How to Send Pre-Joining Documents

🎯 Objective:

To ensure all required pre-joining documents are shared with selected candidates in a timely and professional manner, enabling smooth onboarding on Day 1.

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👥 Roles & Responsibilities:

Role	Responsibility
HR	Sends all pre-joining documents, tracks submissions, ensures completeness before joining

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🛠️ Tools Required:

• HRMS Software: Petpooja

• Email (for follow-up and confirmation)

• Google Drive (optional backup)

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📅 Step-by-Step Process:

✅ Step 1: Prepare Pre-Joining Package

Create a single email that includes the following:

• ID Proof Form (to be filled by candidate)

• NDA (for signature)

• Company Policy Document

• HRMS Access Instructions (Petpooja) with onboarding steps

Name each file clearly, e.g.:

• FullName_NDA.pdf

• FullName_IDProofForm.docx

• Cashkr_CompanyPolicy_2025.pdf

✅ Step 2: Send Documents via Email

Subject: Pre-Joining Documents – [Candidate Name] – [Role] at Cashkr

Email Body Example:

vbnet

CopyEdit

Hi [Candidate Name], Welcome to Cashkr! Attached are the required documents you’ll need to complete before your joining date. Kindly review, fill/sign, and send them back by [Due Date]. 📌 Documents Required: - Filled ID Proof Form - Signed NDA - Confirmation on reading Company Policy - Your Petpooja HRMS login details will be shared shortly. Let us know if you have any questions. Best, HR Team – Cashkr

✅ Step 3: Track Submission via Email

• Monitor responses and submissions in your HR inbox

• Confirm if:

  • All documents are received

  • NDA is signed

  • Forms are correctly filled

• If anything is missing, send a follow-up reminder

✅ Step 4: Store & Record Completion

• Once all documents are received:

  • Mark the candidate as “Pre-Joining Docs Complete” in internal sheet

  • Upload final versions to Petpooja (if applicable) or Google Drive backup

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✅ Notes:

• Send pre-joining documents at least 5 days before the joining date

• Use email threads for each candidate to keep communications organized

• Ensure Petpooja login is active before Day 1

• Confirm document status again 1 day before joining