New Starter Contract Checklist for Restaurants, Pubs and Cafes

In a busy hospitality environment, onboarding is often squeezed into the gap between a new staff member walking through the door and the first service of the day. Important paperwork gets deferred, inductions are verbal rather than documented, and compliance gaps accumulate. This checklist is designed to close those gaps with a simple, repeatable process for every new hire.

Before day one

Right to work check. This must happen before the first shift. Ask the prospective employee to bring their documents, check them in your presence, take a clear copy, and record the date of the check. For non-UK nationals, use the Home Office online checking service. Keep the copy securely. If you cannot complete the check before day one, the employee cannot start. See the full guide on right to work checks for hospitality staff.

Written statement of employment particulars. Prepare the written statement in advance and have it ready to give on or before the first day. It must reflect the actual type of engagement: full-time, part-time, zero-hours, or fixed-term. It must include the current April 2026 day-one rights for SSP, paternity leave and parental leave. Do not use a template last reviewed before April 2026 without checking it first.

Payroll setup. Collect the employee's National Insurance number, bank details, and P45 or starter declaration before or on day one. Confirm the pay date and method.

Emergency contact details. Collect at least one emergency contact. In a hospitality setting where equipment and alcohol are present, having this information from day one matters.

Role-specific certification check. For roles that require a specific qualification or registration, verify this before the employee starts. Examples include a personal licence holder for a venue that requires one, allergen training certification where it is required by your procedures, and food hygiene certification where applicable.

Day one

Issue the written statement. Hand over or email the written statement on or before the start of the first shift. Get a signed acknowledgement or email confirmation. Keep a copy with the date of issue on the employee's file.

Fire safety induction. Every new starter must be told the location of fire exits, the assembly point, and what to do in the event of a fire alarm, before they begin working. This is a legal requirement under the Regulatory Reform (Fire Safety) Order 2005. It takes five minutes. Document that it was done, noting the date and the name of the person who carried it out.

Health and safety induction. New starters must be informed of the health and safety risks relevant to their role and the controls in place. In a kitchen, this includes the handling of hot equipment, the use of sharp implements, the storage and labelling of allergens, and manual handling. In front of house, it includes carrying procedures, the safe handling of glassware, and the fire evacuation procedure. Document this induction.

Food hygiene briefing. Every member of staff who handles food must understand the basic food hygiene rules applicable to your operation: handwashing requirements, temperature control, cross-contamination prevention, and allergen handling. If you require formal Level 2 food hygiene certification, verify its currency or arrange for the employee to complete it within the required timeframe.

Allergen awareness. Regardless of role, every member of staff who has any contact with customers or food should understand your allergen procedures. Who handles allergy queries, where allergen information is held, and what to do if a customer declares an allergy. Document that this briefing was given.

Uniform and equipment issue. If you provide uniform, issue it and record what was given and when. If you issue keys, key cards, or access codes, record the issue.

First week

Confirm right to work document copies are on file. Check that the copy taken at the right to work check is stored correctly and labelled with the date of the check.

Confirm signed written statement is on file. If you gave the written statement on day one and have not yet received a signed acknowledgement, follow up within the first week.

Probation period confirmation. Confirm in writing that the employee has started their probation period, its length, and any review arrangements. If the written statement already covers this, a separate note is not required, but it is good practice to have a dated record on the file.

First-week check-in. A brief conversation at the end of the first week to check the employee is settling in, answer questions, and address anything that has arisen. Not legally required, but it reduces early attrition and establishes a pattern of communication.

Ongoing

Right to work re-checks. If the initial right to work was confirmed on a time-limited List B document or through a Pre-Settled Status confirmation, diarise the expiry date and carry out a repeat check before it expires.

Contract review when the law changes. When legislation changes in a way that affects your standard terms, review and update your template. Set a reminder to check your standard employment contract against current law at least once a year, typically each April when National Minimum Wage rates and statutory pay rates are updated.

Probation review. Conduct the probation review on time and document the outcome in writing, whether the employee passes probation, whether it is extended, or whether employment ends. A missed probation review is a missed opportunity and creates a factual gap if the employment is later disputed.

Related guides

• →Employment contracts and written particulars for hospitality employers: the complete guide
• →Written statement of employment particulars: what must be included
• →Right to work checks for hospitality staff
• →April 2026 day-one rights: what changed in your contracts
• →Hiring staff in 2026: what employers must know