HR On-boarding and Orientation Policy Template

1. Purpose

This policy establishes a standardized process for welcoming, integrating, and orienting new employees to ensure a smooth transition into the organization. The on-boarding program aims to provide new hires with the knowledge, resources, and support needed to become productive and engaged team members.

2. Scope

This policy applies to all new employees, including full-time, part-time, temporary, and contract workers joining the organization.

3. Policy Statement

The organization is committed to providing a comprehensive on-boarding experience that introduces new employees to the company culture, values, policies, and procedures while equipping them with the tools necessary for success in their roles.

4. Roles and Responsibilities

4.1 Human Resources Department

Coordinate and oversee the entire on-boarding process

Prepare on-boarding materials and documentation

Conduct orientation sessions

Ensure completion of all required paperwork

Track on-boarding progress and gather feedback

4.2 Hiring Manager

Prepare the workspace and equipment before the start date

Introduce new employee to team members and key stakeholders

Provide role-specific training and guidance

Set clear expectations and performance objectives

Conduct regular check-ins during the probationary period

4.3 Assigned Buddy/Mentor

Serve as a point of contact for day-to-day questions

Provide informal guidance on company culture and norms

Facilitate social integration within the team

4.4 IT Department

Set up computer systems, email accounts, and access credentials

Provide technology orientation and support

5. Pre-boarding (Before Day One)

5.1 Timeline: 1-2 weeks before start date

Send welcome email with first-day logistics

Complete all background checks and employment verification

Prepare employment contract and necessary paperwork

Set up workstation, computer, phone, and email account

Order business cards, ID badge, and any required equipment

Assign a buddy/mentor

Notify relevant departments of the new hire

Prepare on-boarding schedule and materials

6. Day One Orientation

6.1 Welcome and Introduction (First Hour)

Warm welcome by HR representative

Office tour including restrooms, break rooms, emergency exits

Introduction to immediate team members

Workspace setup and equipment overview

6.2 Administrative Tasks (Morning)

Complete employment documentation (tax forms, direct deposit, emergency contacts)

Review and sign employee handbook acknowledgment

Complete benefits enrollment

Receive ID badge, keys, and access cards

IT setup and system access verification

6.3 Company Overview (Afternoon)

Company history, mission, vision, and values

Organizational structure and key departments

Products, services, and target markets

Company policies and procedures overview

Introduction to employee benefits and perks

6.4 End of Day One

Provide employee handbook and reference materials

Schedule follow-up meetings for week one

Address any immediate questions or concerns

7. First Week On-boarding

7.1 Days 2-5 Activities

Department-specific orientation

Role-specific training sessions

Introduction to key stakeholders and cross-functional teams

Review of job description and performance expectations

Assignment of initial tasks and projects

Daily check-ins with manager and buddy

7.2 Key Topics to Cover

Communication channels and protocols

Time and attendance procedures

Expense reporting and approval processes

Safety and security procedures

Access to company resources and systems

Dress code and workplace conduct expectations

8. First 30-90 Days

8.1 30-Day Milestones

Complete all mandatory training programs

One-on-one meeting with manager to review progress

Set short-term goals and objectives

HR check-in to address questions and concerns

8.2 60-Day Milestones

Mid-probation performance review

Increased responsibility and autonomy

Continued skill development and training

8.3 90-Day Milestones

Comprehensive performance evaluation

Discussion of long-term career development

Feedback session on on-boarding experience

Final probationary period review

9. Training and Development

9.1 Mandatory Training

All new employees must complete the following within their first 30 days:

Workplace safety and emergency procedures

Anti-harassment and discrimination prevention

Data security and confidentiality

Code of conduct and ethics

Compliance training (industry-specific)

9.2 Role-Specific Training

Technical skills and systems training

Job-specific procedures and protocols

Customer service standards (if applicable)

10. On-boarding Checklist

HR will maintain a comprehensive checklist covering:

Pre-boarding tasks completion

Day one activities completion

First week milestones

30-60-90 day check-ins

Training completion verification

Documentation collection and filing

11. Feedback and Continuous Improvement

11.1 New Employee Survey

Administer survey at 30 and 90 days

Gather feedback on on-boarding experience

Identify areas for improvement

11.2 Program Evaluation

Review on-boarding metrics quarterly

Assess time-to-productivity rates

Monitor new hire retention rates

Update on-boarding materials as needed

12. Remote and Hybrid Employee On-boarding

For remote or hybrid workers:

