Employee Onboarding Document Checklist
Complete list of documents to collect when hiring a new employee, compliant with UK employment law and right-to-work requirements.
Identity and Personal Details
Passport or national ID card — original presented, copy retained for records.
NI number letter or card for PAYE tax and National Insurance contribution processing.
Bank account details (sort code and account number) for salary payment by BACS transfer.
Name, relationship, and contact details for at least one emergency contact.
Right to Work
Verification of the employee's legal right to work in the UK using approved document combinations.
Copy of valid visa or biometric residence permit confirming work authorisation and conditions.
For EU/EEA nationals: passport or digital share code from the EU Settlement Scheme.
Qualifications and Certifications
Copies of academic qualifications required for the role, originals presented for verification.
Industry-specific licences, accreditations, or professional body memberships required for the role.
UK ENIC statement of comparability for qualifications obtained outside the UK.
Disclosure and Barring Service check for roles involving vulnerable groups or sensitive positions.
Social Security and Benefits
Tax form from previous employer detailing earnings and tax paid in the current tax year.
HMRC starter checklist for employees without a P45, to determine the correct tax code.
Auto-enrolment pension form or opt-out declaration as required by workplace pension rules.
Declaration of any outstanding student loan for payroll deduction purposes.
Employment Contract and Policies
Written statement of employment particulars signed by both parties, issued on or before the start date.
Detailed description of the role, responsibilities, reporting line, and key performance indicators.
Signed receipt confirming the employee has received the staff handbook and IT acceptable use policy.
Self-declaration of health conditions relevant to the role, compliant with Equality Act requirements.