How to make an Ideal Joining Kit?

As promised in my earlier post, Effective On-Boarding process-Step by Step approach, here is my post on How to make an Ideal Joining Kit?

Joining kit is a document which should be given to new joiner at the time of joining, to collect various information , both personal and related to statutory compliance.

Some tips to for your Joining Kit to make difference in your induction process:

• Use Joining Kit as document to sell your company to new joiner. Hence design it like that.
• Company do get Joining Kit printed with an attractive cover page where cover page talks about Company culture and what company feels about its employee with company logo on it.
• Ensure quality of paper should be same. Font and other formatting should be identical. 

DOCUMENTS / FORMS FOR IDEAL JOINING KIT

Welcome Note

This is the first page of Joining Kit and used to welcome new employee. Welcome note should be composed of following information.  

• Welcoming new employee
• Write brief about your company and its policies which are employee friendly.
• Write about your website so that new employee can go through it to take more information.
• Write about content of Joining Kit. You can also describe importance and relevance of each document.
• Write about where to send filled Joining Kit along with other documents like educational proof, address proof, experience letter etc. This is for new employees who are joining at locations where HR is not situated.
• Provide official HR email id for future communication.
• Write closing message.

As every company is different hence I am leaving text to written on Welcome note on you although I have provided sample Welcome note along with other sample documents / forms for Joining Kit.  Link provide at the end of the post to download.

Joining Report

This is a document which should be signed by new employee as confirmation that he has joined the company on a particular date and designation. 

Employee Information Form

This is a form which is required to take information which is not available in any other documents submitted by new employee or you want to take all information in one page once again by employee. This information further can be uploaded in your HR software. This form is signed by employee hence becomes authentic document for future references.

You can collect information depending upon your requirement through this form like marital status, family details, blood group, PAN, Driving license number, Passport etc. 

I have clubbed both formats (Joining Report and Employee Information Form) in one in the sample Joining kit provided for download. If you want, you can make two different forms.

I Card Format

This is the format which should be filled by employee attaching one of his photograph and same form can be send to I Card vendor to print I Card of employee. You can mention information you need to print Identity Card. Please do mention that employee should fill it in capital letter and neatly otherwise vendor can also make mistakes in spelling.

PF Form 11- PF Declaration Form

This form is used to get declaration from employee about his previous PF Account so that you can take decision on new employee PF deduction and his eligibility. Many times employer forgets to sign and stamp the form. So you should ensure that you sign and stamp each Form 11 once it is submitted by employee.

PF Form 2- Nomination Form

This form is used to get nomination from employee. Employee can nominate its family member to claim PF in case of employee death.

ESI Form 1-  (ESI Declaration and Nomination Form)

This form is only for employee who falls under ESI eligibility i.e. whose gross is less than or equal to Rs 15,000/-. Employee should fill the information and attach a full postcard size photograph and submit the same to employer.

Gratuity Nomination Form

This form is used to get nomination from employee for Gratuity Fund. Employee is eligible for gratuity only after completion of 5 years of continuous service or death  / disablement. You can refer to my post 13 Facts one should know about Gratuity Act in India to know more about Gratuity act and other useful information.

Confidentiality Agreement/ IPR Agreement

Confidentiality agreement is an agreement between employee and employer where employee agree to not share business, process, client and other important information outside company. IPR (Intellectual Property Right) agreement is required, where company is engaged in Research & Development work and want to ensure that its employees who are engaged in these activity should not disclose about research work outside.

I have provided two formats in Joining Kit. One format has both the agreements (Confidentiality and IPR) in one document where in second agreement which is NDA (Non Disclosure Agreement) is only about confidentiality agreement.

Any other Agreement

There are occasions when company want new employee to sign some other agreement other than confidentiality and IPR, in that case, you can also keep such agreement as part of Joining Kit so that new employee can read and sign at the time of joining the company itself. For example, company wants that no employee should join competition for next 3 years after leaving the company etc.

Self Declaration Form

This form is used to get acknowledgement from employee that he has understood company policies etc. and will abide by the same during his employment with company. You can add as many as acknowledgement in the form. For example, you can include acknowledgement of understanding Confidentiality agreement, IPR Agreement and any other important policy. This declaration will help in future, in case employee at any point of time, refuse to understand HR policies etc.

Form 12 B

This form is used to get declaration from new employee about his income from previous employer and various tax rebate he got in current financial year. This is used by department which is taking care of income tax. That department needs to know previous income etc so that they can evaluate new employee tax liability for rest of month in that financial year.

Investment Declaration Form

This form is used to get tentative tax declaration from new employee. New Employee need to mention about his tax planning so that based on this, department responsible for income tax, can calculate new employee tax liability and start deducting the same. 

Bank Account Opening Form

You should also place bank account opening form. Ask your Bank Relationship Manager to provide you Bank Opening Forms in advance so that you can place them in joining kit.

Check List about documents to be submitted by employee for Personnel file

You can also place a checklist for new employee so that he does not miss to submit relevant documents for personnel file. These documents are Address proof, ID Proof, Age proof, education proof, relieving and experience certificate from last company, photograph and acceptance of appointment letter.

Joining or Induction Feedback Form

This form ensures that new employee has gone through each and every stage of induction successfully. Let employee submit this form within 07 days of his joining so that he go through each and every stage of induction as there could be some activities which will be done after first day.

Following can be component of Induction Feedback Form:

• Feedback on Basis Induction Steps
• Feedback on induction about Organization
• Feedback on induction about HR Policies and procedures
• Feedback on required infra / asset received
• Feedback on understanding of project by reporting manager and meeting other team members
• Suggestions from new employee to bring improvement in induction process 

Click here to download sample forms for Joining Kit

I will be happy if you can add few more documents which are required to make Joining Kit ideal.

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