1. Purpose
The purpose of this SOP is to define a clear and consistent handoff process between the Talent Acquisition (TA) team and the HR Operations team once a candidate accepts an employment offer.
This ensures:
- A smooth transition from recruitment to onboarding.
- Zero information gaps between TA and HR Ops.
- Candidate experience remains professional and aligned with EVP pillars (Growth, Impact, Culture, Rewards, Balance).
- All pre-joining compliance, documentation, and onboarding preparation are completed on time.
Outcome Expected:
- TA completes the recruitment cycle with proper closure.
- HR receives complete, accurate candidate records to begin onboarding.
- No duplication of effort, missed data, or delays in employee readiness.
2. Scope
This SOP applies to all hires across full-time, part-time, contractual, and internship positions once the candidate has formally accepted an employment offer.
It covers the following areas:
- Candidate Record Transfer – ensuring TA hands over complete and verified candidate details, including offer letter, compensation, and negotiation records.
- Pre-Onboarding Compliance – transferring responsibility for background checks, statutory forms, and identity verification to HR Ops.
- Onboarding Preparation – HR initiating Day 1 readiness (IT setup, workspace allocation, induction planning) based on TA handoff.
Exclusions:
- Vendor/third-party contractor onboarding (handled under Vendor & Contractor Policy).
- Leadership-level hires where onboarding is led directly by the CEO/CHRO.
Outcome Expected:
- Clear boundaries of where TA’s responsibility ends and HR Ops begins.
- A standardized transition that prevents errors or delays before Day 1.
3. Roles & Responsibilities
| Role | Responsibilities During Handoff |
| Talent Acquisition (TA) Team | – Close recruitment cycle once candidate accepts the offer.- Ensure all candidate data (application, resume, offer letter, negotiation records, approvals) is complete and uploaded to ATS/HRIS.- Verify candidate acceptance in writing (signed offer or email confirmation).- Share candidate joining date and special conditions (relocation, notice period buyout, etc.) with HR Ops.- Conduct a structured handoff meeting/checklist submission to HR Ops. |
| HR Operations (HR Ops) Team | – Receive candidate file and validate completeness of records.- Initiate background checks, reference checks, and statutory compliance forms.- Trigger onboarding workflows (IT setup, payroll initiation, induction planning).- Act as the candidate’s point of contact for all pre-joining queries.- Maintain documentation in employee master file. |
| Hiring Manager | – Provide department-level onboarding inputs (team introduction, project allocation).- Confirm role responsibilities and first 90-day plan to HR Ops. |
| Finance Team | – Validate payroll setup and ensure approved compensation is configured.- Confirm budget alignment from offer to salary execution. |
| Candidate | – Submit required documents (ID, education certificates, tax forms, bank details).- Confirm joining date and respond promptly to HR Ops queries. |
Outcome Expected:
Every stakeholder knows exactly what to complete during the transition, so the candidate is fully prepared for Day 1 without delays or gaps.
4. Handoff Workflow
The handoff process ensures that Talent Acquisition (TA) completes the recruitment cycle and HR Operations (HR Ops) begins the onboarding process without overlap or missed steps.
4.1 Workflow Steps
| Step | Action | Owner | Reference Document |
| 1 | Confirm candidate acceptance (signed offer letter or formal email). | TA | Offer Approval & Negotiation SOP (Stage 3) |
| 2 | Compile candidate file (resume, application, offer letter, negotiation records, exception approvals). | TA | ATS/HRIS |
| 3 | Submit Candidate Handoff Checklist to HR Ops. | TA | Handoff Checklist Template |
| 4 | HR Ops validates completeness of the handoff package. | HR Ops | HRIS verification |
| 5 | Initiate background checks and statutory form collection (PF, ID proof, tax forms, etc.). | HR Ops | Compliance Policy (Stage 5) |
| 6 | Trigger onboarding preparation (IT setup, workspace, induction plan, payroll entry). | HR Ops | Onboarding SOP (Stage 4) |
| 7 | Share joining confirmation with Hiring Manager and Finance. | HR Ops | Internal HRIS notification |
| 8 | Candidate receives pre-joining communication from HR Ops. | HR Ops | Candidate Welcome Pack |
4.2 Timelines
- Handoff must be completed within 2 business days of candidate acceptance.
- HR Ops must initiate pre-joining formalities within 3 business days of receiving the handoff.
