How to Collect Onboarding Feedback | Tips & Sample Forms

The entire work journey begins with employee onboarding.  How new hires perceive their role, team, and business culture is influenced by their experiences over the first 30, 60 and 90 days of employment. While many organizations invest heavily in training materials orientation programs and mentoring sessions they often overlook one crucial element: onboarding feedback collection.

Without feedback, businesses have no way to measure whether their onboarding efforts are effective, engaging or aligned with employee expectations. This is where structured employee onboarding feedback becomes invaluable. It enables managers and HR teams to get candid feedback, spot problems and keep improving the onboarding procedure.

Imagine a new hire starting at a fast-growing e-commerce company. The employee receives a detailed training manual but struggles with system access and team communication. Unless the company has a system for collecting feedback during onboarding, these issues go unnoticed, leading to frustration and possible turnover. On the other hand, with well-designed onboarding feedback surveys, HR can quickly spot bottlenecks fix gaps and improve future onboarding cycles.

Employees who have a bad onboarding experience are twice as likely to hunt for another job within the first year so the stakes are high. That’s why onboarding feedback collection is not just a nice-to-have but a strategic tool for building a strong workforce foundation.

This article explores the importance of onboarding feedback for employee experience, methods for how to collect onboarding feedback from new employees, practical tips on survey design, and real-world examples of onboarding feedback forms and surveys. By this point, you will know the "why" and the "how" of creating a feedback system that improves productivity, engagement and retention.

 The Importance of Onboarding Feedback Collection

When organizations prioritize onboarding feedback collection, they gain powerful insights that directly impact both employee performance and organizational success. Unlike tenured employees who have already adapted to the company culture and processes, new hires bring a fresh perspective. They notice inefficiencies, unclear communication, or gaps in training that may otherwise remain invisible. Capturing those first impressions is invaluable for continuous improvement.

Why Onboarding Feedback Matters

1. Employee Retention and Loyalty: Employees who feel their voices are heard during the onboarding phase are significantly more likely to stay with the organization. Research shows that turnover is often highest within the first 90 days, but timely employee onboarding feedback can help identify pain points before they escalate. For example, if new hires consistently mention that job expectations differ from what was advertised, HR can recalibrate role descriptions or clarify responsibilities early on.

2. Accelerated Productivity: One of the top goals of onboarding is to get employees up to speed quickly. By actively collecting feedback during onboarding, companies uncover whether training materials are effective, whether mentors are supportive, or if software and tools are intuitive. A clear onboarding evaluation form can reveal bottlenecks like poor system access or unclear reporting structures that slow down productivity.

3. Stronger Employee Experience: Modern employees care deeply about how they are treated from day one. Asking for onboarding feedback surveys signals respect and inclusion. It demonstrates that leadership values their perspective, which builds trust and enhances the employer brand. This experience can even ripple outward, influencing how employees speak about the company to peers, on social platforms, or during referrals.

4. Culture of Continuous Improvement: Regular onboarding feedback collection creates a feedback loop that helps HR refine processes over time. Each new hire’s experience becomes a learning opportunity. Instead of onboarding being a static process, it evolves dynamically ensuring that each wave of employees experiences a smoother journey than the last.

Real-World Examples of Impact

Example 1: Healthcare Company

A large hospital noticed high early turnover among nurses. By introducing a 60-day onboarding evaluation form, HR uncovered that nurses needed more shadowing time with experienced staff to build confidence in patient care. After adjusting the program, the hospital reduced first-year attrition by 25%, saving both recruitment costs and improving patient outcomes.

Example 2: Global IT Firm

A multinational tech company implemented 30-60-90 day surveys and discovered an interesting pattern: while new hires praised technical training, many struggled with internal communication platforms. Based on this employee onboarding feedback, the company introduced mandatory tool training and peer support sessions. As a result, new hire satisfaction scores increased by 30% and onboarding feedback collection.

Example 3: Retail Chain

A retail company with seasonal staff used onboarding feedback surveys to evaluate their short-term workforce experience. Employees consistently mentioned that the scheduling app was confusing and training for point-of-sale systems was too short. With that insight, the company redesigned its training modules and provided quick reference guides. Seasonal staff productivity went up by 20%, and customer satisfaction scores rose during peak shopping periods.

