New starter paperwork: what small employers should have in place
A good start sets the tone for the whole employment relationship. Having the right paperwork ready means new people feel organised and you stay on the right side of your obligations.
Get the basics ready before day one
Have the contract or written statement prepared and ready to sign, along with the key details the person needs to start well. Sorting this before they arrive avoids a messy first week and the risk of terms going out late. Use the annual leave calculator to confirm holiday figures before adding them to starter documents.
Check the person can work for you
Carrying out right to work checks is a legal responsibility for every employer. Build it into your standard process for every new starter so it never gets missed, and keep a record of the check.
Collect the practical information
You will need details for payroll, tax, emergency contacts and any role specific requirements. A simple new starter form keeps this tidy and consistent, rather than chasing bits of information later.
- Bank and tax details for payroll.
- Emergency contact information.
- Any qualifications or checks the role requires.
Plan a simple induction
Onboarding is more than paperwork. A short induction that covers how things work, who to ask and what is expected helps people settle and perform sooner. It does not need to be elaborate to be effective.
Common mistakes to avoid
- Leaving the contract until after they start.
- Skipping or forgetting right to work checks.
- Collecting payroll details late.
- Having no induction at all.
When to get HR support
Most onboarding can be handled in house with the right templates, but help is useful sometimes.
- You are hiring for the first time.
- You are unsure about right to work checks.
- You want a repeatable onboarding pack.
- The role has specific legal or sector requirements.
Last reviewed: 19 June 2026. Review before publishing Right to work check requirements come from current immigration rules and change over time. Confirm the latest process before relying on it.
This article is general guidance for employers. It is not a substitute for tailored HR or legal advice for your particular situation.
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Common questions
It is a check that confirms a person is legally allowed to do the job in the UK. Employers must carry it out for every new starter and keep a record. The exact method can change, so use the current official process.
It is best practice to have the main terms ready by the time they start, and getting the document signed early avoids disputes later.
Typically the contract or statement, a new starter information form, key policies and a short induction plan. Keeping a standard pack saves time on every hire.
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