Employee onboarding handbook: What to include

Remember your first day at a new job? You probably spent the morning filling out paperwork, wondering where the bathroom was, and trying to remember everyone's name. Now imagine if all the critical information you needed — policies, procedures, expectations — was scattered across emails, verbal instructions, and "we'll get to that later."

That's exactly what happens when companies don't document their employee onboarding process in their handbook. The result? Confused new hires, inconsistent training, frustrated managers, and HR scrambling to answer the same questions for every single new employee.

Your employee handbook isn't complete without a comprehensive onboarding section. It's not just about first-day logistics — it's about setting clear expectations, ensuring consistency, and giving new hires the confidence to succeed from day one.

Why employee onboarding should be in your handbook

Most companies treat onboarding like a separate process from their handbook — a checklist here, a training session there, maybe some slides from HR. But when onboarding lives in your employee handbook, magic happens.

1. Consistency across every new hire

When onboarding expectations are documented in your handbook, every new employee gets the same information, regardless of who their manager is or when they start. No more "Well, Sarah's manager did X but David's manager did Y" situations.

The cost of inconsistency: A study by Brandon Hall Group found that organizations with poor onboarding processes have 50% lower new hire retention. When each manager creates their own onboarding experience, some new hires thrive while others flounder — and you lose the good ones.

2. Saves HR and managers massive amounts of time

How many times do you explain the same first-week expectations? How many emails do you send about where to find policies, who to contact for IT issues, or what training is required?

The time savings: HR professionals spend an average of 5-8 hours per new hire repeating the same onboarding information. With 20 new hires per year, that's 100-160 hours (4-6.5 full work weeks) spent on repetitive explanations instead of strategic work.

When onboarding is documented in your handbook, new hires read it themselves. They get answers at 2am on Sunday when they're too excited to sleep. Managers know exactly what's expected of them. HR stops being the bottleneck.

3. Sets clear expectations from day one

Ambiguity kills employee confidence. When new hires don't know what's expected of them during their first 30-60-90 days, they feel lost, anxious, and uncertain about their performance.

A clear onboarding section in your handbook tells them exactly what success looks like at each stage. They know what training they'll receive, when performance reviews happen, who to ask for help, and what their probationary period entails (if you have one).

4. Reduces new hire anxiety and improves engagement

The first few weeks at a new job are stressful. New hires are evaluating whether they made the right decision, and if they feel confused or unsupported, they start looking for the exit.

The data: According to a survey by CareerBuilder, 37% of employees say their manager did not help them during their first 90 days — and employees with a negative onboarding experience are twice as likely to leave within the first year.

A well-documented onboarding section in your handbook reduces that anxiety. It's a roadmap. It's reassurance. It tells them, "We've thought this through, and we're going to support you."

5. Legal protection during probationary periods

If you have a probationary period (30, 60, or 90 days), documenting it in your handbook protects you legally. It clarifies that employment during this period is still at-will, what performance is expected, and what happens if expectations aren't met.

Without documentation, terminating someone during or after a probationary period becomes legally risky. With clear policies in your handbook that the employee acknowledged, you have evidence that expectations were communicated upfront.

What to include in your employee onboarding section

Your onboarding section doesn't need to be 50 pages long, but it does need to be comprehensive. Here's what belongs in it:

1. Onboarding overview and timeline

Start with a high-level view of what onboarding looks like at your company:

• How long is the onboarding period? (Common: 30, 60, or 90 days)
• What are the key milestones? (Week 1, Week 4, Day 60, Day 90)
• What's the goal of onboarding? (Get new hires to full productivity and cultural integration)

Example language: "Our onboarding process is designed to help you become a productive, confident team member within your first 90 days. Here's what you can expect at each stage..."

2. Pre-boarding (before day one)

What happens between "You're hired!" and their first day?

• What paperwork needs to be completed before day one?
• What equipment will be shipped or prepared?
• Who will contact them, and when?
• What should they bring on their first day?
• What time should they arrive, and where?

3. First day expectations

Spell out exactly what happens on day one:

• What time to arrive and where to go
• Who they'll meet with (HR, manager, team)
• What they'll do (orientation, paperwork, training modules)
• What equipment and access they'll receive
• When lunch is and whether it's provided
• What time they can leave

This eliminates first-day anxiety. They know exactly what to expect.

4. First week and first month goals

Break down what's expected during the early stages:

5. Training and development requirements

Document what training new hires will receive and when:

• Required training (compliance, safety, software tools)
• Role-specific training (who provides it, timeline)
• Ongoing development opportunities
• How to access training resources

6. Key contacts and resources

Who do new hires contact for different issues?

• HR questions: Contact [HR email/person]
• IT/technical issues: Contact [IT email/person]
• Payroll questions: Contact [Payroll email/person]
• Manager questions: Your direct manager is your first point of contact
• Benefits questions: Contact [Benefits coordinator]

Include links to internal resources like your intranet, knowledge base, or communication channels (Slack, Teams, etc.).

7. Probationary period policy (if applicable)

If you have a probationary period, document it clearly:

• How long it lasts (30, 60, 90 days)
• What's evaluated during this period
• What happens at the end (performance review, confirmation of employment)
• Clarify that employment is still at-will (if applicable)
• Benefits availability during probation

8. Performance expectations and check-ins

When and how will new hires receive feedback?

