Employee onboarding is one of the most important first impressions a company makes. When done well, it helps new hires feel prepared, welcomed, and confident in their new role from day one.
One of the most effective ways to elevate that experience is through employee onboarding kits!

Carefully assembled packages that provide essential tools, identification, and branded materials for new team members.

In this guide, we’ll break down:

• What employee onboarding kits are
• Why they matter for growing companies
• How to decide what needs to be included in an onboarding kit
• How companies can automate onboarding kit fulfillment
• Best practices for scaling onboarding programs

What Are Employee Onboarding Kits?

An employee onboarding kit is a collection of materials provided to new hires as they begin their role with a company.
These kits typically include both functional items (like ID badges or access credentials) and branded materials that introduce employees to the company’s culture (like SWAG, training resources, or business cards)

A well-designed onboarding kit helps new employees:

• Understand company processes
• Access necessary tools
• Feel welcomed to the company
• Start their new role with confidence

For companies that hire frequently or operate across multiple locations, onboarding kits also help create a consistent, professional employee experience.

Why Employee Onboarding Kits Matter 

Companies often focus heavily on recruiting talent but overlook the critical transition between hiring and productivity. Research consistently shows that a structured onboarding program, can significantly improve employee outcomes.

Faster Employee Productivity

Providing employees with the tools they need immediately reduces delays and helps them get up to speed quickly.

Stronger First Impressions

New hires form opinions about their workplace within the first few days. A thoughtful onboarding kit reinforces professionalism, preparation, and a positive work culture.

Increased Employee Retention

Employees who feel supported early in their journey are more likely to stay long term.

Consistent Branding and Culture

Standardized onboarding kits ensure that every employee, regardless of location (in-office or remote), experiences the same brand presentation.

What To Include In An Employee Onboarding Kit?

The exact contents of an onboarding kit depend on the industry and job requirements. However, most companies include a combination of operational tools and branded materials.

Below are some of the most common components:

Employee ID Badges or Tags

ID badges and name tags are essential for many industries including healthcare, corporate offices, retail, and hospitality.
ID Cards help:

• Identify employees
• Provide access control
• Maintain security
• Reinforce company branding

Business Cards

Receiving a professionally branded business card on day one helps make a new role feel official. It gives employees confidence when introducing themselves to customers, partners, and coworkers while reinforcing a polished, consistent company image.

Welcome Letter or Company Guide

A welcome letter introduces employees to the company’s mission, values, and leadership.
Many organizations include a brief onboarding guide covering:

• Company culture and history
• Workplace expectations
• Key resources
• HR or Payroll information

SWAG Materials

Branded items reinforce company identity and help employees feel part of the team.
Common examples include:

• Notebooks
• Hoodies
• Hats
• Tumblers
• Branded folders
• Company apparel

While these items are not always required, they often help create a more memorable onboarding experience. Reach out to your Plastic Printers Experts to talk through your company needs and get custom products recommended specific to your team.

Common Challenges Companies Face With Onboarding Kits

As organizations grow, managing onboarding kits can become more complicated than expected. Some of the most common challenges include:

Manual Ordering Processes

HR teams often place individual orders for badges and materials whenever a new employee is hired. This can quickly become time-consuming and expensive.

Inconsistent Materials

Without centralized management, different departments or locations may order different products, leading to inconsistent branding.

Logistics and Fulfillment

Shipping onboarding kits to employees in different cities—or even different countries—can require significant coordination.

Scaling with Growth

Companies that hire frequently may struggle to keep up with the operational workload required to produce onboarding kits.

How Companies Are Automating Onboarding Kit Programs

To solve these challenges, many organizations are implementing automated onboarding workflows. These programs integrate employee data with production and fulfillment systems, allowing onboarding kits to be generated and shipped automatically.

A typical automated workflow looks like this:

New Hire Information Is Submitted

New hire details like title, phone, or shirt size are submitted directly to Plastic Printers, through a dedicated portal or secure upload.

Data Triggers Production

Plastic Printers on-demand prints and prepares all onboarding materials.

Kits Are Assembled

All products are assembled into kits, accommodating any special requirements.

Kits Are Shipped

Completed onboarding packages are shipped directly to the employee's residence or workplace.

Best Practices For Building An Effective Onboarding Kit Program

Companies looking to create or improve their onboarding kits should consider the following best practices.

Standardize Core Materials

Identify the essential materials that every employee needs and make those items consistent across the organization.
This ensures every new hire receives the same high-quality experience.

Design for Scalability

Even if hiring volume is currently small, onboarding systems should be designed to scale as the company grows.
Automated workflows can help organizations handle higher hiring volumes without increasing administrative work.

Focus on Presentation

Thoughtful packaging and consistent branding help create a professional and welcoming first impression.
Even small details, like coordinated badge accessories or branded materials, can significantly improve the onboarding experience.

Partner with Plastic Printers

Plastic Printers has partnered with businesses for over 30 years to help simplify their operations and support their success. We are a specialized provider who understands production, automation, and fulfillment workflows.
We help design systems that simplify and automate internal processes while ensuring high-quality output.

Automate Your Employee Onboarding Kits

Companies that regularly produce employee badges, onboarding materials, or branded kits often benefit from centralized systems that automate ordering and fulfillment. By building the right infrastructure, organizations can eliminate manual processes while ensuring every new hire receives the tools they need to succeed.

Plastic Printers is the expert in designing scalable solutions for employee badges, onboarding kits, and internal ordering programs

Is your organization exploring ways to simplify onboarding kits or automate production workflows?