employee learning, highlighting resources and opportunities available for professional growth.

Onboarding templates like these also make it easier for managers to provide new employees with an overview of the organization’s learning resources and platforms, including its internal enterprise learning management system. That also covers online training courses, various types of business LMS software, and relevant external resources such as books, podcasts, or industry events.

These templates encourage new hires to explore these resources and take ownership of their learning journey. They may also provide guidance on how to navigate the available resources and recommend specific learning paths or programs aligned with their roles or interests. Some organizations even provide access to the best learning management system for schools for employees who want to pursue online degrees.

That said, here are some onboarding templates that you can use to foster cultures of learning:

• Free Onboarding Checklists and Templates (Smartsheet)
• New Employee Onboarding Template (Asana)

How Do You Customize Onboarding Templates to Match Your Organization’s Needs?

To maximize the impact of onboarding templates, it is essential to tailor them to your organization’s specific operational workflows, departmental structures, and compliance requirements. Adapt your templates by incorporating role-based competencies, department-specific tasks, and targeted goals that align with long-term employee development strategies. Utilize analytics and direct feedback to periodically refine the onboarding materials and ensure they remain responsive to evolving business demands. Additionally, consider enhancing your onboarding framework with advanced learning opportunities, including certifications from MPP online programs, to reinforce relevant policy knowledge integral to your operational success.

How Can Advanced Education Options Amplify Employee Development Post-Onboarding?

Integrating higher education opportunities into the onboarding framework can deepen an employee’s long-term growth by aligning initial training with evolving career goals. Organizations may consider incorporating incremental educational resources and continuing learning paths that extend beyond the early onboarding phase, ensuring that employees have access to advanced skill development opportunities. Strategic investments in education, such as enrolling staff in focused programs like 6 month masters online, empower employees to bridge skill gaps and drive innovation. Aligning these educational initiatives with clear performance benchmarks further supports a culture of sustained improvement and competitive advantage.

How Can Mentorship Programs Enhance Onboarding Effectiveness?

Integrating structured mentorship programs into your onboarding process provides new hires with personalized guidance and promotes smoother cultural integration. By pairing experienced employees with newcomers, organizations can foster immediate knowledge transfer, accelerate access to role-specific insights, and reinforce long-term career development. Establish clear mentorship goals and milestones to monitor progress, ensuring both mentors and mentees benefit from ongoing feedback and performance discussions. Leveraging mentorship as part of the onboarding framework also supports the adoption of additional skill-building initiatives, such as engaging in easy certifications that pay well, which further enhances professional growth. Organizations adopting this approach often report improved employee confidence, greater job satisfaction, and a more agile adaptation to evolving team dynamics, all of which contribute significantly to higher retention rates and overall productivity.

Can External Education Enhance Your Onboarding Process?

Integrating targeted external training initiatives during onboarding can accelerate employee adaptation while reinforcing long-term career growth. Companies can complement their core onboarding materials with specialized academic programs or short-term learning tracks that address specific skill gaps. For instance, enrolling in an accelerated associate degree online can provide a structured yet condensed academic framework that supports immediate practical needs. This approach not only reinforces the onboarding process by aligning professional duties with continuous education but also signals a commitment to employee development and strategic competitive advantage.

How to Measure the Effectiveness of Onboarding Templates

Measuring the success of your onboarding templates ensures they are effective in helping new hires integrate smoothly into the organization. By using key metrics and feedback, you can improve the onboarding process. Here’s how to assess its effectiveness:

• Employee Retention Rates: Track the number of new hires who stay with the company after a set period, such as 6 months or a year. A high retention rate indicates that new employees are satisfied with the onboarding process and feel supported.
• Time-to-Productivity: Assess how quickly new hires become productive in their roles. Faster time-to-productivity means the onboarding process is efficient and the employee has quickly adapted to their responsibilities.
• Employee Feedback: Gather feedback from new hires using surveys or interviews. Feedback provides insights into how effective and engaging the onboarding process is. Ask about the clarity of information, training resources, and overall experience.
• Manager Feedback: Collect feedback from managers on how well new employees perform post-onboarding. Managers can provide valuable insights into whether the new hires meet expectations and how well they fit into the team.
• Engagement Levels: Track new employees' engagement during onboarding, including participation in training and meetings. High engagement indicates that onboarding motivates new hires and helps them feel part of the team.

How Can Leadership Influence a Successful Onboarding Program?

Effective leadership plays a critical role in shaping a positive onboarding environment by setting clear expectations and modeling the company’s core values. Leaders who actively participate in onboarding not only bridge communication gaps but also accelerate cultural integration, ensuring that new hires understand both the strategic vision and the practical steps necessary for success. This engagement fosters trust and reinforces accountability, while also promoting continuous feedback loops that can further enhance the onboarding experience. Leaders may also benefit from advanced educational opportunities to refine their skills and strategies. For example, pursuing the quickest bachelor's degree online can provide insights into innovative management practices that directly impact employee integration and performance.

Using the Best Free Employee Onboarding Checklist

So there you have it—the best free employee onboarding checklist and templates to help you promote consistency and accountability in your onboarding processes. With the help of these templates, you can easily establish clear expectations for new employees and foster effective communication and alignment within your company.

