What legal steps are required before the first hire starts?

You typically need a written employment contract, payroll and tax registration, and any statutory registrations that apply once you have an employee. Requirements vary by location, so confirm local rules early. Some registrations take time, so start before the agreed start date.

Do I need a written contract for my first employee?

Yes, a written contract protects both parties by documenting role, pay, hours, and terms, and it is legally required in many jurisdictions. Verbal agreements create disputes and compliance gaps. Getting it in writing is one of the most important first-hire steps.

How do I onboard my first employee without an HR team?

Use a simple onboarding plan covering paperwork, tools and access, an introduction to how the company works, and clear early expectations. It does not need to be elaborate to be effective. A checklist ensures you cover the essentials even without dedicated HR staff.

Free First Hire Checklist Checklist

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First Hire Checklist

Role Title:

Candidate Name:

Start Date:

Hiring Manager:

Company State:

Employer Legal Foundations

Confirm EIN and employer registrationsObtain workers compensation insuranceSet up payroll system for processingPrepare employment offer letterCreate confidentiality and IP agreementsVerify employment law poster requirements

Recruit and Select

Write a compelling job descriptionPost the position on relevant channelsDesign a fair interview processConduct reference and background checksExtend a verbal offer and negotiate

Hiring Paperwork and Enrollment

Complete Form I-9 verificationCollect signed W-4 and state formsProcess direct deposit enrollmentDistribute and acknowledge the employee handbookExecute employment and IP agreementsEnroll in benefits if applicable

Equipment and System Provisioning

Provision computer and required hardwareSet up company email and accountsConfigure security and access credentialsPrepare physical or remote workspaceCreate employee in HR and payroll systems

Onboarding and First Week

Schedule a company orientation sessionAssign an onboarding buddy or mentorCreate a 30-60-90 day planSchedule initial role-specific trainingSet up recurring one-on-one meetingsPlan a first-week welcome experience

The complete guide

Everything you need to know

01What Is the First Hire Checklist?

This checklist walks a founder or new employer through everything involved in hiring their first employee: defining the role, making a compliant offer, employment contracts, payroll and tax setup, statutory registrations, workspace and tools, and a basic onboarding plan. It covers the legal and practical steps that turn an informal arrangement into a proper employment relationship, so the first hire starts on solid, compliant footing.

02Why Use a First Hire Checklist

The first hire is where many companies unknowingly create legal risk: no written contract, unregistered payroll obligations, or missing tax setup. Because there is no HR function yet, easy steps get overlooked. A checklist ensures the employment relationship is documented and compliant from day one, protects both parties, and gives your new employee a professional first impression instead of a chaotic, improvised start.

03How to Use This First Hire Checklist

Start well before the start date, working through legal and payroll setup first since some registrations take time. Prepare the contract, confirm tax and statutory obligations, and arrange tools, access, and a simple onboarding plan. Tick items as you complete them and keep signed documents on file. Save the completed checklist as a template, so your second and third hires are faster and just as compliant.

First Hire Checklist

First Hire Checklist

Employer Legal Foundations

Recruit and Select

Hiring Paperwork and Enrollment

Equipment and System Provisioning

Onboarding and First Week

Everything you need to know

01What Is the First Hire Checklist?

02Why Use a First Hire Checklist

03How to Use This First Hire Checklist

Keep your hiring moving

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Frequently asked questions