6 free templates for small businesses. Download as DOCX or copy-paste.
Most small business onboarding fails at the same point: the manager planned to spend time with the new hire, but the week got busy. The new hire spent their first two weeks waiting for access, asking the same questions twice, and wondering whether they made the right decision. The template is not what was missing. The commitment to use it was.
At FirstHR, we built our onboarding platform for the exact company this describes: small businesses where the hiring manager is also the trainer, the HR department, and the person trying to close the month. The six templates below are designed for that reality. Download any of them, customize the bracketed fields for your role, and schedule the check-ins before Day 1. Research shows that employees who experience structured onboarding are significantly more likely to still be at the company at the one-year mark (Gallup).
TL;DR
Every onboarding template needs five elements: a pre-start checklist, a Day 1 agenda, compliance tracking, phase goals for 30/60/90 days, and scheduled check-ins. The six free templates below cover the most common hiring scenarios for small businesses: standard, remote, manager, customer-facing, part-time, and training-focused. Download all six or copy individual sections.
Which Template Should You Use?
The right template depends on the role type, work arrangement, and what the manager needs to track. Most small businesses can start with the Minimum Viable template and add role-specific sections as needed.
Minimum Viable
Any role
The default for most hires. Works for any full-time role. Contains compliance tracking, Day 1 checklist, and 90-day structure.
Remote Employee
Cross-state or distributed
Adds daily video check-ins, remote I-9 logistics, state law compliance for where the employee physically works.
New Manager
People management roles
Built around the 'listen first' principle. Phase 1 is almost entirely 1:1s and observation. No changes until Day 31.
Tracks compliance training, role-specific certifications, tool proficiency, and development goals in one place.
Start With the Minimum Viable Template
If you are not sure which template to use, start with the Minimum Viable template. It covers every role and can be customized by removing sections that do not apply. The other templates add role-specific milestones on top of the same foundation.
6 Free Employee Onboarding Templates
Download all six templates as a single Word document, or copy individual sections into your existing documents. Fill in every bracketed field before the employee's first day. The pre-start checklist is your responsibility as the manager. Do not wait until Day 1 to start it.
Download All 6 Onboarding Templates
Minimum viable, remote, manager, customer-facing, part-time, and training plan. All in one DOCX.
Template 1: Minimum Viable Onboarding Template
The default starting point. Works for any full-time hire. Covers pre-start preparation, Day 1 logistics, compliance tracking, and 90-day structure with blank goal fields to customize.
Minimum Viable Onboarding Template (Any Role)
EMPLOYEE ONBOARDING PLAN
Employee: __
Role: __
Start Date: __
Manager: __
BEFORE DAY 1 (MANAGER CHECKLIST)
[ ] Offer letter signed and on file
[ ] I-9 and W-4 sent via [method]. Due by Day 1.
[ ] System access requested: email, Slack/Teams, [other tools]
[ ] Equipment ordered and confirmed for delivery before start date
[ ] First-day schedule prepared and sent to employee
[ ] Team notified of new hire name, role, and start date
[ ] Workspace or remote setup confirmed
[ ] Onboarding buddy assigned: __
Welcome message sent: [ ] Yes Date: _
DAY 1
Morning (Manager-led)
[ ] Welcome and office/remote tour
[ ] Complete remaining paperwork: I-9 (in-person or remote verifier), direct deposit, benefits enrollment
[ ] Receive and set up all equipment
[ ] Get all system access confirmed and working
[ ] Review handbook and collect signed acknowledgment
Afternoon
[ ] Meet team members (brief introductions, 5-10 min each)
[ ] 1:1 with manager: review 30-day plan, answer questions
[ ] Understand: what does success look like in the first 30 days?
End of Day
[ ] Any blockers? Equipment issues? Access problems?
[ ] Confirmed: employee knows where to go and who to ask
WEEK 1 (DAYS 2-5)
[ ] Complete any required compliance training
[ ] Shadow manager or senior team member for one full task cycle
[ ] Review key documents: processes, past projects, team norms
[ ] Meet cross-functional contacts (list): __
[ ] 1:1 with manager: end-of-week check-in
Week 1 question to employee: "What is still unclear?"
