How to Onboard a New Hire Without Legal Headaches
When we talk about onboarding, most people think of welcome emails, awkward first-day intros, and maybe a team lunch. But beneath the surface, onboarding is one of the most important compliance processes your business runs.
If key steps are missed — or done informally — you’re opening the door to future disputes, underpayment claims, or failed audits. Done properly, onboarding sets a clear foundation: for performance, expectations, and legal protection.
Here’s what every employer needs to get right from Day 1.
Employee Entitlements Under the National Employment Standards (NES)
By law, there are minimum details you must share with new employees — no matter the role or industry. These include:
• A copy of the Fair Work Information Statement (plus the Casual Employment Information Statement if relevant)
• Details of the employer, role, and start date
• Whether the employment is full-time, part-time, or casual
• Award or agreement coverage, including classification and rate of pay
• Leave entitlements and any applicable policies
Failing to provide this information can be considered a breach of the Fair Work Act — even if the employment relationship appears to be running smoothly at first.
Documenting Agreements and Entitlements Clearly
Verbal agreements don’t protect your business. Every new hire should receive:
• A signed employment contract covering their entitlements, award details, and obligations
• A position description outlining expectations of their role
• Confirmation of any additional benefits or arrangements (e.g. flexible hours, bonus structures)
It’s also smart to include signed acknowledgement of key HR policies — such as code of conduct, workplace behaviour, social media use, and safety procedures.
Training and Record-Keeping Obligations
Training isn’t just about showing someone how to use the printer and it also shouldn’t just stop at Induction. Depending on the role and industry, you may be legally required to provide (and record) training in areas such as:
• Workplace safety and injury prevention
• Use of equipment or vehicles
• Customer service standards
• Anti-discrimination and sexual harassment policies
You also need to keep records of:
• Completed training modules or inductions
• Signed forms or acknowledgements
• Any safety briefings or incident reporting systems
Good records don’t just cover you in the event of a claim — they show your business takes risk and safety seriously.
Remote vs On-Site Onboarding
If your team is remote, the onboarding process doesn’t stop being important — it just needs to be rethought.
For remote workers:
• Use video calls for introductions and check-ins
• Provide access to cloud-based HR documentation and systems
• Schedule formal “settling in” milestones (e.g. Day 7, Day 30)
• Ensure equipment and safety requirements are addressed in writing
For on-site workers:
• Walk them through workplace expectations and protocols in person
• Provide printed or digital copies of all documentation
• Introduce them to key people and systems straight away
In both cases, the goal is to ensure the employee knows what’s expected, feels supported, and understands where to go for help.
Final Thought: Compliance Starts Before Day 1
The onboarding process sets the tone for everything that follows. It’s not just about being welcoming — it’s about being thorough, fair, and legally covered from the start.
If your onboarding process feels scattered or overly informal, it might be time to review it.
Want to tighten your onboarding process and remove the guesswork?
[Book a quick onboarding review with HRAnywhere]