Checklist for onboarding remote employees

Why you need a checklist for employee onboarding

Bringing a remote hire on board differs significantly from welcoming someone into the office — so a checklist is invaluable. It ensures every team member receives a consistent introduction and reduces the likelihood of forgetting important steps.

While every new hire brings individual needs and circumstances, a checklist gives you a clear framework. Use the template each time and make small adjustments as required.

Drawing on our experience at Remote, below are the main items to cover.

Put together a 90-day roadmap

Map out a 90-day plan that sets out the essential objectives, milestones and activities to cover. Tailor it to the new hire’s role and department.

One way to structure the roadmap is:

Week 1: orientation, a company overview, and initial trainingWeeks 2–4: intensive job-specific training, remote “shadowing,” and goal settingWeeks 5–8: continued company-wide training, regular check-ins, and performance feedback conversationsWeeks 9–12: greater autonomy, deeper involvement in team projects, and thorough career development discussions

Be flexible — shorten or extend the timeline as the role requires. Work with the relevant manager to tailor the roadmap as closely as possible to the new hire’s position.

Send a welcome kit

Include practical information and resources in the welcome kit, for example:

A welcome letter from the CEOA company information booklet providing a concise overview of the company’s history, mission, values and organisational structure Instructions for the employee’s first day, including timings A staff handbook outlining key processes, policies and points of contactAccess details including logins and passwords (make sure these are provided securely)Send the welcome kit either physically or digitally, and make sure the hire receives it before their first day. Where possible, include some branded swag or gifts to strengthen their sense of belonging.

Set up accounts and access

Coordinate with IT to set up all necessary accounts and access, including company email, logins for relevant tools and communication platforms (such as Slack).Have these ready before your hire’s first day.

Clarify communication methods

If you haven’t already, explain how communication operates at your organisation. Use documentation, pre-recorded tutorials or live guidance.

Set out which channels are used and why, and provide user guides where necessary. Include any shared workspaces, team-specific tools and project-management software.

Plan their first day

Give the first day particular attention. Make clear what they should do, what to complete and who to contact. Arrange a video call at a time that suits the employee to check in and ensure they have their bearings.

Assign a designated “buddy” as a point of contact, ideally someone in the same time zone as your hire.

Arrange a virtual get-together

After the employee has settled in, host a virtual team meeting to introduce them. Invite them to share something personal or run a group icebreaker.

Keep the session informal, but use it to start building a supportive remote work culture from day one.

Arrange product training

Early in onboarding, run training sessions — especially if your product or sector is specialised or complex. This is particularly important for hires in customer-facing roles.

Training could be a casual overview of key features or a specialist-led deep dive over a longer period. There may also be a formal assessment.

Hold regular check-ins

Remote work offers autonomy, but don’t leave your hire to manage everything alone. Check in regularly to confirm they are keeping pace with the roadmap.

Prepare an agenda to structure the flow and content of check-ins, and keep discussions focused. Allow time for the hire to give feedback and raise any concerns.

Best practices for remote employee onboarding

Regardless of location, the aim is to ensure new hires understand key policies, integrate with their team and grasp their responsibilities. Because remote work presents particular challenges, consider the following practices.

Avoid technical issues

Where possible, provide equipment, software and access before the first day. If something goes wrong, there’ll be time to resolve it before the employee starts, making onboarding smoother and less frustrating.

Replicate the ‘water cooler’

Create channels for casual interaction and encourage informal one-to-one “coffee” chats. Relying only on email in a context with limited face-to-face contact can cause miscommunications, delayed responses for time-sensitive matters and feelings of isolation.

Keep regular contact too. Even a 20-minute call about non-work topics can make a big difference to how a remote employee is feeling.

Respect cultural norms

For some remote hires, factor in nuances like time zones and cultural observances. Plan how to manage these differences, consult a local employment expert if required, and discuss any accommodations with the hire.

Set clear expectations

Define specific, time-bound goals for each employee to improve engagement and performance, and to support morale and productivity.

Without clear direction, employees can feel aimless in the short term and undervalued over time. Hold regular check-ins during the first 90 days and help remove any obstacles they face.

Onboarding with Remote

This checklist helps you stay organised and ensures every employee is treated fairly and consistently. It supports building community and belonging within your remote team from the very start of their work journey.

With Remote, you can onboard talent quickly and compliantly from anywhere in the world. Our experienced experts will handle all the paperwork, calculations, and legal lifting for you — allowing you to focus on the steps in this checklist.

To learn more about how we can simplify onboarding — and the entire employee lifecycle — speak to one of our friendly experts today.