Adds the specific elements remote onboarding requires: daily video check-ins in week 1, remote I-9 logistics, state employment law compliance for the employee's work location, and intentional relationship-building milestones.
Remote Employee Onboarding Template
REMOTE EMPLOYEE ONBOARDING PLAN
Employee: __
Role: __
Work Location (city, state): __
Time Zone: __
Manager Location / Time Zone: __
Start Date: __
Core Overlap Hours: __
CRITICAL: COMPLETE ALL OF THIS BEFORE DAY 1
MANAGER PRE-START CHECKLIST
[ ] Offer letter confirms work state (governs applicable employment law)
[ ] I-9: arrange remote verifier or authorized representative in employee's location
[ ] Equipment shipped: confirmed delivery date _
[ ] All accounts provisioned: email, video, Slack/Teams, VPN, [tools]
[ ] First-day video call scheduled with link sent
[ ] Written welcome message sent with: day 1 agenda, team introductions doc, key contacts list
[ ] Onboarding buddy assigned (same or overlapping time zone): _
[ ] Home office stipend or equipment allowance communicated: _
DAY 1: REMOTE
9:00 AM (or start of core hours): Manager video call, 45-60 min
[ ] Screen share: walk through all tools and accounts
[ ] Review 30-day plan together
[ ] Explain async communication norms (when to use email vs. Slack vs. video)
[ ] Set expectation: camera on for all calls in first 2 weeks
During Day 1
[ ] Confirm all equipment works (video, audio, internet speed adequate)
[ ] Complete I-9 via remote verifier (must be done by Day 1)
[ ] Complete direct deposit, W-4, benefits enrollment
[ ] Sign handbook acknowledgment (electronic)
[ ] Join all required Slack/Teams channels
End of Day 1 check-in (15 min video)
[ ] Any tech issues?
[ ] Any unclear expectations?
[ ] Knows who to contact for what
WEEK 1: DAILY VIDEO CHECK-INS (NON-NEGOTIABLE)
Purpose: Replace the informal office osmosis that remote hires miss entirely.
Format: 15 minutes, video required, same time each day.
This tapers to 3x/week in week 2, 2x/week in week 3, weekly by week 4.
[ ] Monday check-in: _ Notes: _
[ ] Tuesday check-in: _ Notes: _
[ ] Wednesday check-in: _ Notes: _
[ ] Thursday check-in: _ Notes: _
[ ] Friday check-in: _ Notes: _
Key week 1 tasks
[ ] 1:1 video introductions with all team members (30 min each, video required)
[ ] Review all team documentation
[ ] Complete required compliance and role-specific training
[ ] First async task assigned: __
DAYS 8-30: CONNECT AND ORIENT
Remote-specific milestones by Day 30:
[ ] Has had at least one non-work conversation with 3 team members
[ ] Knows how and when to escalate issues without being in-office
[ ] Attended at least one optional team meeting or social call
[ ] Response times match team communication norms
[ ] No signs of isolation or disengagement
Goals for phase:
1. _____
2. _____
3. _____
30-day check-in questions:
•Is remote working well for you? What would improve it?
•Are you getting enough face time with the team?
•Is async communication working for you?
DAYS 31-90
Transition check-in cadence:
Week 5-8: 2x/week video 1:1
Week 9-13: Weekly video 1:1 (permanent cadence)
60-day review: _
90-day formal review: _
REMOTE COMPLIANCE NOTES
State where employee works: _
Employer registered in that state: [ ] Yes [ ] In progress
Built around the principle that new managers should listen before they lead. Phase 1 is almost entirely 1:1s and observation. Explicit instructions: do not change anything until Day 31.
