Free Checklist
Tradie Hiring Checklist
Everything you need to do before, during and after hiring a new employee or subcontractor for your trade business. Covers compliance, paperwork, onboarding and setup.
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Part 1: Before You Hire
Decisions and preparation before advertising the role
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Business readiness
You have consistent enough work to keep someone busy at least 3 to 4 days per week
Your charge-out rate is high enough to cover an additional wage plus on-costs
You have enough cash flow to cover payroll during slower periods
You have decided whether you need an employee or a subcontractor and understand the legal difference
Not sure if your business is ready to hire? The Tradie Business Health Assessment reviews your systems, cash flow and business readiness across 10 areas before you commit to taking someone on.
Role clarity
Written position description covering responsibilities, expected hours and required qualifications
Salary or day rate range determined before advertising
Applicable award or enterprise agreement identified (check Fair Work Australia)
Start date and probation period decided
Systems and tools
Job management software set up to add a new user or team member
Payroll software configured and ready (Xero Payroll, MYOB or KeyPay)
Part 2: Advertising and Selection
Finding and choosing the right person
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Job ad posted with clear description of role, trade, location, hours and pay range
Licence and qualification requirements stated clearly in the ad
Shortlisted candidates contacted promptly — top candidates are often off the market within days
Interviews conducted with consistent questions for all candidates
Trade licences and qualifications sighted and verified
References checked with at least two previous employers or clients
Right to work in Australia confirmed (visa or citizenship)
Verbal offer made and accepted before sending written contract
Part 3: Legal and Compliance Documents
Required paperwork before the first day
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For employees
Written employment contract signed by both parties before start date
Tax File Number Declaration form completed and submitted to ATO
Superannuation Standard Choice Form completed — employee nominates their fund
Fair Work Information Statement provided to new employee
Casual Employment Information Statement provided if engaging a casual
Workers compensation insurance updated to include new employee
For subcontractors
Written subcontractor agreement signed covering scope, rates and payment terms
ABN verified as active on the ABN Lookup website
Public liability insurance certificate of currency obtained
Trade licence verified and copy obtained
Both employees and subcontractors
Emergency contact details obtained
Bank account details obtained for payment
Keep copies of all signed documents in a secure location. Retain for a minimum of 7 years.
Part 4: Safety and Compliance
WHS requirements before they start work
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Site induction process completed before first job
WHS obligations explained — hazard reporting, incident reporting process and emergency procedures
PPE requirements confirmed and equipment provided where applicable
Any required tickets, white cards or safety certifications sighted and copied
SWMS or safe work procedures for relevant tasks reviewed
Any plant, equipment or vehicle they will operate — licence and competency confirmed
Drug and alcohol policy explained if applicable
First aid arrangements explained and first aid kit location confirmed
Part 5: First Week Setup
Getting them set up and productive quickly
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Systems access
Job management software account created and login provided
Email or communication tools set up
Company phone or work mobile organised if applicable
Vehicle, fuel card or tool access arranged
Expectations and processes
How to complete a job end-to-end in your system demonstrated in person
Quoting and invoicing process explained
Photo and documentation requirements on site explained
How to handle client complaints or difficult situations explained
Check-ins
End of day check-in scheduled for the first week
Probation review meeting scheduled (typically at 1 month and 3 months)
Part 6: Ongoing Compliance
Documents and renewals to track over time
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Trade licence expiry date noted and renewal reminder set
Insurance renewal dates noted (for subcontractors — request updated certificate annually)
Any required safety tickets or certifications — expiry dates noted
Superannuation payments being made quarterly (employees)
Payroll records kept and accessible for ATO audits
Annual performance review scheduled
TPAR lodged annually if paying contractors $10,000 or more per year
TPAR (Taxable Payments Annual Report) is required for most trade businesses that pay contractors. Penalties apply if not lodged. Check the ATO website for current requirements.
Is your business ready to grow?
The Tradie Business Health Assessment reviews your systems, team readiness and business processes across 10 areas. Know where the gaps are before you hire.
Take the free assessment