When a new employee joins your business, there’s a lot to consider to ensure they are set up for success. One crucial element is ensuring all the necessary documentation is completed and organised from the start. These HR documents not only help you comply with employment laws, but they also make your new starter feel welcome and part of the team.

1. Offer Letter and Contract of Employment The first step in the onboarding process is providing the new starter with an official offer letter. This letter should clearly outline the job title, salary, hours of work, and other important terms of employment. Once the offer is accepted, you should provide a formal contract of employment, which sets out the rights and responsibilities of both the employer and the employee.
2. Right to Work Documentation Under UK law, employers are required to verify that all new employees have the legal right to work in the UK. This involves checking documents such as a passport, biometric residence permit, or any relevant visa that proves their right to work. Make sure to keep copies of the documents for your records.
3. P45 or P46 When your new starter has worked for a previous employer, they should provide a P45, which contains information about their tax code and earnings. If they don’t have a P45, a P46 form can be used to gather the necessary information for payroll purposes. This helps ensure that the correct tax deductions are made.
4. Tax and National Insurance Details You will need to gather the employee’s National Insurance number. This can be found on their payslip, P60, or official documents. National Insurance contributions are a legal requirement for both the employer and employee, so ensuring this information is up-to-date is essential.
5. Emergency Contact Details It’s important to have emergency contact information in case an unexpected situation arises. This could be a family member or close friend who can be reached in case of an emergency.

6. Bank Details To ensure that your new employee is paid correctly and on time, you will need their bank details. These details should include their account number and sort code. Be sure to store this information securely.
7. Health and Safety Information Depending on the nature of your business, you may need your new starter to complete health and safety training or to read specific workplace policies. This could include manual handling procedures, fire safety protocols, and other important information to ensure they can work safely.
8. Benefits and Pension Forms If your company offers benefits such as health insurance or pension schemes, make sure your new starter is aware of these and fills out any necessary forms to enrol. In the UK, employees are automatically enrolled into a workplace pension scheme if they meet certain criteria, but they may choose to opt out.
9. Equality and Diversity Monitoring Forms While not legally required, many employers ask employees to fill out equality and diversity monitoring forms. These forms help the company ensure that they are fostering a diverse and inclusive workplace, and can also help with reporting requirements.
10. Disclosure and Barring Service (DBS) Checks For certain roles, especially in sectors like healthcare or education, you may need to complete a Disclosure and Barring Service (DBS) check. This helps ensure that the employee has no criminal convictions that would prevent them from performing their job.
Need Assistance with New Starter HR Documents?
Getting all the necessary documents in order for a new starter can be time-consuming, but it’s essential for smooth onboarding and legal compliance. If you need help managing this process or want to ensure you’re staying on top of any recent changes in employment law, Swan HR can assist you. Our experienced team is here to guide you through the process, making it easier to focus on welcoming your new team member and setting them up for success.
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