New Manager Onboarding Template
NEW MANAGER ONBOARDING PLAN
Manager Name: __
Title: __
Department: __
Number of Direct Reports: __
Direct Reports (names): __
Start Date: __
Their Manager: __
PRE-START (2 WEEKS BEFORE)
[ ] Access to all management systems: HRIS, performance tools, team files
[ ] Org chart and current headcount shared
[ ] Last 3-6 months of team performance data shared
[ ] Any active performance issues briefed (confidentially)
[ ] Introduction sent to team: who they are, when they start, what to expect
WEEK 1: LISTEN. DO NOT CHANGE ANYTHING YET.
Day 1
[ ] Administrative setup complete
[ ] 1:1 with their manager: align on 90-day success criteria. Write these down.
[ ] Attend existing team meetings. Observe only. No restructuring.
Week 1 goal: Schedule 1:1s with ALL direct reports this week.
1:1 meeting questions for each direct report:
1. What are you currently working on? What does your typical week look like?
2. What is going well on the team?
3. What is the biggest obstacle you face regularly?
4. What do you need from a manager to do your best work?
5. What would you change if you could?
Schedule:
[ ] [Name]: _ Date: _
[ ] [Name]: _ Date: _
[ ] [Name]: _ Date: _
[ ] [Name]: _ Date: _
[ ] [Name]: _ Date: _
WEEK 2-4: UNDERSTAND BEFORE ACTING
[ ] Complete all direct report 1:1s
[ ] 1:1s with 3-5 key cross-functional stakeholders
[ ] Review all active projects and their status
[ ] Map team's current responsibilities and workload distribution
30-day output: Write a 1-page "State of the Team" summary (for own use only):
DAYS 31-60: BUILD TRUST, MAKE TARGETED IMPROVEMENTS
[ ] Share working style and communication preferences with team
[ ] Clarify or establish team meeting cadence
[ ] Implement 1-2 improvements from phase 1 findings (no more)
[ ] Career development 1:1 with each direct report
[ ] Identify: who needs more support? Who is ready for more responsibility?
60-day check-in with their manager: _
DAYS 61-90: LEAD AND DELIVER
[ ] Draft team goals for next quarter
[ ] Individual performance expectations set for all direct reports
[ ] 90-day review with their manager
[ ] Retrospective: what would you do differently in your first 90 days?
Key leadership principle for this phase:
The fastest way to lose a team in the first 30 days is to make changes before understanding the full picture. Build credibility through listening, not pronouncements.
Template 4: Customer-Facing Role Onboarding Template
For sales, support, account management, and retail roles. Adds product knowledge checkpoints, supervised interaction milestones, and quality review tracking specific to customer-facing performance.
Customer-Facing Role Onboarding Template
CUSTOMER-FACING ROLE ONBOARDING PLAN
(Sales, Support, Account Management, Retail)
Employee: __
Role: __
Team/Territory: __
Manager: __
Start Date: __
BEFORE DAY 1
[ ] System access: CRM, support ticket system, product knowledge base, phone/chat tools
[ ] Call recording access for training (at least 10 recorded customer calls)
[ ] Product or service training materials identified
[ ] Training schedule confirmed for weeks 1-2
DAYS 1-5: FOUNDATIONS
Day 1
[ ] Setup and access confirmed for all customer-facing tools
[ ] Introduction to the team and team norms
[ ] First product demo or service walkthrough. Passive observation only.
[ ] Receive: top 10 most common customer questions + answers
Week 1 focus: Listen. Do not interact with customers yet.
[ ] Review 10+ recorded customer calls or past tickets
[ ] Shadow senior team member for 3+ customer calls or sessions
End of week 1 question: "What did you notice that surprised you?"
