HR Joining Formalities Under Indian Labour Laws
HR Joining Formalities Under Indian Labour Laws
| Labour Law / Act | Applicable Threshold | Mandatory Forms / Documents | Timeline | HR Action Required |
|---|
| Shops & Establishments Act | 1+ employees | Employment Register Entry Attendance Register Setup Appointment Letter with Working Hours | Within 7 days of joining | Maintain employee register in prescribed format |
| Employees' Provident Fund (EPF) | 20+ employees OR Salary ≤ ₹15,000 | Form 2 (Nomination & Declaration) Form 11 (Declaration by Employee) UAN Generation/Transfer | Within 1 month of eligibility | Generate UAN, collect bank details and nominee information |
| Employee State Insurance (ESI) | 10+ employees OR Salary ≤ ₹25,000 | Form 1 (Employee Registration) Form 2 (Family Declaration) Form 6 (Employee Register Entry) | Within 15 days of joining | Collect family details for medical coverage |
| Payment of Gratuity Act | 10+ employees | Form A (Nomination for Gratuity) Service Record Maintenance | From day 1 of employment | Maintain continuous service records for 5-year eligibility |
| Contract Labour Act (CLRA) | 20+ Contract Workers | Form XIII (Register of Contract Employees) Contractor Licence Verification | Before deployment | Verify principal employer registration and contractor compliance |
| Prevention of Sexual Harassment (PoSH) | 10+ employees | PoSH Policy Acknowledgement Internal Committee Contact Details Complaint Mechanism Briefing | During induction / first week | Mandatory awareness session and policy distribution |
| Industrial Employment Act | Manufacturing Units | Health Record Maintenance Safety Training Completion Medical Examination Records | Before starting work | Conduct pre-employment medical examination |
| Minimum Wages Act | All employees | Wage Structure Documentation Payslip Format Compliance Wage Register Entry | From first salary cycle | Ensure salary is greater than or equal to notified minimum wage |
| Payment of Wages Act | All employees | Wage Register (Form II) Bank Account Details Salary Payment Mode Selection | Before first salary | Maintain detailed wage records and payment proof |
| Industrial Relations Code | 100+ workers for committees | Grievance Committee Intimation Work Committee Representation (if applicable) | Within 30 days | Set up internal grievance mechanism |
Key Documentation Checklist
| Document Category | Required Documents | Verification Purpose |
|---|---|---|
| Identity & Address | Aadhaar Card PAN Card Driving Licence / Passport | Legal identity establishment |
| Educational | 10th Certificate 12th Certificate Degree Certificates Professional Certifications | Qualification verification |
| Financial | Bank Account Details with IFSC Previous EPF/UAN Details Form 16 from Previous Employer | Salary processing and tax compliance |
| Medical | Pre-employment Medical Certificate Disability Certificate (if applicable) | Fitness for work assessment |
| Legal | Previous Employer Relieving Letter Non-compete Agreement Status Background Verification Consent | Employment eligibility confirmation |