Employee Documents Required for ESI and PF Registration – Employees’ State Insurance Corporation in India
- Corpzo Ventures Private Limited
- Apr 9
- 4 min read
In India, employee welfare is a cornerstone of labor law compliance. As businesses grow and start hiring, it's essential to ensure that all employees are covered under key statutory schemes such as the Employees’ State Insurance (ESI) and Employees’ Provident Fund (EPF). These two social security schemes, regulated by the Employees’ State Insurance Corporation (ESIC) and the Employees’ Provident Fund Organisation (EPFO) respectively, offer financial security, healthcare benefits, and retirement savings to workers across various sectors.
If you're an employer in India, registering your employees under these schemes isn’t just good practice—it’s mandatory under Indian law once your organization reaches certain thresholds. In this article, Corpzo.com explains in detail the https://www.corpzo.com/pf-registration registration, along with an overview of the process, benefits, and compliance responsibilities.
✅ What is ESI and PF Registration?
🔹 ESI – Employees’ State Insurance
The ESI Scheme, governed by ESIC, provides medical and cash benefits to employees in case of sickness, maternity, employment injury, or disability. It is applicable to:
Establishments employing 10 or more employees (in some states, 20)
Employees earning ₹21,000 or less per month
🔹 PF – Employees’ Provident Fund
The EPF Scheme, managed by EPFO, is a retirement savings plan where both the employer and employee contribute. It is applicable to:
Establishments employing 20 or more employees
All employees (no salary cap for contribution, though above ₹15,000/month is voluntary)
Once your organization crosses these thresholds, registration with ESIC and EPFO becomes mandatory, and employee documents must be collected and submitted accurately.
📑 Employee Documents Required for ESI and PF Registration
Collecting the right employee documentation is the first step in ensuring successful enrollment under ESI and PF schemes. Here’s a list of documents you need for each employee.
📂 1. Employee’s Personal Documents
Document | Purpose |
Aadhaar Card | Identity and biometric verification |
PAN Card | For income tax and UAN linking |
Passport-size Photograph | For records and ESI smart card |
Date of Birth Proof | Required for age verification |
Mobile Number & Email ID | For UAN and ESI portal access |
📂 2. Employment-Related Documents
Document | Purpose |
Appointment Letter / Offer Letter | Proof of employment |
Joining Date | Required for eligibility tracking |
Salary Slip / CTC Breakdown | To determine coverage and contributions |
Designation & Department Details | Internal record and classification |
Bank Account Details (Cancelled Cheque) | For salary and benefit disbursement |
📂 3. Nominee Details
Every employee must provide nominee details for PF and ESI benefits. Required information includes:
Name of nominee
Relationship with employee
Age of nominee
Aadhaar or ID proof of nominee (optional)
📂 4. ESI-Specific Documents
Document | Notes |
Form 1 (Declaration Form) | Filled by employee for ESIC registration |
Family Details | Name, DOB, and Aadhaar of spouse/children |
Permanent & Current Address | For ESI card issuance and regional office allocation |
📂 5. PF-Specific Documents
Document | Notes |
UAN (if already allotted) | For employees changing jobs |
Form 11 (Declaration Form) | Mandatory for new employees to declare existing PF membership |
KYC Documents | Aadhaar, PAN, and bank details must be linked with UAN |
📝 Employer Responsibilities in Registration
Employers play a key role in initiating ESI and PF registrations. They must:
Register the establishment with EPFO and ESIC portals
Add all eligible employees on the portal
Upload required documents
Generate UAN (Universal Account Number) for each employee (PF)
Ensure ESI IP numbers are assigned (ESIC)
Maintain updated employee records
File monthly returns and make timely contributions
🔄 ESI and PF Registration Process – Step-by-Step
🔹 ESI Registration Process
Register on ESIC Portal
Fill establishment and employer details
Add employee information
Upload necessary documents
Generate ESI numbers (IP numbers) for each employee
Employees can later download ESIC e-Pehchan Card
🔹 PF Registration Process
Register establishment at EPFO Unified Portal
Add employee details using Form 11
Generate UAN (if not existing)
Link Aadhaar, PAN, and bank account to UAN
Submit employee KYC details
Employees can access PF passbook via UAN Member Portal
🎁 Benefits of ESI & PF for Employees
✅ ESI Benefits
Medical care for employee and family
Sickness benefit (up to 70% of wages)
Maternity benefits for female workers
Compensation for employment injury
Disability and dependents’ benefit
Funeral expenses and rehabilitation support
✅ PF Benefits
Tax-free retirement savings
Employer matching contributions
Withdrawal facility for education, marriage, medical needs
Pension benefit under EPS
Insurance benefit under EDLI Scheme
Nominee benefit in case of death
⚖️ Legal Penalties for Non-Compliance
Non-registration or delayed registration can result in heavy fines:
Scheme | Non-Compliance Penalty |
ESI | Up to ₹5,000 per employee + interest |
PF | Interest + damage up to 25% of dues |
Legal Action | May include imprisonment under applicable laws |
🤝 Why Choose Corpzo.com for ESI and PF Registration?
At Corpzo.com, we simplify complex government compliance processes so that you can focus on running your business. Our ESI & PF registration services include:
End-to-end employee data collection & document preparation
Establishment registration with ESIC & EPFO
Employee enrollment and UAN/ESI generation
KYC linking and portal guidance
Ongoing monthly filings and compliance
Expert advisory on labor law & HR compliance
📞 Ready to Register Your Team?
Don’t wait for a compliance notice—make sure your employees are covered under ESI and PF with Corpzo’s expert assistance.
Brand Name:- CorpZo
📧 Email: reach@corpzo.com,
📱 Call/WhatsApp: +91 9999 139 391,
🌐 Visit: www.corpzo.com
✍️ Conclusion
Ensuring your employees are enrolled under ESI and PF isn’t just a legal mandate—it’s a commitment to their health, future, and financial security. By collecting and submitting the right employee documents for ESI and PF registration, businesses show responsibility and build a positive workplace culture.
With Corpzo.com, the registration process becomes hassle-free, timely, and fully compliant with Indian labor laws. Let us help you build a compliant and employee-first organization from day one.
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