DAYS 8-30: LEARN THE PRODUCT AND PROCESS
Knowledge checkpoints by Day 30:
[ ] Can explain the product or service to a new customer without notes
[ ] Knows the top 5 customer objections and standard responses
[ ] Understands the escalation path for issues they cannot resolve
[ ] Has read the customer-facing documentation end to end
[ ] Completed product certification or training curriculum: __
Supervised customer interaction milestones:
[ ] First supervised customer interaction: _
[ ] First independent interaction with manager review: _
[ ] Call/ticket debrief sessions completed: __
30-day check-in notes: _____
DAYS 31-60: INDEPENDENT OPERATION
[ ] Handling customer interactions independently
[ ] Meeting team activity targets: __
[ ] Escalation rate at or below team average
[ ] First quality review score: __
60-day check-in: _
DAYS 61-90: FULL PERFORMANCE
[ ] Fully onboarded to all tools and processes
[ ] Contributing to team knowledge base or documentation
[ ] 90-day formal review
[ ] First performance metrics review: __
Transition out of onboarding: _
Template 5: Part-Time and Seasonal Employee Template
Compressed timeline for variable-schedule employees. Includes faster ramp-up milestones, seasonal offboarding checklist, and state-specific compliance notes for paid sick leave and final pay rules. Final pay timing varies significantly by state under the FLSA and state wage payment laws.
Part-Time and Seasonal Employee Onboarding Template
PART-TIME / SEASONAL EMPLOYEE ONBOARDING PLAN
Employee: __
Role: __
Employment Type: [ ] Part-time [ ] Seasonal
Schedule: __
Start Date: __
End Date (seasonal): __
Manager: __
KEY DIFFERENCES FROM FULL-TIME ONBOARDING
Part-time and seasonal employees need faster ramp-up because:
1. They have less time per week to absorb information
2. Seasonal employees have a fixed window to become productive
3. They are more likely to interact with customers early
Compress the standard onboarding to fit the schedule.
DAY 1 (ADAPTED FOR PART-TIME SCHEDULE)
Complete during first scheduled shift:
[ ] Paperwork: I-9, W-4, direct deposit, signed handbook acknowledgment
Tracks compliance training, role-specific certifications, tool proficiency, and development goals in a single document. Use alongside any of the other templates for roles with significant training requirements.
Onboarding Training Plan Template
ONBOARDING TRAINING PLAN
Employee: __
Role: __
Start Date: __
Training Coordinator: __
WEEK 1: REQUIRED TRAINING (ALL EMPLOYEES)
COMPLIANCE TRAINING (must complete by Day 5)
[ ] Anti-harassment and discrimination: __ Date: _
All required training complete: [ ] Yes [ ] Pending
Manager sign-off: __ Date: _
Employee sign-off: __ Date: _
What Every Onboarding Template Must Include
Effective onboarding templates share seven elements regardless of role type. Missing any one of them produces the same result: a new hire who is unclear on expectations and a manager who is frustrated that the hire is not performing faster.
Element
What it covers
Why it matters
Pre-start checklist
System access, equipment, I-9, welcome message
Most Day 1 failures trace back to missing access or equipment not ready
Day 1 agenda
Hour-by-hour schedule for first day
New hires with a clear Day 1 agenda report higher satisfaction and lower anxiety
Compliance tracking
I-9, W-4, handbook signature, benefits enrollment
Documented proof of completion protects you in audits and disputes
30/60/90 day goals
Phase-specific objectives agreed in advance
Goals defined before Day 1 produce better outcomes than goals set during onboarding
Check-in schedule
Specific dates and times for manager reviews
Scheduled reviews that are on the calendar happen. Informal 'catch-ups' often do not.
Onboarding buddy
Named peer assigned to answer informal questions
Reduces manager time in weeks 2-4 while maintaining support quality
Training tracker
Required compliance training with completion dates
Undocumented training creates liability if compliance is later questioned
The most underrated element is the onboarding buddy. Assigning a named peer to be informally available for questions removes a significant amount of manager time in weeks 2-4. The buddy does not need to be a senior employee. They just need to be willing to answer the questions that feel too small to bring to the manager. For a complete breakdown of every document required alongside the template, the onboarding documents guide covers all required forms from I-9 through state-specific notices.
What Structured Onboarding Produces
Organizations with strong onboarding see 82% better retention and over 70% faster productivity compared to those without structured programs (SHRM). For a small business where each hire represents a significant percentage of total headcount, these numbers are not academic.
