New hire document checklist
This new hire document checklist covers what HR teams usually collect before a first day: signed contract, photo ID, right-to-work evidence, tax and social security details, bank details for payroll, qualifications and signed policies. DocAsker sends it as one link and checks each upload for quality, document type, expiry dates, signatures and missing pages. Requirements vary by country, so confirm your current list.
Documents to collect from a new hire
HR teams and people operations staff use this checklist as soon as a candidate accepts an offer, so documents are in place before the employee's first day.
- 01
Signed employment contract or offer letter
The signed contract confirms role, start date, pay and terms. Ask the new hire to sign and return every page of the version you sent.
Format: Signed PDF or a photo of each signed page
DocAsker checks: DocAsker checks that the signature fields are filled in and that every page of the contract is included.
- 02
Government-issued photo ID
Photo ID confirms the new hire's identity for payroll and your records. Ask for a passport, national ID card or driver's license that is currently valid.
Format: Photo or PDF
DocAsker checks: DocAsker checks that the image is sharp, free of glare and not cropped, and that the ID has not expired.
- 03
Proof of right to work
Many countries require employers to check that a new hire may legally work there before they start. Ask for the documents your local rules accept, such as a passport, residence permit or work visa, and confirm whether the check must also be done in person.
Format: Photo or PDF
DocAsker checks: DocAsker checks that the document is sharp and that its expiry date has not passed.
- 04
Completed tax form
Payroll needs the employee's tax details to withhold the right amount from the first payslip. Send the tax form used in your country and ask the new hire to complete and sign it.
Format: Signed PDF
DocAsker checks: DocAsker checks that the form is signed and that every page is included.
- 05
Social security or national insurance number document
Payroll and benefits use this number to report earnings correctly. Ask for the card or official letter that shows the number and the employee's name.
Format: Photo or PDF
DocAsker checks: DocAsker checks that the file is the document you asked for and that the image is sharp.
- 06
Bank details for payroll
Payroll needs the account the salary should be paid into. Ask for a bank letter or the top of a recent statement showing the employee's name and account number.
Format: PDF from online banking
DocAsker checks: DocAsker checks that the file is a bank document and that it is dated within the period you set.
- 07
Diplomas and educational certificates
Some roles require a specific degree or qualification. Ask for copies of the certificates the role depends on, not every certificate the person holds.
Format: Photo or PDF
DocAsker checks: DocAsker checks that each certificate is sharp, free of glare and not cropped.
- 08
Professional licenses and certifications
Regulated roles, such as nursing, driving or accounting, need a current license. Ask for the license with its number and expiry date visible.
Format: Photo or PDF
DocAsker checks: DocAsker checks that the license has not expired and that the image is readable.
- 09
Signed confidentiality agreement and handbook acknowledgment
These records show the employee received and accepted your policies. Ask for the signed acknowledgment page of the handbook and the signed confidentiality agreement.
Format: Signed PDF
DocAsker checks: DocAsker checks that the signature fields on each document are filled in.
- 10
Signed background check consent form
Where background checks are allowed and used, you usually need written consent first. Ask the new hire to sign your consent form before you start the check.
Format: Signed PDF
DocAsker checks: DocAsker checks that the consent form is signed and that every page is included.
This checklist is a starting point. Requirements vary by country, authority and case, so confirm the current list before you send it.
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- Signed PDF or a photo of each signed page
- Photo or PDF
- Photo or PDF
- Signed PDF
- Photo or PDF
- PDF from online banking
- Photo or PDF
- Photo or PDF
- Signed PDF
- Signed PDF
Subject: Required documents for New hire document checklist — [Your Firm Name] Hi [Client Name], To complete your onboarding without back-and-forth emails, please prepare and upload the following 10 documents: 1. Signed employment contract or offer letter (Signed PDF or a photo of each signed page) • Check: DocAsker checks that the signature fields are filled in and that every page of the contract is included. 2. Government-issued photo ID (Photo or PDF) • Check: DocAsker checks that the image is sharp, free of glare and not cropped, and that the ID has not expired. 3. Proof of right to work (Photo or PDF) • Check: DocAsker checks that the document is sharp and that its expiry date has not passed. 4. Completed tax form (Signed PDF) • Check: DocAsker checks that the form is signed and that every page is included. 5. Social security or national insurance number document (Photo or PDF) • Check: DocAsker checks that the file is the document you asked for and that the image is sharp. 6. Bank details for payroll (PDF from online banking) • Check: DocAsker checks that the file is a bank document and that it is dated within the period you set. 7. Diplomas and educational certificates (Photo or PDF) • Check: DocAsker checks that each certificate is sharp, free of glare and not cropped. 8. Professional licenses and certifications (Photo or PDF) • Check: DocAsker checks that the license has not expired and that the image is readable. 9. Signed confidentiality agreement and handbook acknowledgment (Signed PDF) • Check: DocAsker checks that the signature fields on each document are filled in. 10. Signed background check consent form (Signed PDF) • Check: DocAsker checks that the consent form is signed and that every page is included. Upload portal & interactive checklist: https://docasker.com/en/templates/new-hire-document-checklist Best regards, [Your Firm Name]
Tips for collecting new hire documents
Send the link when the offer is accepted
New hires have time and motivation in the days after they accept. Sending the request then means payroll and IT can be ready before day one, and nobody spends the first morning filling in forms.
Follow the right-to-work rules for each country
In some countries, the employee can choose which documents to show, or the check must be done in person or through an approved service. Collect copies with DocAsker, but confirm the official process for each country you hire in.
Collect only what the role needs
Personal documents are sensitive. Ask only for what the law and the role require, keep separate checklists for different roles or countries, and set how long files are kept.
Store files with the employee record
Accepted files are renamed to a consistent pattern and filed to the DocAsker workspace, or to Google Drive, Dropbox or OneDrive on Pro and Firm. Limit folder access to the people who need it.
Email template to request documents from a new hire
Documents we need before your first day at [Company name]
Hi [Employee name], Welcome to [Company name]. We are looking forward to your first day on [start date]. To set up your contract, payroll and access, please upload a few documents through this secure link by [date]: [link] The list includes your signed contract, photo ID, proof of right to work, tax form and bank details. You do not need an account or password. The link works on your phone or computer, and you can take photos with your camera. If a file is blurry or expired, you will see why and can upload a new one straight away. Your files are encrypted and only the HR team can see them. Best regards, [Your name] [Company name] HR
Frequently asked questions
What documents do new employees need to provide?
Usually a signed contract, photo ID, proof of right to work, a tax form, a social security or national insurance number and bank details for payroll. Some roles also need diplomas, professional licenses or a background check consent form. Requirements vary by country and role, so confirm the current list with your legal or payroll team.
When should new hires send their documents?
As soon as they accept the offer, and before their first day. That gives payroll time to set them up and gives HR time to complete right-to-work checks. Reminders in DocAsker list only the items still missing.
Can HR collect right-to-work documents online?
It depends on the country. Some allow digital checks or approved online services, while others require the employer to see original documents in person. DocAsker collects and checks copies, but you should confirm the official process for each country you hire in.
How long should HR keep new hire documents?
It depends on the country and the type of document. Right-to-work, tax and payroll records often have different retention periods, so check the rules that apply to you. In DocAsker you decide how long files are kept and can delete a request and its files at any time.
Do new hires need an account to upload documents?
No. The DocAsker link opens on any phone or computer without an account, password or app. New hires can take photos or upload files and come back to the same link later to finish.
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Send this checklist with DocAsker
DocAsker sends this checklist as one link, checks every upload on arrival and reminds your client until it is complete.