Employee Onboarding and Exit Checklist for Nepal

The first week and the last week of employment shape how people remember your company. A joiner who waits two days for a desk or a leaver who cannot get an experience letter will talk about it for years. Two simple checklists, one for onboarding and one for exit, fix most of this. Below are practical versions for a Nepali workplace that you can copy into a document or into HR software.

Before the first day

• Offer letter accepted and signed, with joining date in BS and AD
• Appointment letter prepared with designation, salary structure, probation, notice period and working hours
• Required documents requested: citizenship copy, certificates, photographs, PAN, bank details
• Employee code allocated
• Desk, computer, email account and any system access prepared
• Manager informed and a first-week plan agreed

Sending the document list a week early saves the first morning for people, not paperwork.

Day one

1. Welcome by the manager and a short introduction to the team
2. Collect and verify original documents, scan them and return the originals
3. Sign the appointment letter and acknowledge the staff handbook
4. Explain working hours, attendance method, leave process and salary date
5. Issue assets: laptop, phone, uniform, ID card, keys, with a signed list
6. Add the employee to the attendance system and, where relevant, payroll

First 90 days

Schedule three check-ins: end of week one, end of month one and a probation review shortly before it ends. Write down expectations at the start so the review is about facts. Record the outcome and issue a confirmation letter, an extension or a notice, according to your policy and contract. A reminder one month before probation ends stops the common situation where nobody decides and the employee simply carries on.

During employment: keep the file current

Update the profile whenever something changes: address, bank account, designation, salary after an increment, new qualification, training completed. Do not wait for the annual review. Old information is the root cause of many payroll and communication problems, such as salary sent to a closed bank account.

Exit checklist

Step	Who	Record
Resignation or termination letter received or issued	HR	Letter and date
Notice period confirmed per contract	HR and manager	Last working date
Handover of work and files	Manager	Handover note
Return of laptop, phone, ID, keys, uniform	Admin	Signed asset list
Access to email, systems and bank approvals removed	IT	Dated removal log
Leave balance and advances reconciled	HR and accounts	Settlement sheet
Final settlement paid	Accounts	Voucher and employee signature
Experience letter issued	HR	Copy kept in file
Exit interview	HR	Notes, kept confidential

The contents of final settlement, notice periods and any gratuity or leave encashment depend on the law and the contract. Confirm them with your lawyer or labour office, and let the checklist record that they were followed.

Do not forget the system side

When a person leaves, mark them as inactive in HR, remove them from the next payroll run and from the attendance device. Remove their access to company email, shared drives, social media pages and bank or tax portals. Many companies find months later that a former employee can still log in. Keep the profile and documents, since you will need them for references and records.

Using software for both lists

In HR management software, a checklist can be assigned automatically when a profile is created or when an exit date is entered. Each task has an owner and a due date, and the profile shows progress. Letters pull data from the record so an experience letter takes seconds. The hiring side links naturally to a recruitment tool if you hire in volume; for the manpower sector see our manpower agency software.

Small touches that help

Assign a buddy to every joiner, a colleague who answers small questions such as where to eat or how to request leave. Prepare a one-page guide with phone numbers, the office address, the holiday calendar and the person to contact for salary queries. Take a photograph for the ID card on day one. For leavers, thank them in writing, return their personal items and keep the relationship courteous. Former staff become referrals, clients and sometimes returning employees.

Measuring whether it works

Track three simple numbers each quarter: the days from offer to a fully set up joiner, the share of new profiles with every mandatory document, and the number of exits completed with every clearance step signed. If any of these is poor, your checklist needs an owner or a reminder. These measures come naturally from software reports but can be tracked on paper as well.

Onboarding for branch and remote staff

Not every joiner walks into head office. A new person in a branch outside the valley may receive documents by courier or scan, and may not meet HR for weeks. Send the document list and handbook by email or WhatsApp before the joining date, ask for a signed copy of the appointment letter to be returned, and arrange a video call on day one. Record the date each step was completed so that the profile shows a clear timeline whatever the location.

Next step

Copy the two lists above into your own document, adjust them to your policy and use them for the next joiner and the next leaver. If you would like them built into a system with reminders and templates, message WhatsApp +977 9846280400 and we will demonstrate it with your own steps.

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