Well, now that you have completed your first step of hiring in India, it’s time to begin the onboarding process. And you know what that means? A whole lot of paperwork piling up. Standout employers, however, go the extra mile by not only handling documentation but also helping new hires acclimate to their work environment—introducing them to team members, setting up feedback loops, and ensuring a smooth transition.
A well-planned onboarding can leave a lasting impression and significantly boost retention. This is where an employee onboarding checklist becomes essential, helping you keep track of everything—from paperwork and tax enrollment to training, mentorship, and role-specific planning. With the support of Employer of Record Services in India, businesses can streamline this entire process, ensuring compliance while delivering a seamless onboarding experience for their new employees.
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Table of content
- Employee Onboarding Process
- Before the Job Offer Letter
- After the Job Offer Letter
- On Joining Day
- Post Onboarding
- Seamless Onboarding for New Employees in India with Asanify
- FAQs
Employee Onboarding Process
From the moment an EOR agreement has been signed to the integration of new hires into their roles and beyond, a systematic process is followed to ensure that the employees are onboarded. With EOR employee onboarding you can ensure that each employee is integrated into the organization in compliance with local and international labor laws, and the onboarding process is tailored to the specific requirements according to the region they belong to. Not to mention, it also helps streamline the hiring process, thereby providing a seamless hiring experience. Let’s take a deeper look into how this works and why the onboarding checklist in India could be made easy through an EOR.
Hire in India Without a Legal Entity
Onboard your first employee in just 48 hours — no company setup required.
Before the Job Offer Letter
The remote hiring preparations start with the company conducting a search, interviewing potential candidates, and also collecting relevant information about the same. This stage is very important for properly identifying the right talent. The organization is also responsible for determining the salary and benefits package for the selected candidates and communicating the job details clearly.
The Client Company is Responsible For:
The client company will be mainly responsible for the following duties:
- Conducting a proper search and recruitment process.
- Reviewing the resumes, assessing the candidate’s skills, and conducting interviews.
- Collection of essential information regarding the selected candidate
- Determining an appropriate salary and benefits based on the candidate selected
- Clearly communicating regarding the responsibility, job descriptions, and expectations.
Suggested Read: Employer of Record Services India- The Ultimate Guide
The EOR Partner Plays a Vital Role By:
There are two ways in which the EOR partner tends to play a very important role and these can be provided as follows:
Reviewing the candidate's eligibility to work in India
This involves assessing the candidate's legal right to work in India. This includes verifying their nationality, visa status (if applicable), and any relevant work permits. It ensures the candidate can legally be employed in the country, preventing potential legal and compliance issues for the company.
Guiding the client company regarding the location-specific requirements
This entails providing the client with in-depth information about the specific labor laws and regulations applicable to the candidate's location within India. This includes guidance on:
- Minimum wage: Ensuring the company complies with the minimum wage laws applicable to the candidate's role and location.
- Statutory benefits: Advising on mandatory employee benefits such as provident fund (PF), Employees' State Insurance (ESI), and paid time off.
- Leave policies: Guiding the company on the legal requirements for various types of leave, such as sick leave, maternity/paternity leave, and casual leave, ensuring compliance with Indian labor laws.
After the Job Offer Letter
Once the job offer has been made, the Employer of record or EOR steps in to handle most of the critical tasks that need to be done. The EOR also conducts background checks on the candidate while also drafting a compliant employment contract. They also tend to collect necessary documents such as tax forms and ID proofs. Meanwhile, the company also keeps the new hire engaged by sending welcome emails and sharing information regarding the company. Additionally, the company prepares the necessary systems access, equipment, and comprehensive onboarding plan.
The EOR is Responsible For:
- Conduction of a thorough background verification of the new hire, which also includes employment history verification, criminal record checks, and reference checks
- This also ensures compliance with local laws and verifies the reliability of the candidate
- Collecting necessary documents such as educational certificates, identity proofs, and tax forms
- Drafting a compliant employment contract that adheres to Indian labor laws including details such as termination policies, probationary periods, benefits, and working hours.
The Client Company is Responsible For:
- Keeping the new hire completely engaged and excited regarding the joining of organization
- Regular communication such as sending out welcome emails along with providing company information
- This also helps build up a rapport with the employee
- Preparation for the new hire’s arrival by providing access to the system, setting up of important equipment, and creating a detailed onboarding plan
- Assigning a mentor or buddy who can help the new hire navigate through the company culture and processes is also an important step.
Suggested Read: EOR India- A Detailed Guide on Employer of Record 2024
On Joining Day
The EOR tends to send out a welcome email to the new employee and they tend to ensure that all employment documents are properly signed and filed. The EOR also tends to set up a payroll account and provide a walkthrough regarding all the HR systems. The organization also tends to conduct a welcome session to explain its culture and policies. They also provide the necessary equipment, assign a mentor, and handle the IT setup.
The EOR is Responsible For:
- Compliance Checks: Ensuring all necessary employment documents, such as contracts, tax forms, and NDAs, are signed and filed to ensure compliance with local regulations.
- Payroll Setup: Setting up payroll accounts, including tax preferences and mandatory benefits, to ensure compliance with local laws and regulations.
- System Walkthrough: Providing a walkthrough of payroll and HR systems, explaining how to access pay slips, update personal information, and manage benefits.
- Banking Support: Assisting with setting up a bank account for salary deposits.
The Client Company is Responsible For:
- Onboarding Welcome Session: Conducting a virtual welcome session to introduce the new hire to the team and company policies.
