Checklist Before Onboarding Remote Employees

Remote work is no longer just a trend—it's a core component of how modern businesses operate. Whether you're hiring your first virtual team member or scaling up a distributed workforce, onboarding remote employees effectively is essential for productivity, engagement, and compliance.

This blog provides a detailed checklist to guide you through the onboarding process of remote employees, ensuring nothing important is missed. From legal documentation to IT setup, we’ve got you covered.

Why a Remote Onboarding Checklist Matters

Unlike traditional office onboarding, remote onboarding requires intentional planning. Without physical presence, employees can feel disconnected and overwhelmed. A well-crafted checklist helps you deliver a structured and welcoming experience that sets the stage for long-term success.

According to a study by SHRM, effective onboarding can improve employee retention by 82% and productivity by 70%. When it comes to remote employees, these numbers could be even more significant given the unique challenges they face.

Pre-Onboarding Essentials for Remote Employees

Before your remote hire even logs in for their first day, a few foundational steps must be taken.

1. Verify Legal and Tax Compliance

Hiring remote employees from different regions may involve cross-border tax, labor law, and benefits compliance. Consult legal counsel or hire through an Employer of Record (EOR) if needed.

• Register in the employee’s state or country if local regulations require it
• Ensure contracts are aligned with regional labor laws
• Review payroll and benefits obligations
• Verify work eligibility and visa requirements

🔗 U.S. Department of Labor – Hiring Remote Employees

2. Prepare a Legally Sound Employment Contract

A remote employment contract should outline more than just compensation. Make sure it includes:

• Job title and description
• Working hours and time zone expectations
• Remote work policy
• Equipment and expense reimbursement terms
• Termination clauses

Tech and Communication Setup

Remote employees rely on seamless digital access to start off on the right foot. Setting up the right tools in advance makes a huge difference.

3. Provide Devices and Equipment

Ensure employees receive the hardware they need well in advance of their start date:

• Laptop or desktop
• Monitor(s)
• Keyboard and mouse
• Headset or webcam (if required)
• Wi-Fi reimbursement policy (if applicable)

Have the IT team preload necessary software and ensure device security protocols are in place (antivirus, VPN, etc.).

4. Grant Access to Essential Platforms

List every platform and account your employee will need. Common ones include:

• Email and calendar (e.g., Google Workspace, Outlook)
• Communication tools (Slack, Microsoft Teams)
• Project management tools (Trello, Asana, ClickUp)
• HRIS or payroll platforms
• Company intranet or knowledge base

First Week Onboarding Plan

Setting expectations and building early relationships is critical during a remote employee's first week.

5. Schedule Welcome and Team Introductions

Make the new hire feel part of the culture right away:

• Schedule a virtual welcome call with HR or their manager
• Organize team introductions via Zoom or Slack
• Share an org chart and internal contact list

6. Create a Structured First Week Agenda

Give your new hire a clear roadmap:

• Daily check-ins with their manager
• Training sessions for tools and platforms
• Time for reading company documents and policies
• Small tasks to build confidence and momentum

Culture and Connection

Remote employees are more likely to feel isolated than in-office workers. Building community is a core part of remote onboarding.

7. Assign a Buddy or Mentor

A buddy system helps new employees integrate faster. The buddy can:

• Answer questions informally
• Provide social connection
• Offer insights into company culture

8. Share Culture Documents and Values

Don’t wait for values to be absorbed—communicate them directly. Share:

• A digital employee handbook
• Your company's mission, vision, and values
• Recordings of company town halls or events
• Guidelines for meetings, async work, and communication norms

Ongoing Support and Feedback

Onboarding doesn’t end after the first week. Build in continued support mechanisms.

9. Schedule 30-, 60-, and 90-Day Check-Ins

These milestones help identify challenges early and assess fit:

• Are they clear on their role and performance expectations?
• Do they have any blockers or concerns?
• What feedback do they have on the onboarding experience?

10. Encourage Feedback and Continuous Improvement

Ask each new remote employee to fill out an onboarding feedback form. Their experience will help you refine your process.

🔗 Harvard Business Review – Onboarding Remote Employees

Final Checklist for Onboarding Remote Employees

Here’s a summary to make your onboarding smooth and successful:

✅ Verify legal requirements
✅ Send offer and signed employment contract
✅ Ship company equipment
✅ Set up email and accounts
✅ Schedule intro meetings and buddy assignment
✅ Share documentation and remote work policies
✅ Provide training on tools and workflows
✅ Conduct regular check-ins and collect feedback

Conclusion

A strong onboarding process is more than paperwork and logins—it’s your first opportunity to build trust, boost engagement, and instill a sense of belonging in your remote employees. With this checklist, you can confidently welcome new hires and set them up for success from day one.

Remember: A thoughtful onboarding experience is the foundation of high performance, especially in remote environments where intentionality matters.

FAQs: Onboarding Remote Employees

1. What are the key challenges when onboarding remote employees?
Communication, lack of physical interaction, and unclear expectations are the top challenges. A structured plan with daily check-ins and team integration helps mitigate these.

2. Should I provide equipment to remote employees?
Yes, especially if it’s required for the role. Providing standardized, secure equipment ensures smooth operations and data protection.

3. How do I ensure legal compliance when hiring remote employees from another country?
Consult a legal expert or use an Employer of Record (EOR) to manage tax, labor law, and compliance issues in the employee’s location.

4. How long should onboarding remote employees take?
While the first week is critical, a full onboarding program should span at least 90 days, with regular check-ins and training.

5. Can I build company culture with remote employees?
Absolutely. Use virtual meetups, shared documentation, buddy systems, and frequent communication to foster a strong remote culture.