A Comprehensive Guide to Paperwork for New Hires

Hiring new employees can be an exciting time for a company, but it also comes with a lot of paperwork. As an employer, it is your responsibility to ensure that your new hires are properly onboarded. You also have to make sure they have all the necessary documentation in place.

In this comprehensive guide, we’ll walk you through the paperwork for new hires. These are all that they need to complete during the HR recruiting and onboarding process.

HR Recruiting Paperwork

The HR recruiting process involves a lot of paperwork that needs to be completed before a new hire can start working. The paperwork includes the following below:

Job Application

This is the first document that a new hire will complete. This includes their personal information, education, work experience, and other relevant details.


A resume, which is different from a CV, is a document that outlines a person’s education, work experience, and skills. It’s usually submitted along with the job application.

Background Check Authorization

Many companies need background checks before hiring new employees. New hires will need to sign an authorization form to allow the company to conduct background checks.


The new hire will need to provide a list of professional references for the employer to contact. It can help employers determine the character of new hires and know if they have people vouching for them. It’s best for new hires to have employees in the company or their past employer as their references.

Offer Letter

Once the employer has decided to hire a new employee, they will send an offer letter. This is a document that outlines the job details, salary, and benefits the candidate will receive.

Onboarding Paperwork

The onboarding process is the next step in hiring a new employee. This is when the new hire will complete additional paperwork and receive important information about the company. The paperwork includes the following:

W-4 Form

This form is used to determine the new employee’s tax withholding. The employee will need to fill out this form and submit it to their employer for filing along with other needed documents.

I-9 Form

This form is used to verify the new employee’s identity and eligibility to work in the United States. Employees will need to provide documentation to support their eligibility. Businesses can also get I-9 verification services to make it easier for them to determine the eligibility of their new hires.

Employee Handbook

The employee handbook outlines the company’s policies and procedures. New employees will need to review and sign a copy of the handbook to show their compliance with the set policies.

Direct Deposit Authorization

A Direct Deposit Authorization is a document for an employer to deposit an employee’s paycheck into their bank account. New employees will need to provide their banking information to set up a direct deposit for their paychecks.

Emergency Contact Information

The new employee will need to provide contact information for a person to be notified in case of an emergency.

Dealing With Paperwork for New Hires

Hiring new employees can be a time-consuming process. However, completing the necessary paperwork for new hires is important to ensure that everything is done the right way. As an employer, it is your responsibility to provide new hires with all the necessary paperwork and information.

This is done during the HR recruiting and onboarding process. By following this comprehensive guide, you’ll be able to streamline the paperwork process for your new hires. And, you’ll be able to help them start their new job on the right foot.

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