Employee Onboarding Checklist for Small Businesses in India
An employee onboarding checklist for Indian small businesses: the appointment letter the OSH Code requires, documents to collect, day one and 90 days.
Short answer: onboarding covers four stages: paperwork before day one (including the appointment letter every employee must now receive under the Occupational Safety, Health and Working Conditions Code, 2020), set-up on day one, a planned first week, and goals reviewed at 30, 60 and 90 days. Collect only the documents you need, and put the joining date in your payroll correctly so the first salary is right.
KEY TAKEAWAYS
- Every employee is entitled to an appointment letter under the labour codes; issue it before or on day one.
- Collect only the documents you need and tell the employee why (the DPDP Act applies to staff data too).
- Have the laptop, logins and a buddy ready before the person walks in.
- Set three goals for the first 90 days and review them at 30, 60 and 90.
Before day one
The appointment letter
The OSH Code, in force since 21 November 2025, requires an appointment letter for every employee. It should state at least the designation, the category of employment, the wages and the social security benefits. Add the joining date, probation, working hours and weekly off, notice period, the salary divisor for loss of pay, and your leave, attendance and advance policies, or attach the handbook.
Documents to collect
- PAN, and identity and address proof.
- Bank account details for salary.
- Previous employer's relieving letter and last payslips, if any.
- UAN from the previous employer, so PF continues on the same account.
- Educational certificates where the role needs them.
- A photograph and an emergency contact.
Staff data is personal data under the Digital Personal Data Protection Act, 2023. Ask only for what you need, tell the employee what each document is for, keep copies where only HR can see them, and do not keep an Aadhaar copy unless you have a reason. See our note on business data security under the DPDP Act.
Statutory registrations
If your establishment is covered by PF or ESI, enrol the employee from the joining date and file the declarations the schemes require. Your CA or payroll advisor will know which apply.
Day one
- Laptop, email and software logins ready before they arrive.
- A short welcome from the owner or team lead.
- A walk through the policies that affect pay: attendance and late marks, leave, advances.
- A named buddy for questions, and lunch with the team.
- Their first real task, small enough to finish in a day or two.
The first week
- Meet each person they will work with, with a one-line reason for each meeting.
- Shadow a customer call, a site visit or a delivery, depending on the role.
- Agree three goals for the first 90 days with the manager, written down.
30, 60 and 90 days
| Check-in | Question |
|---|---|
| Day 30 | Do they have what they need? Is anything confusing or blocked? |
| Day 60 | Are the 90-day goals on track? What feedback do they have about us? |
| Day 90 | Goals met? Confirm, extend probation, or part ways, in writing. |
The day-90 conversation feeds the first appraisal.
Get the first salary right
Someone who joins on the 5th should be paid from the 5th. Check that your payroll reads the joining date; see salary for a mid-month joiner for the calculation and the common error.
How Grovia handles it
Adding an employee in Grovia's HR module creates their record (designation, joining date, address, emergency contact, bank details, PAN, PF and ESI numbers) and their login, with no access until you grant it. The joining date drives their first payslip, so they are paid only from the day they joined. Tasks for their first week can be assigned to them in Grovia, and they appear in their own My Work list.
Grovia runs employees, attendance, tasks and payroll alongside leads, quotations, GST invoices, payments and your team in one place. Start a free 14-day trial (no card needed).
Checked on 3 November 2026. The labour codes came into force on 21 November 2025 and several states are still notifying their rules; confirm your state's position with your CA or labour consultant before you change a policy.
Frequently Asked Questions
Is an appointment letter mandatory in India?
Yes. Under the Occupational Safety, Health and Working Conditions Code, 2020, in force since 21 November 2025, every employee is to be given an appointment letter stating details such as designation, category, wages and social security.
What documents are required for joining a company in India?
Typically PAN, identity and address proof, bank details, the previous employer's relieving letter and UAN, educational certificates where relevant, a photograph and an emergency contact. Collect only what you need.
How long should employee onboarding take?
Paperwork and set-up should be done by day one; a structured onboarding runs through the first 90 days, with check-ins at 30, 60 and 90 days.
Should a small business keep a copy of an employee's Aadhaar?
Only if you have a specific need. Under the DPDP Act, collect the minimum personal data needed, tell the employee why, and restrict who can see it.
When should PF and ESI enrolment be done for a new employee?
From the joining date, if your establishment is covered by those schemes. Ask your CA or payroll advisor which apply to you.
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