These checklists and templates also enhance the onboarding experience by streamlining processes, reducing errors, and increasing efficiency. Knowing exactly how to onboard a new employee can help you set a positive tone from the beginning, building stronger relationships with new employees and facilitating their engagement and productivity in your organization.

There are also various types of LMS software that can help you facilitate the onboarding process for new employees. To help you select the best platform to use, you can check out our guide to what is an LMS.

How Can Professional Certifications Enhance the Onboarding Experience?

Incorporating specialized certification opportunities into onboarding provides new hires with a clear pathway for skill advancement and career growth. Aligning training initiatives with continuous learning helps bridge initial skill gaps and reinforces long-term development. Leveraging platforms offering accredited certification programs online empowers employees to pursue industry-specific credentials that enhance job performance and professional resilience. This targeted approach supports sustained competency improvement and fosters a culture of proactive learning, ultimately translating into higher engagement and measurable success.

What Are the Long-Term Benefits of a Comprehensive Onboarding Strategy?

A well-rounded onboarding strategy paves the way for sustainable growth by aligning immediate integration with long-term career development. Beyond initial job proficiency, this approach fosters higher retention, continuous skill enhancement, and a proactive learning environment. Organizations that incorporate structured educational initiatives, such as accredited online college programs, empower employees to bridge skill gaps while promoting strategic workforce development. This investment in comprehensive onboarding establishes a scalable framework that supports evolving business needs and fortifies overall competitive advantage.

Key Insights

• Impact on Retention: A well-structured onboarding program can increase employee retention by 82%, showcasing its importance for organizational stability.
• Employee Engagement: Effective onboarding processes significantly boost employee engagement, with 89% of workers feeling very engaged due to good onboarding practices.
• Personalized Onboarding: Tailoring onboarding to individual needs enhances employee engagement and effectiveness.
• Technology Integration: Incorporating technology, such as online training modules and virtual reality simulations, streamlines and enriches the onboarding experience.
• Remote Onboarding: Adapting onboarding processes to support remote employees is crucial, with virtual tools and sessions ensuring proper integration and support.
• Productivity and Loyalty: Standard onboarding procedures can enhance productivity by 50% and increase new hire loyalty by 18 times.
• Compliance and Consistency: Onboarding templates ensure that all necessary information and resources are shared consistently, reducing the risk of overlooking critical steps.
• Role-Specific Onboarding: Tailored onboarding templates for different roles, such as developers or sales teams, ensure that new hires receive relevant and comprehensive training.
• Learning Culture: Onboarding templates that foster a culture of learning encourage continuous development and professional growth among new hires.

FAQ

1. What is the primary benefit of a well-structured onboarding program?

A well-structured onboarding program significantly increases employee retention, with data showing an 82% increase in retention rates. It also boosts employee engagement, job satisfaction, and productivity.

2. How can personalized onboarding impact new hires?

Personalized onboarding can make new employees feel more engaged and valued. By addressing individual needs and backgrounds, it helps integrate them more effectively into the company culture and enhances their overall onboarding experience.

3. Why is technology integration important in onboarding?

Technology integration streamlines the onboarding process, making it more efficient and engaging. Tools like online training modules, virtual reality simulations, and gamification can provide a richer onboarding experience and facilitate faster learning.

4. What challenges do organizations face with remote onboarding?

Organizations often struggle with providing adequate support and engagement for remote employees. Virtual tools, such as video conferencing and online collaboration platforms, are essential to ensure remote workers receive the same level of integration and training as in-office employees.

5. How do onboarding templates enhance the onboarding process?

Onboarding templates provide a consistent framework for new hires, ensuring that all necessary steps and information are covered. They help streamline the process, reduce errors, and save time for HR teams and managers.

6. What role do onboarding templates play for different job roles?

Onboarding templates tailored to specific roles ensure that new hires receive relevant training and resources. For example, templates for developers might include coding standards and development tools, while templates for sales teams focus on product knowledge and sales techniques.

7. How can onboarding templates foster a culture of learning?

Onboarding templates that prioritize continuous learning introduce new hires to the organization's commitment to professional development. They provide an overview of available learning resources and encourage employees to engage in ongoing skill development.

8. What is the importance of compliance in the onboarding process?

Compliance is crucial to ensure that all necessary legal and regulatory requirements are met. Onboarding templates often include compliance-related information and required paperwork, helping managers to provide new hires with all necessary documents and instructions.

References:

1. BambooHR. (2023). These 10+ Onboarding Statistics Reveal What New Employees Really Want in 2023. BambooHR
2. GITNUX. (2023). Employee Onboarding Statistics You Must Know In 2023 • GITNUX. GITNUX
3. Oak Engage. (2023, September 3). 24 Shocking Employee Onboarding Statistics You Need to Know in 2023. Oak Engage
4. StrongDM. (2023, March 10). 25 Surprising Employee Onboarding Statistics in 2023. StrongDM
5. Techjury. (2023, February 6). 33 Startling Employee Onboarding Statistics to Know in 2023. Techjury
6. Think Learning. (2023). 26 Surprising Onboarding Statistics for 2023. Think Learning
7. Zippia. (2023). 17 Incredible Onboarding Statistics [2023]: HR Trends In Hiring, Training, And Retention. Zippia