Free form template · Word

Aadhaar Update Declaration

An Aadhaar update declaration is used when an employee's Aadhaar-related details change, such as name or date of birth corrections, and must be reflected for PF KYC or UAN seeding. It is designed to keep HR's copy minimal: only masked Aadhaar and the last four digits are held.

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[Company Logo][Company Name]

AADHAAR UPDATE DECLARATION AND CONSENT

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
UAN:: [UAN]
Date:: [Date]

Aadhaar (last 4 digits only): XXXX XXXX [Last 4 Digits]
Masked Aadhaar copy attached (Yes / No)

Details Updated on Aadhaar

Field	Earlier Value	Updated Value
Name	[Earlier]	[Updated]
Date of Birth	[DD/MM/YYYY]	[DD/MM/YYYY]
Gender	[Earlier]	[Updated]

Purpose of Use

EPFO KYC approval / UAN seeding
ESIC record update
Other scheme required by law: [Specify]

Consent

I give my consent to [Company Name] to use my Aadhaar details only for the purpose ticked above. I understand that the company will keep only a masked copy, will not share it beyond the relevant authority, and will retain it for the period that purpose requires, consistent with the Digital Personal Data Protection Act, 2023. I may withdraw this consent where the law permits.

HR Use

KYC request approved on employer portal on [Date]
Older unmasked copies (if any) destroyed on [Date]
HRMS updated with last 4 digits only

Employee
[Employee Name]
Date: [Date]

HR
[HR Name]
Date: [Date]

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What this template includes

Last four digits only, never the full number
Details changed on Aadhaar and new values
Purpose limited to PF KYC or a specified scheme
Consent statement for using Aadhaar for that purpose
Masked copy attachment
Record of destruction of any older full copies

When to use it

Name or date of birth on Aadhaar has been corrected
UAN KYC shows a mismatch with Aadhaar data
An employee has a newly issued Aadhaar and needs PF seeding
HR is replacing old full Aadhaar copies with masked ones

How to customise this template

1State the exact purpose, such as EPFO KYC approval
2Remove the old-copy destruction step if you never held full copies
3Name the person authorised to approve KYC on the employer portal
4Explain that seeding is done by the employee on the member portal where possible
5Add a turnaround time

HR tips

Never store full Aadhaar numbers in spreadsheets or emails
Accept masked Aadhaar downloaded from the official portal
Do not use Aadhaar as a general ID check where another document works
Destroy old full copies and record it

Aadhaar data is sensitive. Use it only for permitted purposes and follow applicable Aadhaar rules and data-protection law; take legal advice where unsure.

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Frequently asked questions

Can my employer insist on my full Aadhaar number?+

Employers should collect Aadhaar only where needed, such as PF KYC, and should keep a masked copy rather than the full number.

What is masked Aadhaar?+

It is a version of Aadhaar that shows only the last four digits, downloadable from the official portal.

How do I fix an Aadhaar mismatch in my UAN?+

Correct the details with Aadhaar first if needed, then request a KYC update on the EPFO portal; HR approves it on the employer side.

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[Company Logo][Company Name]
DECLARATION FOR CHANGE / CORRECTION OF PAN
To:
The Payroll Department, [Company Name]
Employee ID:
[Employee ID]
Date:
[Date]
I, [Employee Name], [Designation], [Department], request that my PAN be updated in the company's payroll records as below.
Detail As in Company Records Correct / New
PAN [Old PAN] [New PAN]
Name as on PAN [Name] [Name]
Date of Birth as on PAN [DD/MM/YYYY] [DD/MM/YYYY]
Reason
- Typing error in records
- Name change reflected in new PAN
- PAN obtained after joining
- Other: [Specify]
PAN linked with Aadhaar (Yes / No / In process)
Effective from Payroll Month
Attachment: copy of PAN card
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PAN Change Declaration
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[Company Logo][Company Name]
UAN DETAILS UPDATE FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Establishment Code:
[PF Establishment Code]
Section 1: UAN Status (tick one)
- I have an existing UAN
- I have never been a PF member (new UAN required)
- I have more than one UAN
Section 2: Existing UAN Details
UAN
Previous Employer Name
Previous PF Member ID
Date of Exit from Previous Employer
UAN Activated (Yes / No)
Section 3: KYC Status on UAN
Form · Word
UAN Update Form
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Name
Relationship
Mobile Number
Alternate Number
City
Language(s) spoken

Name
Relationship
Mobile Number
City

Detail	As in Company Records	Correct / New
PAN	[Old PAN]	[New PAN]
Name as on PAN	[Name]	[Name]
Date of Birth as on PAN	[DD/MM/YYYY]	[DD/MM/YYYY]

PAN linked with Aadhaar (Yes / No / In process)
Effective from Payroll Month
Attachment: copy of PAN card

UAN
Previous Employer Name
Previous PF Member ID
Date of Exit from Previous Employer
UAN Activated (Yes / No)

[Company Logo][Company Name]

PF MEMBER DETAILS CORRECTION REQUEST

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
UAN:: [UAN]
PF Member ID:: [Member ID]

