Documents Required for PF and ESI Registration [2024]

List of Documents Required for PF Registration [Checklist]

In this article, we will be discussing the necessary information or documents required for PF registration and ESI registration. We will delve into the following topics:

  1. The list of documents required for PF and ESI registration.
  2. The circumstances under which PF registration becomes mandatory.
  3. The eligibility criteria for PF registration.

Every business entity or organization must apply for PF registration at some point in their operations. To ensure the smooth approval of the PF and ESI application, it is imperative to have the correct documentation in place.

Documents needed for PF and ESI Registration in India

The list of documents needed for PF and ESI registration is given below:

In case of a Private Limited Company:

  • Certificate of Incorporation (COI)
  • PAN copy of the company
  • Any License Copy (such as GST, Shop & Establishment, etc) available in the name of the company.
  • GST Registration certificate (if available)
  • Address of the company with address proof (Electricity bill or rental agreement)
  • Scan copy of cheque of company’s bank account.
  • List of Directors
  • Email address and mobile number of Directors
  • Digital Signature of the Director
  • First Sale & Purchase Bill: Copy of First sale bill or Job work bill and First purchase bill.

In case of Proprietorship and Partnership firm

  • PAN copy of the Proprietor’s or Partnership firm (as the case may be)
  • Copy of partnership deed
  • Scan copy of any licenses (like GST, Shop & Establishment, etc) available
  • Bank details: a scanned copy of the cheque (the firm bank account)
  • Address of the firm with address proof (Utility bill or rent agreement)
  • List of Partners.
  • Address proof of Proprietor or Partner of the firm
  • Email address and mobile number of Proprietor / Partner of the firm
  • Digital Signature of the Proprietor / Partner
  • First Sale & Purchase Bill: Copy of First sale bill or Job work bill and First purchase bill.

Recommended Read: Documents Required for Trademark Registration in India

Employee documents and Information

  • The monthly strength of employees from the date of setup.
  • ID proof of employees (Aadhaar and PAN)
  • Bank A/c number with IFSC code
  • Employee List: Current list of employees with their details:
    • Name
    • Father’s Name
    • Date of Joining
    • Date of birth
    • Mobile number
    • Postal address
    • Name of nominee
    • Grade
    • Salary details (breakup)
    • Designation
    • Email (if available)

Thus, documents required for PF and ESI registration can be broadly classified into two categories: documents related to the employer establishment and documents related to the employees.

Employer Establishment Documents:

  • Registration Certificate: This could be a certificate of incorporation, a trade license, or any other document that proves the legal existence of your business.
  • Address Proof: This could be a copy of your utility bill (electricity, water, etc.), lease agreement, or any other document that verifies your business address.
  • PAN Card: A copy of the PAN card of your business entity.
  • Bank Account Details: A copy of a cancelled cheque from the bank account used for your business transactions.

Employee Documents:

  • List of Employees: You need to provide a list of all the employees working in your organization, including their names, salaries, and Aadhaar card details (if available).
  • Employee’s Salary Details: Information on the monthly wages of each employee.

Eligibility for PF and ESI registration

Registration for PF / ESI is compulsory for the companies / organizations who employ more than 20 individuals. Also, small organizations which do not have the minimum strength can register themselves voluntarily.

Organizations which grow to a strength of 20 members are expected to register themselves within one month of attaining the minimum strength.

EPF registration procedure for Employers

You can choose to register either offline or online, with the online option being preferred mode for registration at present.

The registration form can be downloaded from the website of Employees’ Provident Fund. Next, you can see the list of documents required to successfully register yourself for PF / ESI.

Click here to Register your PF account here – PF & ESI Registration

Register your ESI account here – ( If this link does not open in chrome browser, try Mozilla Firefox or Internet Explorer browsers.)

That is it for the post. If you have any queries or doubts kindly drop them in the comment section below.

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