Ship equipment and materials prior to start date

Conduct virtual orientation sessions

Schedule video calls for introductions

Provide digital access to all resources

Arrange periodic in-office visits when possible

Ensure clear communication channels are established

13. Special Circumstances

13.1 Rehires

Abbreviated orientation focusing on updates and changes

Review of any new policies or procedures

13.2 Internal Transfers

Department-specific orientation

Introduction to new team and stakeholders

Review of new role responsibilities

14. Documentation and Record Keeping

All on-boarding documentation must be:

Completed accurately and in a timely manner

Stored securely in employee personnel files

Maintained in compliance with legal requirements

Accessible to authorized personnel only

15. Policy Review

This policy will be reviewed annually and updated as necessary to reflect best practices, legal requirements, and organizational changes.

Effective Date: [Insert Date]

Policy Owner: Human Resources Department

Approved By: [Name/Title]

Next Review Date: [Insert Date]

1. OBJECTIVE

Onboarding new employees involves providing them key information on the culture, way of working, policies etc., in order to help them develop an overall understanding of the organization. This ensures they integrate sooner into the organization and enables effectivity and productivity at the earliest.

The objective of this policy is to ensure that all new employees undergo a structured and standardized onboarding program. Additionally, it provides the role expectations from key stakeholders to create a professional and comfortable experience for all new hires.

2. POLICY GUIDELINES

We aim to ensure all employees feel welcomed and are comfortably blending and transitioning within the organization. From an employee's offer acceptance to first day of joining and till their confirmation, we all collaboratively strive to provide them with all the necessary support in terms of knowledge, skills and attitude. This will help them acclimatize with the overall organization culture, working norms as well as their job roles throughout their tenure.

2.1. From Offer acceptance to Joining Day

2.1.1. Once the candidate has signed the Offer letter, their authenticated academic certificates copies are collected.

2.1.2. HR department prepares the employee file, send the details to Public Relations (PR) department, who processes the application and send the Ministry Offer Letter (MOL) to the HR department. This is shared with the new employee by the HR. On receiving the signed MOL, it is sent to the PR department for visa application. On receiving the Visa, a copy is sent to the employee. A tentative joining date is also discussed.

2.1.3. For accommodation requests/ requirements kindly refer to the Accommodation Policy.

2.1.4. The HR coordinates with the Learning and Development (L&D) team for the Orientation schedule.

2.1.5. A joining email is sent to the employee confirming the date and time of joining. Joining process is limited to twice a month. E.g. 1st & 3rd Sunday or 2nd & 4th Sunday.

2.1.6. Preparations are done internally Jo ensure administrative ease for the employee's first day in the organization. This includes Welcome Kit, Laptop, Email id set up, Business Cards, work station etc.

2.1.7. A new joiner email is sent out within a week of joining, across the group to all employees for Managers & above, across the vertical/ unit for below Managers by the Business HR.

2.2. New Joiner Orientation Program

2.2.1. The process begins with employees joining the organization and undergoing the Orientation Program.

2.2.2. This will be a 1-day Orientation Program.

2.2.3. The Orientation Program is conducted once in a month providing a broad overview about the organization, business verticals and sensitizing the new hires towards Clinical and Service Excellence standards of the Group.

Welcome Kit:

At the start of the orientation program each employee is given a welcome kit which includes organization branded merchandise - diary, pen, flask, ID Cards & forms (for certain documentation).

Program Framework:

The program is designed focusing on three key elements which includes overview of the group & the business, functioning of various departments, quality & safety standards.

Role Specific Training:

•The New Hire Orientation Program concludes with employees commencing their role-based trainings to equip them with the knowledge and skills required to cope up with their job responsibilities.

•These role specific trainings last from a few days up to a month in some verticals/ functions depending on the business needs.

•Role specific trainings can take place within the area of work or separately depending on the requirements of the job role/ function.