The Link Between Feedback and Employee Experience

These examples highlight the importance of onboarding feedback for employee experience. Without structured mechanisms to listen, organizations risk missing opportunities to address challenges before they snowball. Moreover, onboarding impressions often shape how employees perceive the company for years to come.

When businesses use examples of onboarding feedback forms and surveys effectively, they can measure whether employees feel welcomed, supported and aligned with company goals. Such initiatives don’t just improve onboarding they directly influence retention, engagement and long-term loyalty.

 Best Practices for Onboarding Feedback Surveys

Designing effective onboarding feedback surveys is both an art and a science. Poorly structured surveys can frustrate employees, reduce response rates, and leave HR teams with data that is difficult to interpret. On the other hand, well-crafted surveys provide valuable insights that directly improve the employee onboarding process, enhance retention, and strengthen engagement from the very first days.

Following onboarding survey best practices ensures that organizations collect useful, actionable data rather than just numbers.

Timing of Surveys

The timing of onboarding feedback surveys plays a critical role in the quality of responses. New hires go through different emotional and professional stages during their first months, and asking questions at the right time can reveal unique insights.

- First Week (Day 7): This is the perfect stage to capture first impressions. Questions can focus on the quality of welcome sessions, clarity of job expectations, and whether employees received the right resources. At this stage, responses often highlight whether the initial orientation was engaging and helpful.

- First Month (Day 30): By now, employees have had a chance to work with their teams and use company systems. This survey should measure how well they are adjusting, whether training was relevant, and how smoothly they are integrating. Questions can uncover challenges such as unclear responsibilities or gaps in role-specific training.

- First Quarter (Day 90): At this point, employees have formed a stronger understanding of the company culture and workflow. Surveys should explore long-term engagement, satisfaction, and alignment with company values. Insights collected here are valuable for refining not just onboarding but also ongoing employee development programs.

This phased approach ensures that companies capture feedback at critical touchpoints, making data more meaningful.

Types of Questions

Effective onboarding surveys use a mix of question types to balance quantitative data with qualitative insights.

- Closed-Ended (Quantitative): Likert scale or multiple-choice questions allow easy measurement and comparison across employees. For example, asking “On a scale of 1–5, how clear were your role responsibilities after your first week?” helps HR teams identify patterns.

- Open-Ended (Qualitative): These allow employees to freely express their thoughts. Open responses often highlight specific issues, such as unclear instructions, poor system access, or challenges with communication. For example, “What additional support would have made your onboarding easier?” gives employees the chance to suggest actionable improvements.

Examples of best questions to ask in an onboarding feedback survey include:

- Did you feel welcomed by your manager and team?

- How effective were the training sessions in preparing you for your role?

- Were company systems and tools easy to access and use?

- What challenges did you face in your first weeks?

- What improvements would you suggest for the onboarding process?

When combined, these question types provide a complete picture: measurable trends plus context-rich insights.

Design Tips for Higher Engagement

Even the most carefully planned questions can fail if the survey design is not user-friendly. Here are proven onboarding survey best practices for design:

- Keep surveys short: Limit them to 10–15 questions to avoid survey fatigue. New hires are often overwhelmed, so shorter surveys encourage completion.

- Use simple, jargon-free language: Employees from different backgrounds may not understand technical HR terms, so clarity is crucial.

- Ensure anonymity: Anonymous responses encourage employees to be more honest, especially about sensitive topics like management support or company culture.

- Offer digital access: Make surveys mobile-friendly and accessible from multiple devices. Convenience increases participation rates.

- Provide immediate confirmation: A thank-you message after completion reassures employees that their feedback is valued.

By applying these principles, organizations increase completion rates and gather more accurate data.

Real-World Example: SaaS Company

One SaaS provider discovered that its survey participation rate was below 40%. After analyzing the issue, they redesigned the survey with mobile-friendly formatting, cut down completion time to under 7 minutes, and added a progress bar so employees knew how many questions remained.

The result? Participation jumped to over 80%. HR received more detailed insights about system access challenges, and IT quickly improved login processes for new hires. This change not only boosted new hire satisfaction but also reduced time-to-productivity.

Advanced Strategies

Beyond the basics, companies can adopt advanced methods to enhance onboarding surveys:

- Pulse Surveys: Short, frequent check-ins (just 2–3 questions) that keep communication open throughout onboarding.

- Role-Specific Questions: Tailoring surveys for sales, engineering, or customer support teams ensures relevance.

