Help Category: ESI

Medical Benefit

• ESI Pehchan Card / e-Pehchan
• Aadhaar-linked IP number

Sickness Benefit

• Medical certificate (Form 8)
• Attendance proof

Maternity Benefit

• Form 13
• Pregnancy medical certificate

Disablement Benefit

• Accident report (Form 7)
• Medical board certificate

Dependent Benefit

• Death certificate
• Family details
• Bank details

ESI KYC & PEHCHAN CARD

KYC Documents

• Aadhaar
• Photograph
• Family member details

Pehchan Card

• Generated online
• Used at ESI hospitals & dispensaries

ESI INSPECTION & AUDIT DOCUMENTS

• ESI registration certificate
• Contribution challans
• Wage & attendance registers
• Accident registers
• Employee declaration forms
• Inspection reports

COMMON ESI ERRORS & REJECTIONS (INDIA)

• Incorrect Aadhaar details
• Wrong family information
• Wage ceiling miscalculation
• Late contribution payment
• IP number duplication

BEST PRACTICES FOR ESI COMPLIANCE (INDIA)

• Register employees immediately at joining
  
• Verify Aadhaar & family details
  
• Pay ESI on gross wages correctly
  
• File contributions before 15th
  
• Maintain accident & benefit records

Monthly Compliance Records

• Attendance register
• Wage register
• Salary sheet (gross wages)
• ESI challan
• Payment receipt

Due Date

• 15th of the following month
  

ESI FORMS – COMPLETE LIST

FORM 1 – Employee Declaration Form

Purpose:

• Employee registration under ESI
• Collects personal & family details

Who submits: Employee

When: At joining

FORM 1A – Family Declaration Form

Purpose:

• Update family member details

When: Marriage/child birth / dependent change

FORM 3 – Return of Declaration Forms

Purpose:

• Employer submits employee declaration details

FORM 5 – Return of Contributions

Purpose:

• Half-yearly contribution return
• Now replaced by online filing

FORM 6 – Register of Employees

Purpose:

• Record of employees covered under ESI

FORM 7 – Accident Report

Purpose:

• Report employment injury

FORM 8 – Special Intermediate Certificate

Purpose:

• Medical leave certification

FORM 9 – Register of Employees

Purpose:

• Maintain ESI-covered employee data

FORM 10 – Abstention Verification

Purpose:

• Verify absence due to sickness

FORM 12 – Claim for Sickness Benefit

Purpose:

• Cash benefit during sickness

FORM 13 – Maternity Benefit

Purpose:

• Maternity claim submission

FORM 14 – Sickness/Maternity Claim

Purpose:

• Benefit continuation

FORM 15 – Death Claim

Purpose:

• Dependent benefit claim

FORM 16 – Accident Death Claim

Purpose:

• Death due to employment injury

Mandatory Employee Details

Document	Mandatory	Purpose
Aadhaar Card	Yes	ESI IP registration
Mobile Number	Yes	OTP & registration
Family Details	Yes	Medical benefits
Bank Account	Recommended	Benefit payments

Family Information (Very Important)

• Spouse details
• Children details
• Dependent parents details
• Date of birth of all dependents

ESI INSURANCE NUMBER (IP NUMBER)

What is an IP Number?

A permanent 10-digit Insurance Number is allotted to every insured employee.

Key Features

• Lifetime validity
• Valid across employers
• Used for medical & cash benefits
• Linked with Aadhaar

ESI CONTRIBUTION STRUCTURE

Contribution to Gross Wages

Contributor	Rate
Employee	0.75%
Employer	3.25%
Total	4.00%

Wage Components Included

• Basic
• DA
• HRA
• Overtime
• Incentives
• Other allowances (except exclusions)

ESI CONTRIBUTION PERIOD & BENEFIT PERIOD

Contribution Period

Period	Months
1st	April – September
2nd	October – March

Benefit Period

Contribution Period	Benefit Period
Apr–Sep	Jan–Jun (next year)
Oct–Mar	Jul–Dec (next year)

EMPLOYEES’ STATE INSURANCE (ESI) – COMPLETE DOCUMENTATION & FORMS GUIDE 

Governed under: Employees’ State Insurance Act, 1948

Authority: Employees’ State Insurance Corporation (ESIC)

Applicable Across: India

ESI APPLICABILITY IN INDIA

Establishment Coverage

ESI is mandatory for:

• Factories and establishments employing 10 or more employees
  • (20 employees in some states earlier; now mostly 10)
• Shops, hotels, restaurants, cinemas, educational institutions, hospitals (private), etc.
• Once covered, coverage continues even if employee count falls below threshold

Employee Coverage (Wage Ceiling)

• Applicable for employees earning Gross wages up to ₹21,000 per month
• For persons with disability: ₹25,000 per month
• Coverage continues till the end of the contribution period even if salary exceeds limit later

EMPLOYER DOCUMENTS REQUIRED

Establishment Identity Documents

Document	Purpose
Certificate of Incorporation / Registration	Legal proof of business
PAN Card of Establishment	Mandatory
Shop & Establishment / Factory License	Operational proof
GST Registration (if applicable)	Business verification
Address Proof (Electricity Bill / Lease Deed)	Location verification

Employer / Authorized Signatory Details

• Aadhaar Card (mandatory)
• PAN Card
• Mobile number linked with Aadhaar
• Official email ID

Banking Details

• Cancelled cheque of the company
• Bank account for ESI payments