<Company Name>
HR Policy
Onboarding policy
Policy Effective Date: <DD/MM/YY>
No part of this documentation may be reproduced or transmitted in any form or by any means, electronic
or mechanical, including photocopying or recording, for any purpose without express written permission of
the CEO of <Company Name Here>.
© 2021, <Company Name Here>. All Rights Reserved
Revision History
Ver Change Description Prepared Reviewed By Approved Date
No. By By
TABLE OF CONTENTS
1. Objective 4
2. Scope and Applicability 4
3. Definition / Glossary 4
4. Policy/procedures 4
4.1. Pre onboarding: 4
4.2. Joining and Onboarding: 5
4.3. Post – Onboarding 6
5. Review and Revision 6
6. Non-compliance and consequences 6
1.Objective
The objective of an Onboarding policy is to provide guidelines for a warm welcome and
onboarding of a new employee. It ensures that the new employee feels welcomed and settled in
the new environment with all relevant information related to the Company and functions.
The policy details the joining process and formalities to be completed by the onboarding team
as well as the new joiners on Day 1. It also outlines the induction process to ensure the new
joiners are made familiar with the culture, values and company policies.
2.Scope and Applicability
This policy is applicable to all employees who join the organisation. The joining and induction
policy has been divided into four parts:
● Pre – Onboarding process
● Induction process
● Post – Onboarding process
● Virtual Onboarding process
3.Definition / Glossary
Term / Abbreviation Definition / Expansion
4.Policy & Procedures
4.1. Pre-onboarding:
√ Candidates are required to acknowledge the mail containing the offer letter and give
their consent to the T&C contained therein
√ They will also need to provide their consent for the Background Verification (BGV)
process within 2 days from the date of offer acceptance.
√ The HR team will contact the candidate 10 days prior to the joining date and provide
advance information pertaining to date, time, place, person and a list of documents to be
submitted.
√ HR will ensure that all arrangements are made in coordination with the Admin, Security,
and IT departments to facilitate smooth joining experience.
√ HR will also coordinate with various department heads in case they would like to present
their function’s role at the induction programs
4.2. Joining and Induction
√ Newly recruited employees are required to report at the assigned location on the pre-
mentioned date and time.
√ Induction program will contain introduction of the Company’s businesses, leadership
teams, core values and beliefs, important Company policies and its various departments.
√ New joiners should submit a copy of the following documents to HR and carry the
originals for the verification:
o Resume
o Educational Certificate(s) starting from Graduation
o Marks sheets for the above educational qualifications
o Relieving and experience letter from the last 2 employers.
o Last 3 months payslips.
o Passport size photograph
o Proof for current and permanent address (PAN, Aadhar card mandatory)
o Blank cheque leaf (cancelled) for obtaining bank details
o Any other documents as required by the Company
√ If any document is missing, the new hire should submit the same within 15 working days
from the date of joining.
√ Post submission of documents, the new joiner will be provided with an original
Appointment letter, NDA Agreement and a Code of Conduct undertaking, along with a
copy which will be signed by the employee and will be retained by HR.
√ HR will receive login details of the new joiner through email from the IT team. The same
will be sent to the Reporting Manager who will share it with the new joiner for their first
login.
√ Employee ID and Security badge will be created by the IT team for access. HR will
upload the employee’s data on the HRMS software.
√ In case biometric data is required, HR will obtain it on the same day from the employee
√ BGV verification will be initiated by HR once the employee joins
√ Where necessary, it is mandatory for all employees to have bank account in the bank
assigned by the Company for easy administration of salary and benefits
4.3. Post–onboarding
New employee onboarding mail will be sent to the relevant departments, i.e. IT, Admin,
Security, Payroll and Finance department as well as to the Reporting Manager. The mail will
consist the following details:
√ Employee ID
√ Employee name
√ Designation
√ Function / Department
√ Date of joining and date of birth
√ Reporting Manager’s name
√ Contact number
4.4. Virtual Onboarding process
Owing to pandemic or any other circumstances that require employees to work from home or
other remote locations, an in-person onboarding at the office premises may not be possible.
This would mean that the new joiners would be onboarded via virtual modes of communication
such as Zoom / MS Teams / Google Meet, etc. Mandatory documents of employees need to be
submitted online to HR while the originals need to be couriered within specific timelines. The
respective reporting Managers would be introduced online to the employees once the
onboarding processes are complete.
HR will update compensation and other details of the employee along with bank details in the
HRMS system for further process by relevant teams.
5.Special Circumstance and Exception
Any Deviation to this policy has to be approved by HR. Any changes to the policy has to be
approved by Legal and Compliance.
6.Non-compliance and consequences
Violation of this policy is subject to disciplinary action, up to and including termination.
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