Welcoming New Employees

After you've hired a new employee, you might consider sending him or her an information packet before the starting date. The information packet should contain a welcome letter. Because businesses differ so much, a welcome letter must be specifically tailored to each business. The letter should provide the employee with any information he or she might need to know before reporting for work. It should also outline what else is included in the information packet. Here are some of the topics that you might want to address.

Logistical issues. These are the simple nuts and bolts issues relating to the new employee's first day.

when and where the new employee should report
information regarding orientation or training, if appropriate
workplace information, such as employee parking, availability of dining services, vending machines, etc.

Compliance material. As an employer, you're required to gather a variety of information from every employee. This information will be the first material placed in a new employee's personnel file. It may be more efficient to ask the new hire to complete this material ahead of time and bring it on the first day of work.

Form W-4 - Employee's Withholding Allowance Certificate, and the state equivalent, if necessary
Form I-9 - Employment Eligibility Verification
information necessary to comply with applicable anti-discrimination laws (age, disability, gender, etc.), such as date of birth, gender, and whether the person has a disability
If you maintain a group health plan, initial notice of the applicability of COBRA, relating to coverage for spouses and dependents

Business information. Every business has work rules, though they obviously differ from business to business. If you maintain an employee handbook, it may be the only item you need. If not, consider the following items, which may or may not apply in your situation.

rules relating to conduct and dress in the workplace
summary of the benefits your business provides, including time off, holidays, medical and dental, insurance, retirement plan, disability, and any other benefits that your company provides
your policy on performance reviews and raises
payroll period and practices, and designated pay days
hours of operation and access to the building
whether and where smoking is permitted
security and emergency procedures
policy on visitors
policy for reimbursements for business expenses

Other information. There may be other items that you want to give to the employee before he or she starts work. Some may help set the new employee's expectations, others may make your administrative tasks easier. Some may even help protect your business. Here are some examples.

Notice that there is a probationary period during which either you or the employee can terminate the relationship without any consequences
ID card and parking permit applications
An agreement not to compete, if appropriate
If you have exercise facilities, fitness classes or other forms of organized but unsupervised activities, such as a volleyball or softball team, you'll want to get a signed release form that holds your business harmless in the event of an accidental injury.
Direct deposit authorization form, if your business gives employees the option to utilize electronic fund transfers.

This list is by no means exhaustive. Every business is unique. For example, if your business uses hazardous materials, you'll have to provide additional information. Or, employees might use company vehicles, requiring you to gather information regarding driver's licenses. The idea is to avoid surprises on either side, and to reduce the transaction cost to the extent that you can.