Top 5 documents for onboarding employees

For any SME, hiring new employees is a regular part of the job. Onboarding employees right from day one helps small and medium-sized enterprises make a great first impression and avoid any future hiccups. A clear onboarding process ensures new employees know what’s expected from them, ensures they feel supported and keeps your business compliant and organised.

Here’s the top 5 onboarding checklist every SME should include in their onboarding pack.

1. Employment Contract 

An employee contract is the cornerstone of every onboarding process. An employment contract outlines the role, pay, working hours, and terms of employment. Keep signed contracts safely and clearly stored in lever-arch files or document wallets to stay compliant and organised. That way, each contract is accessible when needed. 

2. Employee Handbook 

An employee handbook helps any new staff to quickly come to terms with the company culture, values, and policies. It should cover attendance, dress code, and workplace conduct. You can present the handbook neatly in presentation folders or presentation ring binders for a professional look. 

3. Confidentiality & Data Protection Agreement

Every employee should sign a GDPR-compliant confidentiality agreement to protect sensitive information as part of the onboarding checklist. Keep copies secure in locked filing cabinets or digital folders labelled with a label maker.

TIP!
Ensure any confidential data is destroyed with a high-security shredder. Read how to ‘Destroy confidential documents’ in our helpful blog.

4. Health & Safety Policy

It’s a legal must-have to have a health & safety policy and to make new employees aware of it, according to the Safety, Health and Welfare at Work Act 2005. Outline fire procedures, first-aid contacts, and workplace safety measures. Make sure you’ve got clear safety signage, first-aid items, noticeboards and other safety products around your office to back up your policy.

5. Training & Development Plan

It’s important to help your new hire grow by outlining onboarding sessions, required training, and performance milestones in one easy-to-view format. Print training checklists with your office printer and keep them in ring binders or present them in clipboards to make tracking progress simple and visible. 

TIP!
Don’t know what office supplies are essential? Consult our blog: ‘Checklist: Must-haves for your office’.

Why HR documentation matters

These five documents not only help you meet legal requirements but also create a strong first impression for onboarding employees. A smooth onboarding process shows professionalism, reduces turnover, and helps new staff feel supported from day one.

And with the right office supplies, it’s easy to keep your HR paperwork clean, structured, and compliant — so you can focus on growing your business.