The end of the year is always a whirlwind for HR professionals. Between holiday parties, year-end deadlines, and preparing for the new year, it’s easy to let critical tasks slip through the cracks. A thorough year-end review sets the foundation for a smoother, more compliant, and more strategic new year.

Whether you’re wrapping up benefits enrollment or gearing up for performance reviews, this HR checklist will help you tackle everything that needs attention before December 31st and position your team for success in 2026.

Year-End HR Checklist: End 2025 Strong

Compliance and Documentation HR Checklist

Compliance issues don’t take a holiday break. Here’s what needs attention before December 31st:

  • Review all I-9 forms for accuracy and completeness, especially for remote employees
  • Audit payroll records to ensure employee information is current (addresses, tax withholdings, direct deposit details)
  • Verify all federal and state labor law posters are current and properly displayed
  • Check for new posting requirements if you’ve expanded to new states or changed headcount
  • Prepare year-end tax reporting documents (W-2s, 1099s)
  • Gather information and verify SSNs for all tax forms
  • Coordinate with your payroll provider or accountant on tax reporting deadlines

Benefits Reconciliation HR Checklistimage

Open enrollment might be behind you, but December is when you tie up loose ends:

  • Review all benefits elections and confirm proper processing with carriers
  • Double-check that new hires are enrolled in benefits
  • Verify all life change events have been documented and processed
  • Confirm anyone who missed open enrollment has been handled appropriately
  • Reconcile benefits invoices against actual enrollment numbers
  • Identify and correct billing errors for terminated employees
  • Prepare benefits communication materials for January questions about new coverage, deductibles, and FSA/HSA accounts

Performance Reviews and Compensation HR Checklist

Year-end reviews need to happen before everyone heads out for the holidays:

  • Schedule all year-end performance review meetings now
  • Open the review cycle in your performance management system
  • Send deadline reminders to managers
  • Finalize compensation decisions for raises and bonuses
  • Prepare offer letters or adjustment notices for compensation changes
  • Ensure all performance documentation is complete and filed
  • Review and approve manager-submitted performance evaluations

PTO and Time-Off HR Checklist

Paid time off policies require immediate attention, especially with year-end deadlines:

  • Send communication to employees about current PTO balances
  • Clarify use-it-or-lose-it policies and carryover limits
  • Remind employees of deadlines to use accrued time
  • Review and approve time-off requests for the holiday period
  • Confirm adequate coverage during holiday closures
  • Update tracking systems to reflect accurate PTO balances for January 1st
  • Process any PTO payout requirements for employees who hit carryover caps

Employee Relations and Recognition HR Checklist

Close out 2025 with clean employee relations files and positive recognition:

  • Review any open disciplinary matters or investigations
  • Resolve issues that can be closed before year-end
  • Fill documentation gaps in employee files
  • Update personnel files with performance reviews and status changes
  • Plan employee recognition activities for year-end contributions
  • Organize formal awards, thank-you notes, or team acknowledgments
  • Schedule year-end celebrations or team gatherings

Systems and Data Management HR Checklistimage

Clean, accurate data sets you up for a smooth 2026:

  • Back up all HR files and systems
  • Verify cloud backups are functioning properly
  • Review user access to HRIS, payroll, and other HR systems
  • Remove access for terminated employees
  • Add new team members who need system access
  • Run data accuracy reports to identify errors or missing information
  • Archive 2025 records according to retention policies
  • Prepare systems for new year rollover

New Year HR Checklist: Start 2026 Right

Strategic Planning HR Checklist

Start the year with clear direction and measurable goals:

  • Draft HR goals and initiatives for 2026
  • Create action plans with specific timelines and success metrics
  • Identify key focus areas (retention, culture, benefits, technology, etc.)
  • Review HR budget for 2026 and identify investment priorities
  • Prepare business cases for additional budget or headcount requests
  • Schedule quarterly check-ins to review progress on annual goals
  • In addition, align HR initiatives with overall business objectives
  • Present strategic HR plan to leadership