• Frequency of manager check-ins (daily, weekly, bi-weekly)
• 30-day, 60-day, and 90-day formal reviews
• What's evaluated (skills, culture fit, productivity, teamwork)
• How feedback is delivered

9. Buddy/mentor program (if you have one)

If you assign a buddy or mentor to new hires, explain how it works:

• Who the buddy is and how they're selected
• What the buddy's role is (answer questions, provide social integration)
• How long the buddy relationship lasts
• Expectations for both buddy and new hire

How to structure your onboarding section in the handbook

Where should onboarding live in your handbook? There are two good approaches:

Option 1: Dedicated "Onboarding" section (Recommended for longer handbooks)

Create a standalone section called "Your First 90 Days" or "New Employee Onboarding" near the beginning of your handbook, right after the Welcome section.

Typical structure:

• 1. Welcome
• 2. Your First 90 Days (Onboarding)
• 3. Employment Basics
• 4. Compensation & Benefits
• 5. Time Off & Attendance
• ... etc.

This approach makes onboarding highly visible and easy for new hires to find.

Option 2: Integrate into "Employment Basics" (For smaller handbooks)

If you have a shorter handbook (like many small businesses), you can include onboarding as a subsection within "Employment Basics" or "Getting Started."

Example structure:

• 2. Employment Basics
•     2.1 At-Will Employment
•     2.2 Your First 90 Days
•     2.3 Employee Classifications
•     2.4 Work Schedule

For help organizing your entire handbook structure, check out our guide on what should be included in an employee handbook.

Sample policy: First week expectations

Here's an example of how to write a clear, friendly first-week expectations policy:

Notice how this policy is specific, actionable, and reassuring. New hires know exactly what to expect, hour by hour, and feel supported rather than overwhelmed.

Sample policy: Training and development

Here's an example training policy for your onboarding section:

Sample policy: Probationary period

If you have a probationary period, here's how to document it clearly and legally:

This policy is clear, fair, and legally protective. It sets expectations while maintaining at-will employment status.

Common mistakes when documenting onboarding

Avoid these pitfalls when writing your onboarding section:

1. Being too vague

❌ Bad: "New employees will receive training during their first few weeks."

✅ Good: "During weeks 2-3, you'll complete role-specific training, including job shadowing (2 days) and hands-on practice with your manager (3 days)."

Specificity reduces anxiety and increases confidence.

2. Forgetting about remote employees

If you have remote or hybrid employees, your onboarding section needs to address how onboarding works for them. Don't assume everyone comes to an office on day one.

• How will equipment be shipped?
• What's the virtual onboarding process?
• How do they meet the team remotely?
• What video conferencing tools will they use?

3. Making unrealistic promises

Don't promise "daily check-ins with your manager" if your managers are too busy to deliver on that. Under-promise and over-deliver, not the reverse.

4. Ignoring the emotional side of onboarding

Onboarding isn't just about tasks and training — it's about making people feel welcome, valued, and part of the team. Your policies should reflect that warmth.

Add language like: "We know starting a new job can be overwhelming. We're here to support you, answer your questions, and help you succeed."

5. Not updating it as your company grows

Your onboarding process when you have 5 employees will look very different when you have 50. Review and update your onboarding section annually (or whenever your process changes significantly).

6. Separating onboarding from the handbook

The biggest mistake is treating onboarding as a separate checklist or process instead of integrating it into your handbook. When it's in the handbook, it's always accessible, version-controlled, and consistent.

For more common handbook pitfalls, read our guide on 7 employee handbook mistakes to avoid.

How to implement your onboarding policies

Writing the policies is only half the battle. Here's how to make them effective:

Step 1: Document your current process (if you have one)

Interview managers and recent hires: What actually happens during onboarding? What's working? What's confusing? Write down the reality before you write the policy.

Step 2: Write the ideal onboarding experience

Now write the policy for how onboarding should work. Use the sections above as your guide. Be specific, clear, and supportive in tone.

Step 3: Get feedback from managers

Share your draft onboarding section with managers who will be onboarding new hires. Ask: "Is this realistic? Can you commit to this? What's missing?"

Step 4: Add it to your handbook (prominently)

Place your onboarding section near the beginning of your handbook so new hires see it immediately. Make it easy to find and navigate.

Step 5: Reference it during the hiring process

During final interviews or when extending offers, mention: "We have a structured 90-day onboarding process to help you succeed. You'll receive our handbook on day one, which outlines everything you can expect."

This builds excitement and confidence before they even start.

Step 6: Review it with new hires on day one

Don't just hand them the handbook — walk through the onboarding section together. Highlight key sections, answer questions, and make sure they know where to find it later.

Step 7: Collect feedback and iterate

After each new hire completes onboarding, ask them: "Was the onboarding section of the handbook helpful? What was unclear? What would you add?" Use their feedback to improve continuously.

Final thoughts: Onboarding is an investment, not an expense

Great onboarding doesn't happen by accident. It happens when you document clear expectations, provide structure and support, and treat new hires like the valuable investment they are.

When you take the time to create a comprehensive onboarding section in your employee handbook, you're not just checking a box — you're setting the foundation for employee success, retention, and engagement.

The companies with the lowest turnover and highest employee satisfaction all have one thing in common: they document their onboarding process, communicate it clearly, and deliver on it consistently.

Your handbook is the perfect place to make that happen. Don't let your onboarding process live in someone's head or scattered across documents. Put it in your handbook, where every new hire can access it, and every manager can reference it.

The best time to document your onboarding process was before your last hire. The second best time is right now.