Adapting Onboarding Templates for Small Businesses Without HR
Generic enterprise onboarding templates assume you have an HR coordinator, a formal training department, and a company intranet. Small businesses with 5-50 employees have none of these. The same structure still applies, but the execution requires specific adaptations.
No HR department to manage the process
The manager owns onboarding end-to-end. The template serves as the manager's checklist, not a delegation tool. Every item in the pre-start and Day 1 sections should be personally confirmed by the hiring manager, not assumed to be handled by someone else.
No formal training program or LMS
Replace structured training modules with shadow sessions and documented task sign-offs. Have the new hire observe the person who does the job best, then perform the task with feedback. Document which tasks were signed off and when. This is more effective than most formal training programs.
Owner is also the trainer, manager, and HR
Front-load your time investment. Spend more concentrated time in days 1-5 and taper rapidly. One hour of focused attention in week 1 prevents five hours of reactive support in weeks 6-8. Daily 15-minute check-ins in week 1 cost 75 minutes total and substantially reduce early attrition.
No documentation for most processes
Assign the new hire to document what they learn as they learn it. This serves two purposes: the new hire retains information better through active documentation, and you end up with process documentation you never had time to create yourself.
The employee onboarding checklist covers the task-level work that runs alongside these templates. The templates provide the goal structure. The checklist ensures nothing gets dropped on specific days. Both are more useful together than either is separately. For understanding how the onboarding plan fits into the broader new hire experience, the new hire onboarding plan guide covers the full process from offer acceptance through Day 90.
5 Common Onboarding Template Mistakes
1
Creating the template after the employee starts
The template only works if it exists before Day 1. The pre-start checklist cannot be completed on the first day. System access requests, equipment orders, and I-9 preparation all have lead times. If you are creating the template on the morning of the hire's first day, you have already missed the most impactful parts of onboarding.
2
Setting vague goals with no measurable outcomes
Every goal in the template needs a completion criterion. 'Get up to speed on the product' cannot be evaluated. 'Complete product certification with a score of 80% or higher by Day 30' can. If you cannot answer yes or no at the check-in, the goal was not specific enough. Vague goals produce vague performance and vague conversations about whether onboarding is working.
3
Scheduling check-ins 'when we have time'
Put the 30, 60, and 90-day reviews on both calendars before Day 1. Treat them as non-negotiable. Reviews that are not scheduled get pushed when things get busy, which is exactly when they matter most. A new hire who reaches Day 45 without a formal check-in has been operating without feedback for six weeks.
4
Using an enterprise template for a small business
Enterprise templates include sections for multi-level approvals, dedicated training coordinators, formal HR intake processes, and learning management systems. For a 12-person company, these sections either do not apply or create false expectations. Start with the Minimum Viable template in this article, which is sized for small businesses, and add complexity only where it actually exists in your company.
5
Never updating the template based on what you learn
The template is a hypothesis about what the new hire needs. Reality will be different. At each check-in, review the next phase's goals and tasks with the new hire and update them based on what was learned. A manager who clings to the original plan when evidence suggests it needs adjustment is prioritizing process over outcomes. The best onboarding templates are living documents that get better with each hire.
Key Takeaways
Every onboarding template needs five elements: pre-start checklist, Day 1 agenda, compliance tracking, 30/60/90 day goals, and scheduled check-ins.
Use the Minimum Viable template as a starting point for any full-time hire. Add role-specific templates for remote employees, managers, customer-facing roles, and part-time or seasonal staff.
Create the template before Day 1, not on the day the employee starts. The pre-start checklist has lead times for access, equipment, and paperwork.
Schedule all check-in dates before the employee starts. Reviews without set dates get pushed indefinitely when things get busy.
Small businesses without HR should front-load manager time in week 1 (daily 15-min check-ins) and taper. This replaces what a dedicated onboarding coordinator would handle.
Update the template at each check-in based on what you learn. The original plan will be partially wrong by Day 30. That is expected and normal.
Frequently Asked Questions
What should be included in an employee onboarding template?