Workforce Analysis and Planning HR Checklist

Use Q1 to understand your 2025 data and plan for 2026 needs:

  • Analyze 2025 turnover data by department, manager, tenure, and demographics
  • Identify patterns in employee departures
  • Review recruiting metrics (time-to-fill, source effectiveness, cost-per-hire)
  • Evaluate which recruiting sources brought the best candidates
  • Identify recruiting challenges and bottlenecks
  • Update succession plans for key roles
  • Map organizational bench strength
  • Identify high-potential employees for development
  • Forecast hiring needs for 2026
  • Create recruitment timeline and strategy

Goal Setting and Performance Management HR Checklist

Set clear expectations and align individual goals with business objectives:

  • Work with department heads to cascade business goals to teams
  • Ensure managers conduct goal-setting conversations with employees in January
  • Align individual goals with departmental and company objectives
  • Set up check-in schedules for ongoing performance conversations
  • Communicate any changes to performance management processes
  • Provide training on new performance systems or approaches
  • Roll out continuous feedback tools or platforms
  • Create performance management timeline for the year

Benefits Communication HR Checklist

Employees start using their new benefits in January and will have questions:

  • Create FAQ documents for new coverage, deductibles, and account details
  • Host benefits information sessions or office hours
  • Send targeted communications based on benefits selections
  • Provide resources on how to use HSA/FSA accounts
  • Share provider directories and telehealth options
  • Evaluate benefits strategy based on open enrollment feedback
  • Identify gaps in coverage or employee needs
  • Begin planning for any mid-year benefit additions or changes
  • Schedule benefits vendor meetings to review performance

Policy Updates and Handbook Review HR Checklistimage

Start the year with current policies that reflect legal changes and workplace trends:

  • Review employee handbook for needed updates
  • Research legal changes that require policy updates
  • Address new workplace trends or technologies in policies
  • Update remote work, hybrid work, or flexible schedule policies
  • Revise policies based on 2025 challenges or employee feedback
  • Communicate policy changes clearly to all employees
  • Host town halls or Q&A sessions about policy updates
  • Provide manager training on enforcing new or updated policies
  • Collect employee acknowledgment of handbook updates

Technology and Systems Improvement HR Checklist

Q1 is the time to implement or optimize HR technology:

  • Evaluate HR technology needs based on 2025 pain points
  • Research vendors for new systems (HRIS, ATS, performance management, etc.)
  • Request demos and get quotes from potential vendors
  • Create implementation timeline if purchasing new systems
  • Identify underutilized features in current HR systems
  • Schedule training for HR team and managers on existing tools
  • Implement automation for repetitive tasks
  • Optimize system integrations to eliminate double data entry
  • Review system security and access controls

Professional Development HR Checklist

Invest in your team’s growth and organizational development:

  • Create professional development plan for HR team members
  • Budget for certifications, conferences, webinars, and courses
  • Register for key HR conferences and industry events
  • Identify skill gaps within the HR team
  • Schedule learning opportunities throughout the year
  • Plan development offerings for the broader organization
  • Launch or refresh mentorship programs
  • Implement leadership training initiatives
  • Build or update career path frameworks
  • Create stretch assignment opportunities for high-potential employees

Start the new year with clarity, compliance, and confidence.

The Bottom Line

Year-end and new year HR work isn’t glamorous, but it’s essential. Moreover, a comprehensive HR checklist keeps you organized, compliant, and strategic as you close out one year and prepare for the next.

The key is starting early. So, don’t wait until the last week of December to tackle year-end items, and don’t let Q1 slip away without setting your strategic priorities. Spread the work throughout these critical months, delegate what you can, and use this checklist to ensure nothing falls through the cracks.

At Coeur Workforce Solutions, we help businesses manage these transitions smoothly. As such, whether you need support with compliance, benefits administration, or strategic workforce planning, we’re here to help you close out 2025 strong and start 2026 even stronger.

Ready to simplify your year-end HR process? Let’s talk about how we can support your team, and follow Coeur on Facebook for quick updates!