•Primarily, these role specific trainings across the organization are broadly classified as Clinical/ Medical/Retail trainings which sharpen the technical and functional skills; and Service and Leadership Developmental trainings which enhance the behavioral skillset.

•The role specific trainings ensure that employees are provided with Clinical and Service Excellence principles and guidelines; thus, providing clarity to each new hire and setting clear expectations for them to be successful in their job roles.

2.3. Feedback & Evaluation for New Employees

At the end of the first month of joining, a formal experience survey is conducted to understand the initial settling experience of the new employee. This formal survey is also supported by the one-on-one formal or informal interaction with the HR to receive first­hand feedback and provide support/ clarity wherever required.

For Organizers:

•Participants' orientation feedback is documented by the L&D team and provided to the HR.

•These feedbacks are consolidated and shared by the Learning and Development (L&D) team with all the speakers and heads of departments on a monthly basis.

•The statistics of these sessions are also shared with the Senior Management on a monthly basis.

2.4. Probation Completion

The onboarding process is completed with the probation confirmation of the employee with the organization.

3.DISCLAIMER

3.1. The policy and procedures explained in this document may change at any time, at the sole discretion of the Management of [Company Name], without prior notice. No statement or promise by a supervisor, manager or department head may be interpreted as a change in policy nor will it constitute an agreement with an employee.

3.2. This policy document should be read in conjunction with Local Labor laws which for the avoidance of doubt will take precedence over this policy document.

3.3. This policy document shall be effective from the 1late of issuance and supersede all previous procedures and understandings pertaining to the subject.

4.APPENDICES

Subject: Welcome to [Company Name] - Your First Day Preparation

Dear [Employee Name],

Congratulations and welcome to the [Company Name] team! We are thrilled that you will be joining us as [Job Title] on [Start Date]. Your skills and experience will be a valuable addition to our [Department Name].

To help you prepare for your first day, please find the following important details:

Start Date and Time: [Date] at [Time]

Report To: [Building Name/Address]

Parking: [Parking instructions or pass information]

Dress Code: [Business casual/Professional/Casual]

Contact Person: [Name] at [Phone/Email]

Please bring the following on your first day:

- Two forms of identification (for I-9 verification)

- Voided check or bank details for direct deposit

- Completed forms (attached to this email)

- Any questions you may have

Your first week will include orientation sessions, team introductions, system training, and meetings with your manager to discuss your role and initial projects. We will provide lunch on your first day, and your workspace will be fully set up and ready for you.

If you have any questions before your start date, please don't hesitate to reach out to me directly at [Email] or [Phone].

We look forward to seeing you soon!

Best regards,

[HR Representative Name]

[Title]

[Company Name]

Subject: Your First Day Schedule at [Company Name]

Dear [Employee Name],

Welcome to your first day at [Company Name]! We are excited to have you join our team.

Your schedule for today:

8:30 AM - Arrival and Check-in (Reception, [Building/Floor])

9:00 AM - HR Orientation and Paperwork (Conference Room A)

10:30 AM - Office Tour and Introductions

11:30 AM - IT Setup and System Access (IT Department)

12:30 PM - Welcome Lunch with Your Team

2:00 PM - Meeting with Your Manager, [Manager Name]

3:30 PM - Department Overview and Initial Project Discussion

5:00 PM - End of Day Check-in with HR

Please arrive at Reception by 8:30 AM where [Receptionist Name] will greet you and provide your temporary access badge. Bring the documents requested in our previous email.

Your buddy/mentor, [Buddy Name], will accompany you throughout the day to help you navigate the office and answer any questions. Feel free to ask them anything!

Lunch is on us today at [Restaurant/Cafeteria]. This is a great opportunity to meet your immediate team members in a relaxed setting.

Looking forward to meeting you!

Warm regards,

[HR Representative Name]

[Title]

Subject: Official Employment Confirmation - [Employee Name]

Dear [Employee Name],

This letter serves as official confirmation of your employment with [Company Name] effective [Start Date].