- AI-Powered Analysis: Tools that analyze open-ended responses using sentiment analysis help HR identify hidden patterns in feedback.

- Benchmarking: Comparing results against industry averages can show how the company performs relative to competitors.

These strategies help HR go beyond data collection and move toward continuous improvement in onboarding.

 Step-by-Step Guide on How to Collect Onboarding Feedback from New Employees

A structured, intentional process is key to making onboarding feedback collection effective. Many organizations send out a quick survey and stop there. However, true impact comes from building a repeatable system that not only gathers insights but also analyzes and applies them to improve future onboarding cycles. Below is a comprehensive framework:

Step 1: Create an Effective Onboarding Evaluation Form

A well-designed onboarding evaluation form is the backbone of any feedback process.

1. Include a balance of question types:

- Multiple-choice & rating scales (for quantifiable data).

- Open-text questions (for deeper insights and stories).

2. Cover key themes: role clarity, training effectiveness, cultural alignment, managerial support, and access to resources.

3. Use clear, simple language: Avoid jargon that new employees may not understand.

Pro Tip: Benchmark your form against examples of onboarding feedback forms and surveys from other organizations. Many HR associations share templates you can adapt.

Common Mistake to Avoid: Making the survey too long. New hires already feel overloaded 15 targeted questions are better than 50 generic ones.

Step 2: Introduce Multiple Feedback Channels

Not all employees are comfortable with written surveys. That’s why companies should diversify collecting feedback during onboarding.

- Automated Surveys (30-60-90 Days): These capture structured, time-based insights.

- 1-on-1 Manager Check-ins: Allow managers to ask direct new hire feedback questions such as “What part of onboarding has been most challenging for you so far?”

- Group Feedback Sessions: Encourage peer discussions to surface common issues.

- Anonymous Options: Use digital platforms to let employees speak freely without fear of judgment.

Example (Tech Startup): A small SaaS firm realized that employees were more candid in anonymous pulse surveys than in manager check-ins. By offering both, HR captured both personal context and honest group-level insights.

Common Mistake to Avoid: Relying on one channel only. Surveys alone may miss emotional nuances that show up in conversations.

Step 3: Analyze and Interpret the Data

Collecting responses is only half the job, insights come from careful analysis.

- Identify recurring themes: Look for repeated mentions of unclear training, lack of resources, or culture misalignment.

- Segment by groups: Compare answers from different departments, job levels, or even office locations.

- Leverage HR analytics tools: Platforms like BambooHR, Qualtrics or Workday can visualize survey results for easier interpretation.

Example (Global Manufacturer): After analyzing onboarding data, a manufacturer found that factory employees rated safety training low, while office staff rated cultural alignment low. This segmentation helped HR tailor improvements by role.

Common Mistake to Avoid: Focusing only on averages. Outlier comments often reveal critical issues that can’t be ignored.

Step 4: Act on the Insights

The most important part of onboarding feedback collection is showing employees that their input leads to action.

- Prioritize Top Issues: Not every suggestion can be implemented. Focus on changes with the biggest impact.

- Communicate Back: Share updates like, “Based on your feedback, we’ve added a mentorship program.”

- Assign Accountability: Ensure HR, managers, or executives are responsible for implementing improvements.

- Close the Loop: At the 90-day mark, show new hires how their feedback has already shaped changes.

Example (Retail Chain): After quarterly surveys revealed that training sessions were overwhelming, the company introduced micro-learning modules. New hires reported 20% higher knowledge retention.

Example (Finance Firm): By using examples of onboarding feedback forms and surveys from peers, the firm created a customized survey. They learned that new hires lacked clarity on career growth. HR introduced structured career path discussions, which reduced early attrition by 18%.

Common Mistake to Avoid: Collecting data but doing nothing with it. This damages trust employees feel ignored if no action follows.

Bonus Step: Continuous Improvement Cycle

Treat onboarding feedback collection as an ongoing process, not a one-time event.

- Gather data.

- Analyze and apply insights.

- Update onboarding programs.

- Repeat with each new cohort.

Over time, this creates a culture where employees expect their voices to shape workplace practices.

 Examples & Templates for Onboarding Feedback Collection

Creating practical tools is the best way to put onboarding feedback collection into action. Every organization has unique needs, but starting with structured templates can make the process easier. Below are multiple styles of examples of onboarding feedback forms and surveys that can be adapted depending on your industry, size, and resources.

