Onboard a new hire in their first week — without forgetting anything
For shops where the same paperwork gets re-emailed every time someone starts, because nobody owns the process. One clean packet, a Day-1 checklist, and a Week-1 plan you can hand to your office manager.
What's inside
- Federal forms ready to print: current IRS Form W-4 (Employee's Withholding Certificate) and USCIS Form I-9 (Employment Eligibility Verification) with Section 1 / Section 2 instructions
- Direct Deposit Authorization form with voided-check upload field and routing/account validation notes
- Washington State new-hire reporting reminder and where to file (DSHS) within 20 days of hire
- Policy acknowledgements: Handbook receipt, Drug & Alcohol policy, Social Media & Confidentiality, Vehicle Use, Mobile Device / Personal Tool use
- Day-1 Checklist: parking spot, gate code, shop key, uniform sizing, PPE issued, truck assignment, intro meetings, first-day lunch plan
- Week-1 Checklist: training milestones, ride-alongs, first 1:1 with manager, first paystub walkthrough, benefits enrollment deadlines
- Role-Specific Welcome doc structure (technician, installer, CSR, dispatcher, office admin) with editable scope and KPIs
- Emergency Contact + Beneficiary form and signed receipt log so HR can prove everything was delivered
- Editable in Microsoft Word and Google Docs; printable PDFs included for the binder version
- Bilingual EN + ES editions for every form your team-member will sign
Who this is for
- Trades, HVAC, plumbing, electrical, and landscaping shops hiring 1-3 people per month who keep losing track of who got what form
- Owners and spouses doing HR with sticky notes, a shared Gmail folder, and a prayer the W-4 was actually filed
- GMs trying to standardize onboarding across 2+ locations so every new hire gets the same Day-1 experience
- Bilingual workplaces where the field crew prefers Spanish but the office runs in English — and the paperwork has to match
- Shops with high turnover that need a repeatable packet so the third hire this quarter doesn't take longer than the first
- Operators who just got burned by an audit, an unemployment claim, or a missed I-9 deadline and want it locked down
Day-1 checklist preview
Before lunch: I-9 Section 2 verified with original IDs, W-4 signed, direct deposit submitted, handbook acknowledgement on file, parking spot assigned, uniform sized, PPE issued, gate code given, truck or workstation walked, and first-day lunch covered. After lunch: shadow assignment, intro to dispatch, end-of-day check-in scheduled with the manager — initialed and dated by the new hire and the person onboarding them.
FAQ
Are the W-4 and I-9 the current IRS and USCIS versions?+
Yes. The pack ships with the current 2025 IRS Form W-4 and the current USCIS Form I-9 (the version that took effect after the August 2023 update). We do not modify the federal forms — we include the official PDFs and a one-page operator cheat sheet on how to complete Section 2 of the I-9 correctly.
Will this work outside Washington State?+
The federal forms (W-4, I-9, direct deposit, federal policy acknowledgements) work in all 50 states. The new-hire reporting page is written for Washington (DSHS, 20-day window). If you operate in Oregon, Idaho, or California, you will need to swap that one page for your state's reporting requirements — we flag exactly where to update it.
Can my office staff fill these out without training?+
Yes. Every form has a one-page operator note that says what to fill, what the new hire fills, what to file, and how long to keep it. The Day-1 checklist is built so your office manager can hand it to a new hire and walk them through it without you in the room.
What format do I get?+
Microsoft Word (.docx) and Google Docs editable masters for everything you customize, plus print-ready PDFs of the federal forms. You get instant download access after checkout — no waiting on email.
Do you update the pack when the IRS or USCIS changes a form?+
Yes. When the IRS releases a new W-4 or USCIS releases a new I-9 (typically annual or every few years), we refresh the pack and email all past buyers a free updated download. Federal-form refreshes are included for the life of the product.
Often bought together
Employee Handbook
The handbook your new hire signs an acknowledgement for in this pack. Customizable for service businesses, bilingual.
See detailsSafety Manual
OSHA-aligned safety manual for trades, construction, and auto shops. Pairs with the PPE and vehicle-use sections of Day-1.
See detailsService Agreement
Editable, industry-agnostic service agreement for client engagements. Round out the operator paperwork in one go.
See detailsStop forgetting onboarding paperwork
Pricing is being finalized — get on the list and we'll let you know the moment it launches. Every new hire gets the same Day-1, the same Week-1, and the same signed acknowledgements — in English or Spanish.
These are templates — not legal, tax, or HR advice. Federal forms (W-4, I-9) are reproduced from the IRS and USCIS unmodified. Review state-specific requirements with a licensed professional before use.