Employee Onboarding Process
Remote employee onboarding in Belgium, especially through an Employer of Record (EOR), involves a coordinated and legally compliant series of steps. As Belgium has one of the most regulated labor markets in Europe—with distinct language regions, strict documentation requirements, and collective labor agreements—employers must ensure onboarding processes are well-structured. Partnering with an EOR like Asanify can significantly simplify this process.
A streamlined onboarding experience ensures that new hires feel welcomed, understand their roles, and receive all necessary documentation and training—while ensuring full compliance with Belgian labor laws.
Before the Job Offer Letter
The Client Company is Responsible For:
Before an offer is issued, the employer (or client company) must clearly define the job role and ensure that the description reflects local expectations in Belgium. This includes outlining the responsibilities, required qualifications, and the preferred language (Dutch, French, or English) depending on the region.
Once the job description is finalized, the client undertakes the hiring process—screening, interviewing, and shortlisting candidates. Simultaneously, it’s important to finalize the compensation structure, which typically includes not just the base salary but also Belgium-specific allowances like meal vouchers, eco vouchers, end-of-year bonuses, and statutory vacation pay.
The EOR Partner Plays a Vital Role By:
At this early stage, the EOR ensures that everything the client prepares complies with Belgian labor law. This includes reviewing job offers to ensure they align with local sectoral collective labor agreements (CLAs) and Belgian employment norms. The EOR drafts legally compliant offer letters, manages documentation like identity checks, and performs any necessary background screening.
After the Job Offer Letter
The EOR is Responsible For:
After the candidate accepts the offer, the EOR takes over the legal employer responsibilities. This includes drafting and executing a formal employment contract in the appropriate regional language. The contract must adhere to local requirements, including probation periods, notice periods, work hours, and wage structures.
The EOR registers the employee with Belgium’s National Social Security Office (ONSS), sets up payroll processing, calculates income tax and social contributions, and ensures the employee is enrolled in public health and pension schemes. They also take charge of arranging additional benefits, such as travel reimbursement and insurance.
The Client Company is Responsible For:
At this point, the employer’s role is to begin cultural and operational onboarding. This includes providing detailed SOPs (standard operating procedures), internal documentation, role-specific expectations, and tools that will help the employee hit the ground running. While the EOR handles legal obligations, the client focuses on job-specific orientation.
On Joining Day
The EOR is Responsible For:
On the employee’s first day, the EOR verifies identity and submits necessary notifications to the Belgian authorities confirming the employment start. They also finalize registrations with mandatory social security bodies and ensure the employee’s statutory health and pension contributions are activated.
The EOR may also provide legal handbooks, explain employment conditions, and serve as a local compliance resource for any questions the employee has regarding their contract.
The Client Company is Responsible For:
The employer should warmly welcome the new hire through a structured onboarding meeting, virtual team introduction, or welcome kit. This is when the employer helps the employee understand the company’s culture, values, and operational systems. It’s also the right time to deliver any technical training or walkthroughs of software tools the employee will use.
Post Onboarding
The EOR is Responsible For:
After the initial onboarding is complete, the EOR ensures the employee’s monthly payroll is processed accurately. This includes sending payslips, calculating social contributions, handling tax declarations, and staying updated on changes in local labor laws. The EOR also assists in renewals of fixed-term contracts and manages leave and statutory entitlements.
The Client Company is Responsible For:
The employer should regularly check in with the employee, especially during the first 90 days, to monitor performance, address any concerns, and provide feedback. This phase should also involve scheduling formal performance reviews and ensuring that the employee feels integrated within the team and company culture.
Seamless Onboarding for New Employees in Belgium with Asanify
At Asanify, we help global companies onboard remote employees in Belgium smoothly and legally. With deep expertise in Belgian labor compliance, language support, and HR processes, we ensure every step of the onboarding journey is taken care of—from contract creation to payroll setup and government reporting.
Our platform ensures that employees receive their contracts in the right language, understand their benefits, and have all their employment paperwork in place before day one. Employers, in turn, can focus on team integration, training, and performance management.
A Warm Welcome, the Belgian Way
Belgium’s work culture is known for its strong emphasis on communication and formality. Multilingualism is also key—Dutch, French, and German are all official languages. A successful onboarding process includes not just contractual compliance but also understanding cultural nuances.
