New Starters
Your New Employee Is Joining – Are You Ready?
You've successfully recruited someone, they've accepted your offer and you're looking forward to them joining the business. But have you thought about what needs to happen before their first day?
There's quite a bit to organise when someone new joins, from getting the administration right to making sure they have the equipment, information and support they need to do their job.
You also want your new employee to feel welcome, settle in quickly and start making a positive contribution to your business.
A little preparation can make all the difference. Having a simple New Starter Checklist and a plan for their first few weeks will help you get things right from the outset.
Getting the Administration Right
There are some important administrative and legal matters to deal with when someone joins your business. Hopefully, you've already made an offer and issued the employment contract or written statement with the offer letter and completed the necessary pre-employment checks.
Other arrangements to consider include:
Employment documentation: Make sure the contract or written statement has been issued and that you have obtained a signed copy where possible. The principal written statement of employment particulars (which can be included in the contract of employment and is in our templates) must be provided no later than the first day of employment.
Right to Work: Confirm that the appropriate checks have been completed before the individual starts work and that the required evidence has been retained.
Payroll information: Obtain the information needed to set the employee up on payroll, including their P45 or HMRC Starter Checklist, bank details and other relevant information.
Pensions: Make sure the employee is assessed for workplace pension automatic enrolment and that any necessary arrangements and communications are completed.
Personal information: Collect the employee's contact details, emergency contact information and other information reasonably required for employment. You can use a new starter form to collect this information.
Employee records: Set up an employee file and ensure relevant documents and information are stored securely.
Policies and procedures: Make sure the employee has access to your Employee Handbook and relevant workplace policies and knows where to find them.
A New Starter Form can help you collect the information you need without having to ask for it separately.
See our guidance on Employee Files and Contracts of Employment for further information.
Preparing for Their First Day
Imagine arriving for your first day at a new job only to discover that nobody is expecting you, your computer hasn't been set up and your manager is too busy to spend any time with you!
It doesn't create a particularly good first impression.
Before your new employee arrives, think about what they'll need to get started.
For example:
Make sure their manager and colleagues know when they're joining.
Arrange any equipment, tools, uniforms or protective clothing they need.
Set up email accounts, computer access and any relevant systems.
Prepare their workspace and make sure any necessary facilities are available.
Decide who will welcome them and show them around.
Plan what they'll be doing on their first day and during their first week.
These arrangements don't need to be complicated. The important thing is that someone takes responsibility for organising them.
Helping Them Settle In
Starting a new job can be daunting, even for someone with plenty of experience.
A good induction helps employees understand your business, their role, the people they'll be working with and what is expected of them. It should cover the practical information they need, such as health and safety, workplace procedures, relevant policies and any systems or equipment they'll be using.
However, induction isn't just about paperwork and procedures. It's also about making someone feel welcome and part of the team.
Don't try to cover everything on the first day. Spread the induction over the first few days and weeks, allowing time for the employee to learn and ask questions. The line manager should take responsibility for ensuring the employee receives an appropriate induction, even where other colleagues provide some of the training.
See our guidance on Induction Training and use our Induction Checklist to help plan the process.
Setting Expectations from the Start
One of the most important things you can do with a new employee is make sure they understand what's expected of them. Don't assume that because someone has experience in a similar role, they'll automatically know how things work in your business.
Take time to explain:
Their main responsibilities and priorities - refer to the job description
The standards of work and behaviour you expect - this may be detailed in a working practices policy or other documents
How their performance will be assessed - this will include during their probationary period and beyond.
Who they should go to for help or guidance.
Any training or development they'll need.
How and when you'll review their progress.
This helps avoid misunderstandings and gives the employee a clear idea of what they need to achieve.
Probationary Periods
A probationary period gives you an opportunity to assess whether the employee is suitable for the role and provides a structured period for training, feedback and support.
We strongly recommend having a clear probationary period, normally around three to five months, with regular reviews rather than simply waiting until the end to decide whether things are working out.
During this time, you should consider the employee's performance, conduct, attendance and capability, as well as how they're settling into the role.
If there are concerns, address them promptly. Give the employee clear feedback, explain what needs to improve and provide reasonable support where appropriate.
Probationary management is becoming even more important. From 1 January 2027, the qualifying period for ordinary unfair dismissal protection in Great Britain will reduce from two years to six months.
Employers will therefore have a shorter period in which to assess new employees before they acquire ordinary unfair dismissal protection. Remember that some legal protections, including protection against discrimination and automatically unfair dismissal, already apply from the start of employment.
See our Probationary Periods guidance for more information on managing probation, conducting reviews and dealing with concerns.
Practical Tips
Start preparing before the employee arrives. Don't leave everything until their first day.
Use a New Starter Checklist. This will help ensure important administration and arrangements aren't overlooked.
Make someone responsible. The line manager should oversee the new employee's induction and settling-in period.
Make a good first impression. Being organised and welcoming helps employees feel valued from the start.
Don't overwhelm them with information. Spread induction and training over a sensible period.
Be clear about expectations. Explain what good performance looks like and how their progress will be reviewed.
Manage probation actively. Arrange regular reviews, give feedback and address concerns promptly rather than waiting until the probationary period ends.
Getting these things right will help your new employee settle in, become productive and build a positive working relationship with your business.
Last Reviewed Nov 2026