This policy procedure sets out how employees are recruited, checked and inducted, what happens in their first week, and how leavers are handled once they hand in notice.

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This policy template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:

• Policy number and title
• Information-classification
• Version
• Page number / total pages

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Further Reading

Further guidance on recruitment and selection:

• Recruitment and Selection
• Leavers and Offboarding
• Right to Work Checks
• Managing Staff and Workers knowledge base

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Employee Recruitment, Onboarding and Leaving Policy Procedure Template

The Employee Recruitment, Onboarding and Leaving Policy Procedure is a Word template that sets out how a business recruits, inducts and parts company with employees. It covers advertising and application packs, short-listing and interviews, reference checks, steps before day one, day one induction, first week activities, handling leavers, and guidance on right to work checks.

It is written to be applied consistently to all employees across the business. Title, File Location, Issue No, Issue Date, Controlled By and Approved By fields, an Amendment Record and a Business Use classification in the footer support document control.

What the Policy Covers

• Amendment record, summary, scope and applicability - the purpose of the policy, its scope of all recruitment, onboarding and leaving activities, and who it applies to
• Advertising and application - clear role descriptions in adverts, the same application pack for every applicant, reasonable adjustments and the minimum each applicant receives and submits
• Short-listing, interviews and checks - considering applicants on their qualifications, face to face interviews against set criteria, photo ID and right to work at interview, and references
• Before day one and day one - contracts and right to work checks before the start date, then an induction with a premises tour, health and safety, IT security and starter forms
• Week one - guidance on the job role, setting expectations and performance measures, a workplace mentor and recording equipment issued since induction
• Employee leavers - reviewing why employees leave, confirming the last working day and payments due, and a leaving form checklist for returned equipment
• Guidance on right to work checks - checking identity and the legal right to work against original documents, keeping a copy securely and following current government guidance

Built for Fair and Consistent Hiring

• The same application pack for every applicant, with reasonable adjustments made where reasonably practicable
• Candidates assessed against the same set criteria and similar questions at a face to face interview
• Proof of identity and right to work checked at interview, with documents copied before day one
• A day one induction logged on the staff induction record, with starter forms for personal details and medical questions
• A leaving checklist so leavers exit securely and return all equipment issued to them

Who Needs an Employee Recruitment, Onboarding and Leaving Policy Procedure?

Any business that employs staff and wants recruitment, induction and leaving handled the same way every time. It is used by the managers who hire and by whoever handles HR administration.

How the Policy Fits Together

Inductions are logged on the F-Q4 Staff Induction Record, and new starters complete the F-HR1 Employee Personal Details Form, the F-HR8 Medical Questionnaire Form and the F-HR3 Opt Out 48 Hour Week Form. The policy also names a staff leaving form, an employee equipment issue form and a worker read and understood form.

Using the Policy

Edit the arrangements to match your own, such as where you advertise, how interviews are run, what the induction includes and who mentors new starters. Name the person responsible in the Controlled By field, give it top level approval and brief every manager involved in hiring.

Related Documents

The P-60 Recruitment and Selection Policy is the policy statement on recruitment and selection that sits alongside this procedure.