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. Field placeholders are shown as labels — on the site the template is read-only, values are entered inside the system.
NEW HIRE ONBOARDING CHECKLIST
Employee: Employee name Province: Province Start date: Start date
1. TAX WITHHOLDING FORMS 1.1. Federal TD1: Federal TD1 form status. 1.2. Provincial withholding form: Provincial tax withholding form status. ⚠️ Quebec: use form TP-1015.3 (Revenu Québec) instead of a provincial TD1.
2. IDENTITY AND RIGHT TO WORK 2.1. SIN status: Social Insurance Number (SIN) verified, checked on SIN verification date. 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: Employment agreement 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: Employment standards information provided to employee. ⚠️ 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: Basic health & safety awareness training date. 5.2. WHMIS training (if the role involves hazardous products): WHMIS training date (if handling hazardous products).
6. WORKERS' COMPENSATION 6.1. Workers' compensation coverage confirmed
7. ACCESS AND EQUIPMENT 7.1. Access, uniform, and equipment issued
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.
Fields that belong to a switched-off clause are dimmed — they are not asked for.
Provincial TD1 form in most provinces; ⚠️ Quebec uses form TP-1015.3 (Revenu Québec) instead of a provincial TD1
A SIN starting with "9" indicates a temporary resident — verify the work permit and its expiry date
Ontario: a copy of the ESA information sheet must be given to every new employee within 30 days of hire (posting it in the workplace is no longer required)
WSIB (Ontario) / WorkSafeBC / WCB (Alberta) / CNESST (Quebec) — the applicable name depends on the province selected above
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.