Position: [Job Title]

Department: [Department Name]

Reporting To: [Manager Name and Title]

Employment Type: [Full-time/Part-time/Contract]

Work Location: [Office Location/Remote/Hybrid]

Salary: [Amount] per [year/month], paid [bi-weekly/monthly]

Benefits Eligibility: [Date benefits begin]

Your employment is subject to the successful completion of our standard probationary period of [90/180] days, during which your performance will be evaluated. Upon satisfactory completion, your employment will be confirmed as permanent.

This position is governed by the terms outlined in your employment contract dated [Contract Date] and the employee handbook, both of which you will receive during orientation. You are expected to comply with all company policies and procedures.

Please acknowledge receipt of this letter by signing and returning the attached copy by [Date].

We are confident you will make significant contributions to our organization and wish you success in your new role.

Sincerely,

[HR Director Name]

[Title]

[Company Name]

Subject: Welcome to the Team! 🎉

Hey [Employee Name],

The whole team is super excited that you're joining us! We wanted to reach out and say welcome before your official start date.

We're a pretty laid-back group, but we work hard and support each other. Here are a few things to know about us:

We do coffee runs at 10 AM (your order is on us for the first week!)

Lunch crew usually heads out around 12:30 - you're always welcome to join

Friday afternoons we have casual team catch-ups

We have a shared playlist - add your favorite work tunes!

Don't stress about your first day. Everyone here remembers being the new person, and we've got your back. Your desk is right next to [Colleague Name], who's been with us for [time period] and knows everything about everything.

If you want to grab coffee before your official start to ask any questions or just chat, let me know. Otherwise, see you on [Start Date]!

Cheers,

[Team Lead Name]

[Department]

Subject: IT Systems Setup - Action Required Before [Start Date]

Dear [Employee Name],

Welcome to [Company Name]! Our IT team has begun setting up your technology access and equipment for your start date.

Your Equipment:

- [Laptop Model/Desktop] - Ready at your workstation

- [Monitor/Accessories] - Already configured

- [Phone Extension] if applicable

- [Security Badge] - Collect from Reception on Day 1

Your Accounts (credentials will be provided on Day 1):

- Email: [email address]

- Company Intranet Access

- [Software/Systems specific to role]

- VPN Access (if remote work applies)

Action Required Before Your Start Date:

Please create your Microsoft/Google account password at [link] using the temporary credentials sent in a separate secure email. This must be completed by [Date] to ensure system access on your first day.

On your first day, report to the IT Department at 11:30 AM (see orientation schedule) where we will:

- Provide your equipment and login credentials

- Set up multi-factor authentication

- Install required software

- Configure email and calendar

- Answer any technical questions

Important Security Notes:

Never share your passwords with anyone

Enable multi-factor authentication on all systems

Report any suspicious emails to security@[company].com

For urgent IT questions before your start date, contact our helpdesk at [Phone/Email].

Best regards,

[IT Manager Name]

IT Department

Subject: Benefits Enrollment Deadline - Action Required

Dear [Employee Name],

As you settle into your new role, we want to remind you about your benefits enrollment deadline.

You are eligible to enroll in the following benefits effective [Date]:

- Health Insurance (Medical, Dental, Vision)

- Retirement Plan (401k with company match)

- Life Insurance

- Disability Insurance

- Flexible Spending Accounts

Enrollment Deadline: [Date] - This is [X] days away!

To enroll:

1. Log into the benefits portal at [URL]

2. Review the benefits guide (attached)

3. Select your coverage options

4. Designate beneficiaries

5. Submit your enrollment by the deadline

If you miss this deadline, you will have to wait until the next open enrollment period ([Month/Year]) unless you experience a qualifying life event.

Our benefits team is available to answer questions and help you make informed decisions. Schedule a one-on-one consultation by replying to this email or calling [Phone Number].

Benefits Orientation Session: [Date and Time] in [Location/Virtual Link]

Don't leave this to the last minute - your health and financial security matter!

Best regards,

[Benefits Coordinator Name]

HR Department

Subject: Your First Month at [Company Name] - Let's Connect

Dear [Employee Name],

It's hard to believe you've been with us for a month already! We hope you're settling in well and finding your groove with the team.

As part of our on-boarding process, we'd like to check in with you to see how things are going. Your feedback is valuable and helps us improve the experience for future new hires.