- Policy Explanation: Explaining leave policies, workplace code of conduct, and other relevant procedures to help the employee understand the company's expectations and culture.
- Equipment and Training: Providing necessary equipment, software, and IT training, as well as setting up communication channels and introducing the new hire to relevant teams and stakeholders.
- Buddy/Mentor Program: Assigning a buddy or mentor to help the new hire navigate the company culture and processes.
Post Onboarding
Once the initial onboarding is over the EOR helps by explaining the details of the first paycheck and any deductions to the employee. They will also manage all the ongoing HR operations, compliance matters, and payroll. The company on the other hand will focus on the employee’s job responsibilities, and performance and hence provide regular feedback, ongoing support, and check-ins.
The EOR is Responsible For:
- Explanation of the first paycheck to the employee which also includes a breakdown of salary components, deductions and contributions, payment schedule, and net pay.
- Managing of HR operations such as compliance and payroll processing, benefits administrations, and leave and attendance management.
- Providing ongoing guidance and support on HR related matters ensuring the employee’s queries and concerns are addressed immediately.
The Client Company is Responsible For:
- Focusing on the employee’s day-to-day activities and core job responsibilities such as:
- Offering regular feedback and guidance such that the employee can grow and succeed in their role
- Assignment of new projects and tasks.
- Providing necessary support and resources.
- Monitoring of performance and progress
- Conducting regular one-on-one meetings and regular check-ins to ensure that there is proper employee well-being and job satisfaction and to address any challenges or concerns
- Fostering an inclusive and positive work environment that drives employee engagement and retention
Seamless Onboarding for New Employees in India with Asanify
Asanify is surely the go-to employer of record solution that could simplify the onboarding process for remote employees in India. With Asanify you can also provide your employees with a process that ensures smooth hiring in India and, a delightful onboarding experience that will help them settle in fast. Here are a few of the ways Asanify tends to stand out from the rest of the EOR crowd.
A Warm Welcome, the Indian Way
Asanify is run by Indians and is a platform that is specially run for Indians. Hence we understand the important aspects of Indian culture and know exactly how to make your employees feel valued and welcomed right from day one. From personalized welcome kits to virtual chai sessions with the team, we ensure that we go above and beyond to create an inclusive, warm onboarding experience that sets the tone for a great working relationship.
Equipment Delivered to Their Doorstep
You need not worry about any sort of customs hassle or shipping delays. Asanify is here to take care of procuring, preparing, and delivering laptops and any other equipment directly to your new hire’s doorstep no matter where they are in India. We also handle everything from retrieval to data wiping so you can focus on getting your new member to adjust to the new environment.
Why should you settle for a cumbersome, stressful process when you could give your new hires a world-class welcome that sets them up for success? Especially Asanify onboarding remote employees in India is not just easy but is also an absolute delight.
How Asanify Can Help in Remote Employees Onboarding with EOR in India
Onboarding remote employees in India can feel overwhelming due to compliance requirements, documentation, and cultural integration. Employer of Record (EOR) services in India make this process smooth, compliant, and employee-friendly.
- Faster Onboarding – Asanify enables you to onboard remote employees in India within 48 hours, without setting up a local entity.
- Compliance First – Handles all legal paperwork, tax enrollment, and statutory registrations to ensure 100% compliance.
- Seamless Payroll Setup – Employees are quickly added to payroll with accurate TDS, PF, and other statutory deductions managed automatically.
- Employee Benefits – Provides access to health insurance, retirement plans, and local allowances, making employees feel valued.
- Digital Onboarding Experience – Documentation, contracts, and induction processes are managed online for remote accessibility.
- HR & Cultural Integration – Assists in setting up orientation, team introductions, and feedback loops to help remote employees feel connected.
- Cost-Effective Scaling – Flexible and transparent pricing, ideal for startups, SMEs, and enterprises hiring remotely in India.
With Asanify’s EOR in India, global businesses can onboard remote employees efficiently, ensure compliance, and create a positive first impression that drives retention.
FAQs
Effective employee onboarding hinges on the 5 C's: compliance, clarification, culture, connections, and checking back. These core elements are essential for a successful and seamless integration of new hires into the organization.
Successful employee onboarding requires a multi-faceted approach, including administrative tasks, workspace preparation, role clarity, cultural immersion, feedback mechanisms, and department-specific considerations like legal compliance. This ensures a comprehensive and personalized onboarding experience.
Onboarding software streamlines the new hire experience by automating administrative tasks, facilitating communication, and providing a centralized repository for vital information and resources. This results in a more engaging and efficient onboarding process for both new hires and the organization.
The 2024 Indian employee onboarding checklist typically includes pre-boarding paperwork, IT setup, an orientation schedule, mentor assignment, and access to the employee handbook to facilitate a seamless onboarding experience for new hires.
A robust employee onboarding process plays a crucial role in employee retention by cultivating a strong sense of belonging, enhancing job satisfaction, and minimizing turnover. By effectively welcoming and preparing new hires, organizations can significantly improve employee engagement and retention.
Effective employee onboarding encompasses a multifaceted approach, including completing essential paperwork, granting access to necessary tools and systems, facilitating team introductions, and clearly outlining role expectations. This comprehensive process ensures a smooth and successful integration of new hires into the company.
Effective remote employee onboarding relies on leveraging onboarding software, ensuring timely access to essential tools, and maintaining consistent check-ins. These strategies foster a sense of connection and support for remote new hires, enhancing their overall sense of belonging within the organization.
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.