Every employee onboarding template should include: a pre-start checklist covering system access, equipment, and paperwork preparation; a Day 1 agenda covering administrative tasks and introductions; compliance tracking for I-9, W-4, handbook acknowledgment, and required training; phase-specific goals for 30, 60, and 90 days; a scheduled check-in cadence; and an onboarding buddy assignment. Templates for specific roles (remote employees, managers, sales) add role-specific milestones on top of this foundation.
How do I create an onboarding template for new employees?
Start with what happens before Day 1: what does the manager need to prepare? Then map Day 1 hour by hour. Then define the goals and key tasks for the first 30 days, the first 60 days, and the first 90 days. Add a compliance checklist to track required documentation. Assign scheduled check-in dates before the employee starts. The most common mistake is creating the template during onboarding rather than before it. Use the templates in this article as a starting point and customize for your role and company.
How long should an employee onboarding process be?
Research consistently shows that effective onboarding lasts at least 90 days. Most companies end onboarding within the first month, which is the period when new hires are most likely to become disengaged and begin considering other options. A 90-day structure with formal check-ins at 30, 60, and 90 days gives new hires enough time to move through learning, contributing, and owning their role. The daily check-in intensity tapers significantly after week 1. The total time investment for a 90-day plan is much lower than it sounds.
What is the difference between an onboarding template and an onboarding checklist?
An onboarding template is a complete document covering goals, tasks, timelines, and check-ins across the full onboarding period (typically 90 days). An onboarding checklist is a task list focused on specific actions, usually for a narrower timeframe like Day 1 or the first week. Both are useful and complementary. The checklist ensures nothing gets missed on specific days. The template provides the larger goal structure and accountability framework. Most small businesses benefit from having both: a comprehensive 90-day template plus a more granular Day 1 checklist.
Do I need a different template for remote employees?
Yes. Remote onboarding has two specific challenges that standard templates do not address. First, the I-9 verification must be handled differently (remote verifier or authorized representative at the employee's location). Second, everything that an in-office employee absorbs passively through proximity must be made intentional and explicit. Daily video check-ins in week 1, deliberate team introductions, documented async communication norms, and specific relationship-building milestones are all necessary additions. The Remote Employee Onboarding Template in this article addresses these differences.
How is new manager onboarding different?
New manager onboarding follows a fundamentally different logic. The most important principle is: do not change anything in the first 30 days. The first phase should be almost entirely listening: completing 1:1s with every direct report, reviewing team performance data, and mapping the current state before acting. Managers who try to make improvements before they understand the full picture lose their team's trust quickly and often irreparably. The New Manager Onboarding Template in this article is built around this principle, with explicit instructions not to restructure meetings or processes until Day 31 at the earliest.
What are the most common onboarding template mistakes?
The five most common mistakes are: creating the template after the employee starts (it needs to exist before Day 1); leaving goals vague (every goal needs a measurable outcome); not scheduling check-ins in advance (reviews without set dates get pushed indefinitely); using an enterprise template for a small business (most templates assume an HR department, training coordinators, and formal processes that do not exist at 5-50 employee companies); and treating the template as a static document (it should be updated at each check-in based on what was learned).
Can I use the same onboarding template for every new hire?
Use the same base structure but customize the role-specific sections. The pre-start checklist, compliance tracking, and check-in cadence should be identical for every hire. The 30/60/90 day goals, training plan, and role-specific milestones need to be customized for each role. A new sales hire, a new customer support rep, and a new manager have fundamentally different learning curves and success metrics. The templates in this article provide a base that is designed to be customized, not used as-is without modification.
What documents should be included in new employee onboarding?
Required documents include: Form I-9 (employment eligibility verification, due by Day 1), Form W-4 (federal tax withholding), state income tax withholding form (varies by state), direct deposit authorization, employee handbook acknowledgment, and benefits enrollment forms. Some states require additional notices at hire, including wage theft prevention notices (California, New York), paid sick leave notices, and COBRA notices. The onboarding compliance tracking section in each template covers the most common required items, but verify your state's specific requirements.
