Share this post
Editor's Pick
in Onboarding/Offboarding
4.5 (432)

The step-by-step onboarding checklist for remote employees

Set your new remote employees up for success with a step-by-step checklist for the virtual onboarding process.

Template by Thao Nguyen Le
5 minutes to finish · English · PDF
Download nowIt's free
  • 534 already downloaded
  • Easy and simple to use

An onboarding process set your new hires up to success quicker, but this can be complicated when working from home. Crafting a virtual onboarding checklist can guarantee remote newcomers a professional onboarding experience. Download now (for free) the remote onboarding checklist to create an excellent first impression despite working remotely. 


The need for employees to work remotely is on the rise. As you know, there are many advantages to having a remote workforce: flexibility, reduced costs, and most importantly — it’s great for retaining talent. But if you are inexperienced in conducting onboarding processes, remote onboarding could be a handful.

It can be difficult to check up on all the essential duties to onboard your remote new hires. There are a lot of moving pieces, and it can be overwhelming to figure out where to start. This onboarding checklist will ensure that you’ve done everything necessary to make the remote onboarding process as seamless as possible.

The onboarding checklist for remote employees

Before day 1- Engage new hires before their first day

IT department  

  • Ensure that the computers and other devices are work-ready. 

  • Provide login access to the necessary tools for the new employee. (e.g., email account, communication apps, etc.)

HR team 

  • Make sure the HR-in-charge department sends an onboarding email letter to the new employee. (Confirm their first day in the email)

  • Ensure that the necessary documents and training materials are sent to the new employee. (e.g., Employee handbook, New hire launchpad)

  • Provide new hire with a contact in the event of any questions.

  • Notify the manager about the new employee's first day.


  • Work with the HR team to outline each step of the onboarding process to avoid information overload before being forwarded to the new employee.

  • Inform the new employee about their job goals and expectations.

  • Ensure a supervisor or mentor is made available to work the new hire through from the first day.

  • Prepare a training slide for an one-on-one meeting.

Day 1 - Give new hires a perfect start 

IT department

  • Deliver work equipment to the new employee.

  • Guide them through a technical setup via an online call or chats.

  • Ensure the new employee fully signs up with the accounts your company uses.

  • Provide security guidelines to clarify:

    • What steps the new employee should take to protect their password and company’s data.

    • What things they should avoid when posting on social media.

    • Who they should contact if the company's laptop is lost.

HR team 

  • Send out an email to your workforce to introduce them to the new employee.

  • Record a virtual office tour newcomers can watch from their mobile app.

  • Discuss which main communication channel is used for new employees to keep in touch with them.

  • Send the new employee a checklist of documents that need to be submitted with due dates. (Preferably using an HRIS to send and track pending tasks automatically. Plus, the data is synced up with the employee record in one place) 


  • Arrange a one-on-one meeting with the employee to discuss job expectations, goals, and responsibilities.

  • Schedule at least one meeting to introduce all the team members.

  • Provide the new employee with necessary training materials.

  • Invite the new hire to any daily/weekly meeting if any.

  • Answer all their questions.

  • Check in at the end of the day to see how they're doing.

Download for free the full remote onboarding checklist 👉

What you'll get:

  • A detailed checklist of essential tasks you need to do from before day 1 to the first 30 days.
  • Onboarding email template for new hires on day 1.
  • New member announcement email template.

How to use this template

  • ✂️
    The template is fair use for your own purposes. Feel free to copy or refer to the structure and guidelines inside.
  • 🛎
    Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws.
  • 🖨
    Print out for easier handling and communication with your team.

Who this template is for

  • HRBPs overseeing the remote onboarding process
  • Direct managers of the new remote teams to follow up with their onboarding progress
  • New remote employees looking to settle down quickly in their position

Frequently Asked Questions

Download now
  • 1.
    Is it really free?


    We’re committed to helping you as much as possible in all things HR. Download and we will keep you updated on hot-baked useful resources coming out weekly.

  • 2.
    Why do I have to fill out my information?

    Your information is safe with us.

    We ask for your information in exchange for a valuable resource so we can: (a) send you more free and useful resources we publish weekly via email (b) inform you about pieces that we think may be of value to you. You can check out our privacy policy here.

  • 3.
    What is Grove HR?

    Grove HR is the best free HR platform that helps SMBs digitize their HR operation so that they can create an attractive digital employee experience.

    Operating on both desktop and mobile, it provides a full employee lifecycle solution from recruitment, onboarding, managing employee records to time-tracking, payroll, and more.

Download now