De-facto mandatory onboarding checklist covering federal + provincial tax withholding forms (TD1), Social Insurance Number (SIN) verification, workers' compensation registration, and, in Ontario, the copy of the ESA "poster" information and written information about the hire given before the first shift for larger employers.
⚠️ This is a blank template, not legal advice: check the wording with a lawyer and adapt it to your jurisdiction and your case.
This template has no optional clauses: the text is the same for everyone.
Required fields not filled: 7. The PDF will have blank lines in their place to fill in by hand.
Click a field label in the text and type, or use the form. Empty fields become blank lines in the PDF.
NEW HIRE ONBOARDING CHECKLIST
Employee: Province: Start date:
1. TAX WITHHOLDING FORMS 1.1. Federal TD1: . 1.2. Provincial withholding form: . ⚠️ Quebec: use form TP-1015.3 (Revenu Québec) instead of a provincial TD1.
2. IDENTITY AND RIGHT TO WORK 2.1. SIN status: , checked on . 2.2. If the SIN begins with "9" (temporary resident), confirm the accompanying work permit and its expiry date.
3. EMPLOYMENT AGREEMENT 3.1. Signed before the employee's first shift: . Signing after the employee has already started can undermine the enforceability of the agreement's terms.
4. EMPLOYMENT STANDARDS INFORMATION 4.1. Provided on: . ⚠️ Ontario: a copy of the mandatory ESA information sheet must be given to every employee within 30 days of hire. ⚠️ Ontario employers with 25 or more employees must also give written information about the hire (legal employer name, contact information, work location, pay rate, pay period) before the employee's first shift.
5. HEALTH & SAFETY TRAINING 5.1. Basic H&S awareness training: . 5.2. WHMIS training (if the role involves hazardous products): .
6. WORKERS' COMPENSATION 6.1.
7. ACCESS AND EQUIPMENT 7.1.
COMPLETED BY ______________ DATE ______________
This is a boilerplate template, not legal advice. Employment, consumer-protection, privacy, and food-safety law in Canada is largely PROVINCIAL — this template uses Ontario (Employment Standards Act, 2000 / Occupational Health and Safety Act) as its default reference jurisdiction and flags with ⚠️ the specific British Columbia, Alberta, and Quebec divergences named in the underlying research, but it does not resolve every provincial variation for you. Quebec employers additionally have French-language obligations under the Charte de la langue française (Bill 96) that are handled as a separate French-language document, not by this English template. Have this document reviewed and adapted by a lawyer licensed in the relevant province before use, and confirm the current minimums/thresholds in force on the date of use — termination-clause case law in particular (Waksdale, Dufault, Chan and successors) changes year to year.
Documents that are usually drawn up in the same process.
Written employment agreement for an indefinite-term employee, built around an ESA-compliant termination clause. A written contract is not legally required in any province, but without one — or with a…
Short, conditional job offer letter. Protective terms belong in the full employment agreement, provided to the candidate together with this offer — not after their first day, which can create a "no c…
Combined workplace harassment (including sexual harassment) and workplace violence policy, including a risk assessment component. ✅ Ontario: mandatory for ALL employers under OHSA Part III.0.1; must…
✅ Ontario: a written occupational health and safety policy and program is mandatory once an employer has MORE THAN 5 workers (OHSA s.25(2)(j)), reviewed at least annually; 6–19 workers requires a des…
1 of 13 fields are taken from the company, employee or counterparty record, the questionnaire can be dictated to the AI, and the finished document comes with a number, a PDF and an acknowledgement record.