Sample Short Onboarding Evaluation Form (Quick Pulse Check)

This form is best for companies that want rapid, frequent check-ins without overwhelming employees.

- Rate your onboarding experience so far (1–5).

- Was your role explained clearly?

- Did you receive the necessary tools/resources on time?

- Has your manager or mentor been supportive?

- One thing we could do better is?

Use Case: A call center used this 5-question survey every Friday during an employee’s first month. The quick check-ins helped HR spot IT access delays early and resolve them before they affected morale.

Sample Detailed Onboarding Feedback Survey (30-60-90 Day Structure)

A more comprehensive survey often works best when spread out across time frames.

Day 30 – Orientation and Training

- Was the company introduction clear and engaging?

- Were HR policies and benefits explained effectively?

- Did the training match your role’s responsibilities?

- Do you feel confident using the company’s systems and tools?

Day 60 – Team Integration and Role Clarity

- Did you feel welcomed by your colleagues and team leader?

- How would you rate collaboration and communication so far?

- Do you feel your role responsibilities are well-defined?

- Have you received enough feedback to improve your performance?

Day 90 – Long-Term Satisfaction and Growth

- How would you rate your overall onboarding journey (1–10)?

- Do you feel aligned with the company culture and values?

- What support would help you succeed long term?

- Would you recommend this company to a friend looking for work?

Use Case: A tech company used this staged approach. By separating surveys across 30, 60, and 90 days, they discovered different challenges at each stage—technical training at 30 days, role clarity at 60, and growth opportunities at 90. This phased model gave them a full view of the employee experience.

 Pulse-Style Survey Template (1-Minute Feedback)

Sometimes employees are too busy to fill long forms. A pulse-check method works well here.

- On a scale of 1–10, how supported do you feel this week?

- What was the most helpful part of onboarding this week?

- What was the most confusing part of onboarding this week?

Use Case: A hospitality chain introduced weekly pulse surveys via mobile app. They found that front-line staff often struggled with scheduling systems. Acting quickly, they added a 20-minute tutorial that solved the issue across all locations.

Industry-Specific Adaptations

Different industries require different examples of onboarding feedback forms and surveys.

- Education Sector: New teachers can be asked if they understand school policies, classroom tools, and curriculum expectations.

- Healthcare: Nurses and medical staff should be asked about training on patient systems, compliance, and mentorship availability.

- Hospitality: Hotel staff can be surveyed about role clarity, team support, and confidence in handling customer service scenarios.

Tips for Customizing Your Onboarding Evaluation Form

- Keep it aligned with goals: If your onboarding focuses on culture, ask about team integration. If it’s about technical training, include skills-based questions.

- Balance length with value: Longer surveys should be spread out; shorter ones can be more frequent.

- Make it anonymous (when appropriate): New hires may hesitate to share honest concerns if they fear judgment.

- Mix formats: Use both digital forms and informal check-ins. Some insights only come up in conversations.

Why Examples Matter

These templates are not one-size-fits-all; rather, they are blueprints. A startup might rely on a simple 5-question form, while a global enterprise may use the 30-60-90 day model combined with digital dashboards. What matters most is that surveys remain clear, simple, and actionable. By adapting from proven examples of onboarding feedback forms and surveys, organizations save time and ensure they’re gathering insights that actually drive improvement.

 Conclusion: Turning Onboarding Feedback Collection into Continuous Growth

Onboarding feedback collection isn’t just about measuring satisfaction it’s about creating a cycle of listening, adapting and improving. By investing in structured employee onboarding feedback, organizations strengthen retention, improve productivity and build a positive work culture from day one.

When companies adopt onboarding survey best practices ask the best questions to ask in an onboarding feedback survey, and analyze results with care, they uncover opportunities for growth that benefit both employees and the business.

Whether through a simple onboarding evaluation form or more detailed digital surveys, the process demonstrates respect for employee voices. This transparency fosters trust and strengthens engagement.

The importance of onboarding feedback for employee experience cannot be overstated: it transforms onboarding from a one-time event into an evolving, employee-centric program. With continuous onboarding feedback collection, companies future-proof their workforce by making every hire’s journey smoother, clearer and more empowering.

Read More: Onboarding for Remote Teams: Process & Best Practices