How to Prepare for a New Employee's First Day

A successful first day begins before the new employee arrives.

When employment documents, workplace arrangements, responsibilities, and training are prepared in advance, the employee can begin with greater clarity and confidence. Good preparation also helps HR, the manager, and supporting departments complete their responsibilities consistently.

This guide begins after the candidate has been selected and the proposed employment terms have been accepted.

Before the Employee's First Day

These are the preparations that should be completed before the employee arrives.

1. Collect and Verify Contract-Related Information

Before preparing the employment contract, HR should collect and verify the information required for it:

• Full legal name in Khmer and English, where applicable
• Khmer national identity card or passport
• Date of birth, nationality, and current address
• Position, department, reporting manager, and workplace
• Starting date, salary, and applicable benefits
• Working hours or schedule
• Contract type, duration, and probationary conditions, where applicable

The employee's name and identity information should match their official documents. HR should also confirm that the position, salary, and other employment conditions match what management has approved.

Personal information and identification documents should be collected only for legitimate employment purposes and handled confidentially.

2. Prepare, Review, and Sign the Employment Contract

Using the verified information and approved employment conditions, HR should prepare the employment contract covering:

• Position and responsibilities
• Starting date and workplace
• Salary and benefits
• Working arrangements
• Contract type, duration, and probationary conditions
• Other relevant employment terms

The employee should have enough time to read the contract, ask questions, and understand the conditions before signing. Where documents are provided in Khmer and English, the important terms should be consistent and clearly explained.

As a good employment practice, the contract should be signed before the employee's official starting date. Both the employer and employee should retain a copy.

Cambodian employers should ensure that the contract type, terms, and procedures follow current Cambodian labour requirements.

3. Create the Employee Record and Onboarding Checklist

After the contract is signed, HR should open the employee record and prepare an onboarding checklist.

The employee record may include:

• Signed employment contract and approved job description
• Identification and contact information
• Starting date, position, department, and reporting manager
• Salary, payroll, and NSSF-related information
• Qualifications and professional certificates
• Required orientation and training
• Assigned equipment or company assets

Not all information may be available immediately. Any missing information should be clearly identified and followed up.

The onboarding checklist should show each required activity, the responsible person or department, the due date, completion status, outstanding information, and required supporting record.

4. Send the Welcome and Arrival Information

Soon after the contract is signed, HR should send the employee a welcome message containing practical arrival information:

• Confirmed starting date and arrival time
• Workplace location and contact person
• Appropriate workplace attire
• Parking, transportation, or safety information, where relevant
• Documents or information still required
• A short explanation of what to expect on the first day

HR may also request remaining onboarding information, such as an emergency contact, bank or salary-payment information, NSSF membership information, photograph, qualifications, professional certificates, uniform size, or other role-specific information.

The employee should receive these details early enough to prepare. They should not have to wait until the night before starting work to learn where to go or what to bring.

5. Coordinate Internal Preparations

HR should notify everyone responsible for preparing the employee's arrival. Depending on the position, this may include the hiring manager, administration, finance or payroll, IT, security, safety or compliance personnel, and training coordinators.

Responsibilities should be clearly assigned, including:

• Who will welcome the employee and introduce the team
• Whether a workplace buddy will be assigned
• Who will provide orientation and training
• What the employee should learn during the first week
• What initial work will be assigned
• When follow-up discussions will take place

At the same time, the workplace and essential tools should be prepared:

• Desk or workstation
• Computer and accessories
• Company email and communication tools
• Employee identification card, office key, or access card
• Uniform or personal protective equipment
• Tools, machinery, forms, and working documents
• Authorized access to relevant applications and information

Access should match the employee's responsibilities. Confidential information or approval authority should not be provided without proper authorization.

For factory, warehouse, field, or operational positions, the employer should also prepare the required safety equipment and workplace-specific instructions.

6. Prepare the Orientation and Training Plan

HR and the manager should prepare an orientation and training plan based on the employee's position, job description, and required competencies.

