How to Onboard a New Employee in Nigeria: A Step-by-Step Checklist

The first few days of a new employee's experience set the tone for everything that follows. A disorganised onboarding — delayed equipment, missing paperwork, nobody expecting them on their first day — signals to the new hire that the company is not prepared for them. It increases early attrition and reduces the speed at which the person becomes productive.

Good onboarding is also a compliance issue in Nigeria. There are statutory requirements that must be met within specific timeframes: employment contracts, pension enrolment, NHF registration. Missing these creates both regulatory exposure and employee relations problems down the line.

This checklist covers everything you need to do before, during, and after a new employee starts.

Before the Start Date (1 to 2 Weeks Before)

Paperwork and Documents to Prepare

• Employment contract drafted, reviewed, and ready for signing on day one
  • Must include: job title, salary structure, start date, probation period, notice period, leave entitlement, termination grounds
• Offer letter signed and countersigned (if not already done at offer stage)
• Non-disclosure agreement or confidentiality clause prepared (if not in the main contract)
• IT and systems access requested from the technology team or provider
• Company email address created before start date
• Employee handbook or policy documents prepared to share on day one

Information to Collect From the New Employee

Before the start date, send a new hire form or email requesting:

• Full legal name (as on national ID or international passport)
• Date of birth
• National Identification Number (NIN)
• Bank account details for salary payment
• Tax Identification Number (TIN) — or instruction to obtain one
• Pension Fund Administrator (PFA) name and Retirement Savings Account (RSA) number — or instructions to open an RSA if they do not have one
• Emergency contact details
• Academic and professional certificates (if not already verified during hiring)
• Previous employment reference contact (if required)

Operational Setup

• Workstation or remote access setup organised
• Any necessary equipment ordered (laptop, phone, access card)
• First-day itinerary prepared
• Line manager notified of start date and asked to prepare a first-week plan
• Team notified of the new hire's arrival

Day One

Administrative

• Welcome and tour of the workplace (physical or virtual)
• Employment contract signed by both parties — give the employee their copy
• Employee handbook reviewed and acknowledged
• Any additional policies requiring sign-off completed (IT policy, code of conduct, expense policy)
• Bank account details confirmed for first salary payment

Systems and Access

• Company email and communication tools (Slack, Teams, etc.) activated and introduced
• Access to necessary software systems set up
• Any physical access (building pass, keys) provided

Introductions

• Introduction to direct team
• Introduction to key cross-functional contacts
• Introduction to line manager and explanation of how the working relationship will be managed

Week One

Statutory Compliance (Must Be Done Within the First Month)

• Pension enrolment: If the employee already has an RSA, obtain their PFA details and add them to your remittance schedule. If they do not have an RSA, provide guidance on opening one and set a deadline for receiving the details. New employees must be enrolled promptly; failure to remit pension from the first salary month is a compliance gap.

• NHF registration: If the employee is not already registered with the NHF, complete FMBN Form 1 to register them and obtain their NHF number. NHF deductions should begin from the first month of salary.

• PAYE setup: Confirm or obtain the employee's TIN. Add them to your payroll for PAYE calculation and remittance from the first full month.

Onboarding to Role

• Probation plan documented and shared with employee — what are they expected to achieve in the first 30, 60, and 90 days?
• First 1:1 meeting with line manager scheduled
• Key projects or priorities for first month explained
• Training or role-specific orientation scheduled

First Month

30-Day Check-In

• Formal 30-day check-in between employee and line manager
• Feedback collected from the employee on their onboarding experience
• Any equipment or access gaps identified and resolved
• First payslip reviewed with employee to confirm deductions are correct

Compliance Verification

• First pension remittance processed for this employee
• NHF deduction included in first payroll run
• PAYE calculated correctly and included in first month's remittance
• All employment documents filed in the employee's personnel record

Probation Period

Mid-Probation Review

• Formal review between employee and line manager at halfway point of probation period
• Performance against probation targets discussed
• Any concerns raised and documented in writing
• Additional support or training organised if needed

End of Probation

• Formal confirmation of probation outcome in writing:
  • Probation passed: letter confirming permanent employment
  • Probation extended: letter explaining reasons, new end date, and criteria
  • Employment not continued: letter with notice period as per contract
• File confirmation letter in personnel record

Common Onboarding Mistakes Nigerian Employers Make

Delaying the employment contract. Some employers give verbal confirmations and defer the written contract. Under the Labour Act, the written statement must be provided within three months. But waiting three months is bad practice — disputes about terms agreed verbally before the contract is signed are difficult to resolve.

Not explaining deductions. Many employees, especially those in their first professional role, are confused when they receive their first net pay and it is significantly lower than their gross salary. Taking ten minutes to explain PAYE, pension, and NHF on or before the first payday prevents frustration and builds trust.

Incomplete pension setup. Employees who start work without a completed pension enrolment create a compliance gap. The first month's contribution cannot be retroactively processed in the same way — missed months require specific arrangements with the PFA.

No first-week plan. A new employee with nothing structured to do in their first week develops a poor impression of the company's organisation and their own value to it. A simple day-by-day plan for the first week makes a significant difference to early engagement.

Summary

Good onboarding is two things at once: a compliance obligation and a retention tool.

The compliance elements — contract signing, pension enrolment, NHF registration, PAYE setup — have specific deadlines and penalties for non-compliance. The experience elements — structured first week, clear expectations, proper introductions — have a direct effect on whether the person you hired is still with you in six months.

Both are worth doing properly.

BetternshipHR's Employee Hub manages onboarding documents, pension enrolment, and compliance tracking for every new hire. Start free at employer.betternship.com.