Please take 15 minutes to complete this brief survey by [Date]: [Survey Link]

We'd also like to schedule a casual check-in meeting with you. This is an opportunity to:

- Discuss how your first month has been

- Address any challenges or concerns

- Clarify expectations and goals

- Answer any questions you might have

- Gather your suggestions for improvement

Please reply with your availability for a 30-minute meeting during the week of [Date Range].

Your manager will also be conducting a separate check-in to discuss your role-specific progress and provide feedback on your initial projects.

Remember, your success is our success. We're here to support you!

Looking forward to hearing from you,

[HR Representative Name]

[Title]

Subject: Probationary Period Completion - Congratulations!

Dear [Employee Name],

Congratulations! We are pleased to inform you that you have successfully completed your probationary period as of [Date].

Based on performance evaluations from your manager and feedback from your colleagues, you have demonstrated:

- Strong technical skills and competence in your role

- Excellent collaboration and team integration

- Commitment to our company values and culture

- Consistent professionalism and reliability

Your employment is now confirmed as permanent, effective immediately. This confirmation includes:

- Full eligibility for all employee benefits and programs

- Access to professional development opportunities

- Eligibility for performance bonuses and increases

- Standard notice period terms as per your contract

Your manager, [Manager Name], will schedule a meeting to discuss your performance review in detail, set goals for the coming period, and outline your development plan.

We are thrilled to have you as a permanent member of our team and look forward to your continued contributions to [Company Name].

Once again, congratulations on this milestone!

Sincerely,

[HR Director Name]

[Title]

[Company Name]

Subject: Remote On-boarding Details - [Company Name]

Dear [Employee Name],

Welcome to [Company Name]! As a remote team member, your on-boarding experience will be a bit different, but equally comprehensive and supportive.

Your Equipment Shipment:

Your laptop, accessories, and welcome package have been shipped via [Carrier] to the address you provided. Tracking number: [Number]. Expected delivery: [Date]. Please confirm receipt when it arrives.

Virtual Orientation Schedule (All times in [Time Zone]):

[Date] at [Time] - Virtual Welcome Session (Zoom link below)

[Date] at [Time] - HR Orientation and Paperwork

[Date] at [Time] - IT Systems Training

[Date] at [Time] - Virtual Team Meet-and-Greet

[Date] at [Time] - One-on-one with Your Manager

Zoom Links: [Provide links or calendar invites]

Remote Work Expectations:

- Core working hours: [Time Range]

- Daily team check-in: [Time]

- Communication tools: Slack, Zoom, Email

- Response time expectations: [Details]

- Home office stipend: [Amount] (details in employee handbook)

Before Your Start Date:

- Test your internet connection (minimum [Speed] required)

- Set up a dedicated workspace

- Install [Software] from the links provided

- Complete background check authorization (if not done)

You've been assigned a remote buddy, [Buddy Name], who will reach out separately to help you navigate your first few weeks virtually.

Questions before your start date? Email me anytime or schedule a call: [Calendar Link]

Excited to have you on board!

Best regards,

[HR Representative Name]

[Title]

Subject: Required Policy Acknowledgments - Action Required by [Date]

Dear [Employee Name],

As part of your on-boarding process, you are required to review and acknowledge several company policies that govern your employment.

Please log into the HR portal at [URL] and complete the following by [Deadline Date]:

1. Employee Handbook - Read and sign acknowledgment

2. Code of Conduct - Review and accept

3. Confidentiality and Non-Disclosure Agreement - Sign electronically

4. Data Protection and Privacy Policy - Acknowledge

5. Social Media Policy - Review and accept

6. Health and Safety Guidelines - Complete and confirm

7. Anti-Harassment and Discrimination Policy - Acknowledge understanding

These policies are mandatory for all employees and failure to complete acknowledgments by the deadline may delay your access to certain systems and facilities.

Each policy includes a brief quiz to ensure understanding. Passing score is 80%. You may retake quizzes if needed.

Estimated time to complete all acknowledgments: 60-90 minutes

If you have questions about any policy, please contact HR before signing. We want you to fully understand your rights and responsibilities.

Your completion status: [X] of [Y] policies acknowledged

Thank you for your prompt attention to this matter.

Regards,

[HR Compliance Officer Name]

[Title]