Asanify ensures all employment documents are issued in the appropriate language. Our onboarding experts offer multilingual assistance and cultural guidance to help both the employer and employee foster a great working relationship from day one.
Equipment Delivered to Their Doorstep
Remote employees need the right tools to succeed. Asanify partners with logistics providers to ship:
- Laptops, headsets, and monitors
- Ergonomic keyboards and mice
- Pre-installed software, security tools, and VPN configurations
This ensures that employees are productive from their very first day.
FAQs – Remote Employee Onboarding with EOR in Belgium
1. What are the 5 C’s of onboarding?
Compliance, Clarification, Culture, Connection, and Checkback.
2. What are the key components of an effective onboarding process?
A mix of legal compliance, training, engagement, and cultural alignment.
3. How can technology improve the onboarding process in Belgium?
It streamlines document processing, automates contracts, and facilitates communication.
4. What should be included in a pre-onboarding checklist in Belgium?
Contract prep, equipment planning, benefit structuring, and ID verification.
5. What is an employee onboarding checklist in Belgium 2025?
A structured list including job offer, contract, ONSS registration, training, and feedback mechanisms.
6. How does a good employee onboarding process impact retention in Belgium?
It improves engagement and reduces early attrition.
7. What are the key components of employee onboarding with an EOR in Belgium?
Legal compliance, contract delivery, tax setup, social security registration, and orientation.
8. How can remote employee onboarding be effectively managed?
By combining automation with personalized onboarding and proactive communication.
9. What challenges are commonly faced during employee onboarding in Belgium?
Navigating labor laws, regional languages, and CLA-specific benefits.
10. Why is an employee handbook important in the onboarding process?
It clarifies company policies, conduct, entitlements, and cultural expectations.
11. How does onboarding create a sense of belonging in remote teams?
By fostering connections early, creating feedback loops, and providing visibility.
12. What role does onboarding software play in the Belgian EOR process?
It centralizes documents, tracks progress, and ensures compliance.
13. How can companies improve employee satisfaction through onboarding?
By personalizing communication, offering support, and collecting feedback.
14. What onboarding documents are mandatory under Belgian law?
Employment contract, social security registration, and ID verification.
15. How long does the EOR onboarding process take in Belgium?
5 to 10 business days after candidate acceptance.
16. Is digital signing of contracts allowed in Belgium?
Yes, electronic signatures are fully legal and widely used.
17. What labor rights must be communicated during onboarding in Belgium?
Working time rules, wage structure, leave rights, and notice periods.
18. What’s the role of CPAS/OCMW in employment onboarding?
They support disadvantaged or low-income individuals re-entering the workforce.
19. Can probation periods be included in Belgian EOR contracts?
Yes, typically ranging from 2 to 6 months depending on the role.
20. What are the language requirements for onboarding documents?
Documents must be in the employee’s native or regionally appropriate language.
21. How does holiday pay work in Belgium for new hires?
Based on prior year work or calculated pro-rata for first-year employees.
22. Are onboarding practices different across Flanders, Wallonia, and Brussels?
Yes, due to language and regional policy differences.
23. Can onboarding be customized per sector or CLA in Belgium?
Yes, onboarding should reflect sector-specific rules outlined in the CLA.
24. How do public holidays affect onboarding timelines?
They can delay registration and government notifications.
25. What taxes and social security contributions apply from day one?
ONSS contributions, income tax withholding, and insurance enrollment.
26. Can a freelancer be onboarded under an EOR in Belgium?
No, freelancers must be engaged through separate contractor agreements.
27. What health and safety compliance is needed on day one?
Remote workspace risk assessments and distribution of safety policies.
28. Who is responsible for laptop and internet setup – EOR or client?
The client provides the equipment, and the EOR assists with logistics.
29. How to handle multilingual onboarding communication?
Provide materials in the employee’s language and ensure translation support.
30. Can an EOR onboard an employee for a short-term project in Belgium?
Yes, EORs support both fixed and indefinite-term contracts.
31. What privacy compliance (GDPR) must be ensured during onboarding?
Proper consent for data usage and secure storage of employee records.
32. What KPIs should companies track post-onboarding?
Retention at 30/90 days, onboarding satisfaction, time-to-productivity, and peer engagement.
Not to be considered as tax, legal, financial or HR advice. Regulations change over time so please consult a lawyer, accountant or Labour Law expert for specific guidance.