4.3 Escalation Path
- If TA fails to complete handoff within the timeline → escalate to TA Lead.
- If HR Ops identifies missing documents → return to TA within 1 business day.
- Persistent delays are escalated to CHRO.
Outcome Expected:
A structured, time-bound transition from TA to HR Ops that guarantees candidate readiness for onboarding without last-minute issues.
5. Documentation & Record-Keeping
Proper documentation during the TA → HR handoff ensures that all candidate information is accurate, complete, and securely transferred for onboarding.
5.1 Mandatory Documents in Handoff Package
| Document | Prepared By | Verified By | Storage Location | Retention Period |
| Candidate Resume & Application | TA | HR Ops | ATS/HRIS | 3 years (if not hired) / Duration of employment + 3 years |
| Signed Offer Letter / Acceptance Email | TA | HR Ops | HRIS + Employee Master File | Duration of employment + 7 years |
| Compensation Approval Notes | TA + Finance | HR Ops | HRIS | 7 years |
| Negotiation Records | TA | HR Ops | ATS/HRIS | 3 years |
| Background Check Initiation Form | HR Ops | HR Ops | HRIS | 7 years |
| Candidate Handoff Checklist | TA | HR Ops | HRIS | 7 years |
| Pre-Onboarding Compliance Forms (ID, Tax, Bank, PF, etc.) | Candidate | HR Ops | HRIS + Payroll System | Statutory requirement (country-specific) |
5.2 Confidentiality & Access
- Only HR Ops, TA Lead, Finance, and CHRO may access handoff documents.
- Hiring Managers may view candidate start dates and offer details but not negotiation records.
- All records must comply with GDPR and local employment data privacy laws.
5.3 Audit & Monitoring
- Quarterly HR audit will verify completeness of handoff checklists.
- Missing or inconsistent documentation must be rectified within 5 business days of discovery.
- Audit results are reported in the HR Compliance Dashboard.
6. Compliance & Governance
The TA → HR handoff process must operate within the boundaries of legal requirements, organizational policies, and ethical standards to ensure fairness, transparency, and risk mitigation.
6.1 Legal & Regulatory Compliance
- All candidate data must comply with local labor laws, GDPR, and data privacy regulations.
- Statutory documentation (e.g., tax forms, PF/ESI in India, superannuation in Australia) must be collected and stored before the joining date.
- Background verification must meet industry and client contractual requirements, especially for IT services and SaaS roles.
6.2 Internal Policy Alignment
- Handoff must align with:
- Talent Acquisition Policy (Stage 3) for recruitment compliance.
- Compensation & Benefits Policy (Stage 1) for salary consistency.
- Offer Approval & Negotiation SOP (Stage 3) for validated offers.
- Any exceptions must be documented and approved by the CHRO.
6.3 Ethical Standards
- Equal treatment must be ensured for all candidates regardless of role, background, or location.
- Information must be shared accurately and without bias, avoiding subjective remarks in handoff notes.
- EVP pillars (Growth, Impact, Culture, Rewards, Balance) must guide pre-onboarding communication and processes.
6.4 Monitoring & Accountability
- HR Ops is accountable for compliance verification after handoff.
- TA Lead is accountable for ensuring that no incomplete or unverified records are handed over.
- The CHRO reviews escalations and ensures corrective action in case of repeated process breaches.
7. Review & Updates
This SOP must be periodically reviewed to ensure it stays relevant, compliant, and effective as recruitment and onboarding practices evolve.
7.1 Review Frequency
- Formal review to be conducted annually by HR Ops in coordination with TA.
- Interim reviews may be triggered if there are changes in compliance requirements, HRIS/ATS systems, or organizational policies.
7.2 Review Ownership
- Primary Owner: HR Operations Lead
- Supporting Reviewers: TA Lead, Finance Representative, CHRO
- Final Approval: CHRO / CEO (for major process changes)
7.3 Update Triggers
- Changes in labor law or data privacy regulations.
- Implementation of new HR technology systems.
- Feedback from audits indicates recurring gaps in handoff documentation.
- Candidate or manager feedback highlighting onboarding readiness issues.
7.4 Communication of Updates
- All updates must be documented in the HRIS and communicated via HR team circulars.
- Updated SOP version to be uploaded to the Memorres Information Center (MIC) for universal access.
- Training or refresher sessions must be conducted if process changes affect TA or HR Ops workflows.