Why a checklist matters
Hiring someone in Australia comes with a surprising amount of paperwork. Some of it is a legal obligation, such as giving the right Fair Work information statements. Some of it is about getting paid correctly, like tax and super forms. And some of it is about safety and your industry, like a WHS induction or a Working with Children Check.
When onboarding lives in someone's head or an email thread, things get missed - a statement never sent, a super form never returned, a police check that expired quietly. A written checklist makes every new starter's onboarding the same, whoever runs it, and gives you a record that each step was done.
Before day one (pre-boarding)
The best onboarding starts before the person walks in the door. Get these done between the offer being accepted and the first shift:
- A signed employment contract or letter of offer. It should set out the role, employment type (full-time, part-time, casual or fixed term), hours, pay, super, leave and notice. Our free letter of offer template is a starting point aligned with the National Employment Standards.
- A position description. Clear duties and reporting lines make the probation review much easier later.
- The right modern award and classification. Most employees are covered by an award that sets minimum pay and conditions. The Fair Work Ombudsman's Find my award tool helps you confirm which one applies.
- Right to work. For anyone who is not an Australian citizen or permanent resident, check their visa allows them to work for you, for example through the Department of Home Affairs VEVO service, and keep a record of the check.
Statements you must give under the Fair Work Act
The Fair Work Act 2009 (Cth) requires employers in the national system to give new employees certain information statements published by the Fair Work Ombudsman. They should be given before, or as soon as possible after, the employee starts:
Fair Work Information Statement
Every new employee, whatever their employment type.
Casual Employment Information Statement
Casual employees, at the start and again at set points during their employment.
Fixed Term Contract Information Statement
Employees on a fixed term contract, when they enter the contract.
Always download the current version from fairwork.gov.au, as the statements are updated from time to time, and check the Fair Work Ombudsman's guidance on when the casual statement must be given again. Keeping a signed or acknowledged copy gives you proof each statement was provided.
Tax and super
- TFN declaration. The employee completes a Tax file number declaration so you withhold the right amount of tax. Many employees now do this online through myGov.
- Super standard choice form. Most new employees must be offered a choice of super fund. You fill in your details on the ATO's standard choice form and give it to them within 28 days of starting.
- Stapled super fund. If the employee does not choose a fund, request their stapled fund details from the ATO before falling back to your default fund.
- Payroll and bank details. Bank account, address, emergency contact and anything else your payroll needs. Under Payday Super, which started on 1 July 2026, super is due with each pay cycle rather than quarterly, so getting the fund details right early matters more than it used to.
Policies and induction
New starters should read and acknowledge the policies that govern their work. A typical pack includes:
- A code of conduct (see our code of conduct template)
- A work health and safety (WHS) induction for the site and the role, before they start work
- Privacy, IT and acceptable use policies
- Bullying, harassment and grievance procedures
A signature or acknowledgement on each one shows the employee received it - which is exactly what you want on file if a policy is ever relied on later.
Industry checks, licences and expiry dates
Depending on your industry, some people cannot start work until a check is complete. Many of these expire, so record the expiry date, not just the fact you saw it:
NDIS Worker Screening
For workers in risk assessed roles with registered NDIS providers.
Working with Children Check
For child-related work such as childcare and education. Each state runs its own scheme.
Police check
Common in aged care, healthcare, cleaning and any role in clients' homes.
White Card
General construction induction, needed before working on a construction site.
Licences and tickets
Driver licence, trade licences and high risk work licences where the role needs them.
First aid and CPR
Often required for care and site roles, with CPR usually renewed more often than first aid.
The first week to 90 days
Paperwork is only half of onboarding. The first few months decide whether a new starter settles in:
- Role training. The systems, procedures and skills they need, with a record of what was completed.
- A buddy. Someone other than their manager to ask the small questions.
- Regular check-ins. End of week one, end of month one, and before probation ends.
- A probation review. A documented conversation, signed by both of you, confirming the employment or setting out what needs to change.
Printable employee onboarding checklist
Use this as a starting point and add anything specific to your award, industry or state.
| Item | Who | When | Signed or uploaded |
|---|---|---|---|
| Signed employment contract or letter of offer | Employer sends, employee signs | Before day one | Signed |
| Position description | Employer | Before day one | Signed |
| Right to work check (VEVO for visa holders) | Employer | Before day one | Uploaded |
| Fair Work Information Statement | Employer | Before or as soon as possible after starting | Acknowledged |
| Casual or Fixed Term Contract Information Statement (if applicable) | Employer | Before or as soon as possible after starting | Acknowledged |
| TFN declaration | Employee | First week | Uploaded or lodged |
| Super standard choice form (or stapled fund request) | Employee / employer | Within 28 days of starting | Uploaded |
| Bank and payroll details | Employee | Before first pay | Form |
| Code of conduct and key policies | Employee | First week | Signed |
| WHS induction | Employer runs, employee completes | Day one, before starting work | Completed |
| Industry checks and licences (screening, WWCC, police check, White Card, first aid) | Employee | Before working in the role | Uploaded with expiry date |
| Probation review | Manager and employee | End of probation | Signed |
Collecting it all without paper in AirSign
Most of this checklist is documents someone has to sign or hand over. On every AirSign plan you can send the contract, position description and policy pack for e-signature in one go, and keep the signed copies together. Signers do not need an account.
For businesses that onboard people often, AirSign Staff Management (Enterprise plan) turns the checklist into rules that run themselves:
- Requirements by role. Set what each person must hold - a signed document, a training module, a form, or an outside document such as a police check - and target it by role, engagement type, location or tag. New people are sent their requirements automatically. See Setting Up Requirements.
- Send to everyone missing. Add a new policy and send it to everyone in scope who has not got it yet, in one click.
- Staff upload their own evidence. Workers photograph a licence or certificate, enter its expiry date, and you approve it or send it back with a reason.
- Expiry reminders. AirSign reminds people before a document lapses, so a screening check or first aid certificate does not expire unnoticed.
- Nothing to install. New starters open their Home in any phone browser to sign documents, complete training and forms, and see what they still owe you.
Inductions and role training can run through AirSign Training (also Enterprise), with completions recorded against each person. If you mainly need HR documents signed, see how HR teams use AirSign.
This article is general information only and is not legal, tax or financial advice. Employment obligations depend on your award, agreement, industry and state. Check the current requirements with the Fair Work Ombudsman and the ATO, or get professional advice for your situation.