If the organization has an established training program, they should identify which activities apply to the employee.

Workplace orientation may cover:

• Company background, activities, vision, mission, and values
• Organizational structure, department, and reporting relationships
• Working hours, break times, and attendance procedures
• Leave, overtime, payroll, and NSSF-related information
• Workplace communication, employee conduct, and confidentiality
• Grievance or support channels

Mandatory training may cover:

• Health, safety, and emergency procedures
• Information confidentiality
• Quality or food-safety requirements, where applicable
• Equipment safety
• Other workplace or regulatory requirements

Role-specific training may cover:

• Job responsibilities and standard working procedures
• Tools, equipment, and departmental workflows
• Approval responsibilities and required records
• Performance expectations

The training plan should identify the topic, trainer, planned date, method, materials, evaluation of understanding or competence, required training record, and follow-up action.

Not every training topic needs to be completed on the first day. Essential orientation should be provided first, while other training can continue during the first week, first month, or probationary period.

7. Finalize the First-Day Schedule

A clear schedule gives the first day structure and ensures that the responsible people are available.

The schedule should be adjusted to the employee's position and workplace. An office employee, factory employee, field employee, and senior manager may require different activities.

The first day should be informative without overwhelming the employee. Allow enough time for questions, introductions, and adjustment to the new environment.

8. Complete the Final Readiness Check

One or two working days before the employee arrives, HR should review the onboarding checklist with the manager and relevant departments.

Confirm that:

• The employment contract has been signed and identity information verified
• The employee record has been opened and outstanding information identified
• The manager is available and the team has been informed
• The workplace, equipment, and authorized access are ready
• The orientation and training plan has been prepared
• Trainers and other responsible persons are available
• The first-day schedule and initial work have been confirmed

Any unresolved issue should have a responsible person and a clear completion date.

After completing the readiness check, HR should send the employee a short reminder confirming the arrival time, workplace location, contact person, and any outstanding documents or important instructions.

This should only be a reminder. The employee should already have received the main arrival information earlier.

On the Employee's First Day

Once the preparation is complete, the first day should focus on welcome, orientation, and a manageable start.

When the preparation has been completed, the first day can focus on welcoming, orientation, and helping the employee understand the new role.

• Welcome the employee upon arrival
• Introduce the manager, team, and workplace buddy
• Verify any outstanding information
• Conduct the workplace orientation
• Explain essential policies and procedures
• Issue prepared equipment and access and record any asset handover
• Explain the employee's responsibilities and immediate priorities
• Begin the planned orientation and training
• Provide a manageable first assignment
• Allow time for questions and conduct an end-of-day check-in

The first day should not be the first time the employee sees the employment contract, learns their salary, or discovers their main working conditions.

Follow Up During the First Week

After the first day, onboarding should continue with follow-up actions and confirmation that the employee is settling in properly.

Onboarding should continue after the employee's first day.

HR and the manager should:

• Complete outstanding employee information
• Complete applicable employment and NSSF-related actions within current official requirements
• Confirm that equipment and access are working
• Continue the planned training and maintain the required records
• Answer the employee's questions
• Review initial assignments and confirm short-term expectations
• Schedule the next follow-up discussion

The manager should also confirm that the employee understands their responsibilities and knows where to request help.

Common Mistakes to Avoid

• Preparing the contract without verified information or waiting until the first day to sign it
• Failing to assign onboarding responsibilities or inform supporting departments
• Leaving the employee without a prepared workplace, equipment, or appropriate access
• Arranging training without a clear plan or overwhelming the employee on the first day
• Failing to track outstanding documents, actions, and follow-up discussions

A Good First Day Starts with Good Preparation

A welcoming first day does not require an elaborate event. What matters most is that the organization is ready, the responsible people understand their roles, and the employee knows what to expect.

With thoughtful preparation and continued support, a new employee can begin the role with confidence and build a positive connection with the workplace from the start.

Note: This article provides general HR guidance. Employment practices should be reviewed against current Cambodian requirements, with professional advice obtained where necessary.