Never miss an onboarding document -- every form, agreement, and enrollment by employment type and state
- Select employment type (full-time, part-time, contractor, intern) and state
- Check off documents as they are completed -- progress saves automatically
- Copy the report, share the link, or print it for your HR files
Proof: Covers 4 employment types, 6 document categories, and 5 state-specific requirement sets
Get a personalized list of every document a new hire needs -- based on employment type and state. Track progress from Day 1 through benefits enrollment.
- Covers full-time employees, part-time employees, independent contractors, and interns with type-specific forms and agreements.
- Includes legal compliance (I-9, W-4, E-Verify), employment agreements (offer letter, NDA, IP assignment), benefits enrollment, and IT setup.
- State-specific requirements for California, New York, Texas, Florida, and Illinois with additional mandatory notices and forms.
Free, no signup, and your progress saves automatically in your browser.
Onboarding a new hire means tracking I-9s, W-4s, offer letters, NDAs, benefits enrollment, and state-specific notices -- different for every employment type. Missing a single document can mean compliance violations, delayed benefits, or legal exposure. This tool builds a complete checklist tailored to the hire so nothing falls through the cracks.
Free, no signup, and progress saves in your browser until you need it.
Document checklist
Select the employment type and state below. Check off documents as they are completed.
Showing 34 documents for Full-Time Employee
0 of 34 documents complete
Organize onboarding documents automatically
Collecting I-9s, W-4s, NDAs, and offer letters from every new hire? Drop them into renamed.to. The AI reads each document, extracts the employee name and document type, and renames everything into a clean folder structure -- ready for your HR files.
Why proper onboarding documentation matters
Incomplete onboarding paperwork creates real business risk. Here are three reasons a checklist pays for itself.
I-9 penalties add up fast
ICE fines for I-9 violations range from $252 to $2,507 per form for paperwork errors, and up to $25,076 per worker for knowingly hiring unauthorized workers. A single audit can cost tens of thousands of dollars.
Benefits deadlines are strict
New hires typically have a 30-day window to enroll in health insurance. Missing it means waiting for open enrollment -- which could be months away. A checklist ensures the enrollment forms are completed on time.
Audit-ready from day one
Whether it is a DOL audit, an E-Verify inspection, or an internal compliance review, having every document in order from the start saves time and legal fees. A systematic checklist is the simplest way to stay prepared.
Onboarding 10 people this quarter? Auto-name their files as they come in.
Drop signed I-9s, W-4s, and NDAs into renamed.to. The AI reads each document, extracts the employee name and document type, and organizes everything into per-employee folders -- ready for your HR files.
50 free renames, no credit card required.
Frequently asked questions
Is this checklist specific to my employment type?
Yes. The checklist adapts based on the employment type you select: full-time employee, part-time employee, independent contractor, or intern. Each type has different document requirements -- for example, contractors need a W-9 and Statement of Work instead of a W-4 and offer letter.
Does this cover state-specific requirements?
Yes. The checklist includes state-specific onboarding requirements for California, New York, Texas, Florida, and Illinois. Select your state to see additional documents like wage theft prevention notices, paid family leave forms, and workers' compensation acknowledgments required by that state.
Can I save my progress?
Yes. Your progress saves automatically in your browser using local storage. You can close the tab, come back days later, and pick up exactly where you left off. No account or signup required. Progress is saved separately for each employment type and state combination.
What are the penalties for missing I-9 documents?
I-9 penalties are significant. For first-offense paperwork violations, fines range from $252 to $2,507 per form. For knowingly hiring unauthorized workers, fines start at $627 and go up to $25,076 per worker for repeat offenses. ICE audits can result in substantial fines even for technical errors.
Does this checklist replace HR software?
No. This checklist is a free reference tool to ensure you do not miss any required documents during onboarding. It does not store employee data, generate forms, or integrate with payroll. For a complete HR onboarding system, consider dedicated HRIS software. This tool is ideal as a quick reference alongside your existing processes.
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