Field	As per PF Record	Correct Detail	Proof Attached
Name	[As recorded]	[Correct]	[PAN / Masked Aadhaar]
Date of Birth	[DD/MM/YYYY]	[DD/MM/YYYY]	[Birth certificate / Class 10 certificate]
Father / Spouse Name	[As recorded]	[Correct]	[Proof]
Date of Joining	[DD/MM/YYYY]	[DD/MM/YYYY]	[Appointment letter]
Date of Exit (previous)	[DD/MM/YYYY]	[DD/MM/YYYY]	[Relieving letter]

Reason for the Mismatch
Online Request Number (if raised by employee)

HR Action Log

Date	Action	By	Status
[DD/MM/YYYY]	[Request verified]	[HR Name]	[Pending / Approved]
[DD/MM/YYYY]	[Submitted on employer portal]	[HR Name]	[Status]
[DD/MM/YYYY]	[Outcome communicated]	[HR Name]	[Status]

Privacy notice: [Company Name] collects the details on this page only for correcting your PF member record. Access is limited to authorised HR staff, and the record will be kept for the duration of employment and the statutory period for PF records, after which it will be securely deleted or destroyed. You may ask HR to see or correct your data, consistent with the Digital Personal Data Protection Act, 2023.

Form · Word

PF Details Update Form

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[Company Logo][Company Name]
ESIC INSURED PERSON DETAILS UPDATE FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
ESIC IP Number:
[IP Number]
Employer Code:
[ESIC Employer Code]
Type of Update
- Change of dispensary
- Addition of family member
- Removal of family member
- Correction of personal details
- Change of address / mobile
Dispensary
Current Dispensary
New Dispensary (Self)
New Dispensary (Family)
Family Members
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Current Dispensary
New Dispensary (Self)
New Dispensary (Family)

[Company Logo][Company Name]

GROUP INSURANCE DETAILS UPDATE FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Grade:: [Grade]
Policy Year:: [DD/MM/YYYY] to [DD/MM/YYYY]

1. Current Cover (HR to pre-fill)

Policy	Sum Insured (₹)	Premium Paid by	Employee Choice
Group Medical Cover (GMC)	[Amount]	Company	[Continue / Change]
Group Term Life (GTL)	[Amount]	Company	[Continue]
Group Personal Accident (GPA)	[Amount]	Company	[Continue]
Voluntary Top-up	[Amount]	Employee	[Opt in / Opt out]

2. Members Covered under GMC

Name	Relationship	Date of Birth	Add / Retain / Remove
[Employee Name]	Self	[DD/MM/YYYY]	Retain
[Name]	[Relationship]	[DD/MM/YYYY]	[Action]
[Name]	[Relationship]	[DD/MM/YYYY]	[Action]

3. Nominee for GTL and GPA

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Insurance Details Update Form

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[Company Logo][Company Name]

EDUCATION QUALIFICATION UPDATE FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Date:: [Date]

New Qualification Details

Qualification (e.g. B.Com, MBA, Diploma)
Specialisation
University / Board
Institution / Study Centre
Mode (Regular / Part-time / Distance / Online)
Year of Passing
Grade / CGPA / Percentage
Certificate Number

Linked Benefit

No benefit claimed; profile update only
Education reimbursement claim (ref: [Reference Number])
Company-sponsored programme (agreement ref: [Reference Number])

Verification (HR use)

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[Company Logo][Company Name]

PROFESSIONAL CERTIFICATION UPDATE FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Department:: [Department]
Date:: [Date]

Certification / Licence	Issuing Body	Credential ID	Issue Date	Expiry Date	Mandatory for Role (Y/N)	Verification Link / Method
[Certification Name]	[Issuer]	[ID]	[DD/MM/YYYY]	[DD/MM/YYYY / No expiry]	[Y/N]	[Link / Original seen]
[Certification Name]	[Issuer]	[ID]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Y/N]	[Method]
[Certification Name]	[Issuer]	[ID]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Y/N]	[Method]

Reimbursement

Exam / renewal fee paid (₹)
Reimbursement claimed (Yes / No)
Claim reference

Renewal Tracking (HR use)

Reminder date set
Reminder owner
Manager informed (Yes / No)

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Aadhaar Update Declaration

Preview of the form

Details Updated on Aadhaar

Purpose of Use

Consent

HR Use

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Primary Emergency Contact

Secondary Emergency Contact

Optional Medical Alert

Emergency Contact Update Form

Reason

PAN Change Declaration

Section 1: UAN Status (tick one)

Section 2: Existing UAN Details

Section 3: KYC Status on UAN

UAN Update Form

HR Action Log

PF Details Update Form

Type of Update

Dispensary

Family Members

ESIC Details Update Form

1. Current Cover (HR to pre-fill)

2. Members Covered under GMC

3. Nominee for GTL and GPA

Insurance Details Update Form

New Qualification Details

Linked Benefit

Verification (HR use)

Education Qualification Update Form

Reimbursement

Renewal Tracking (HR use)

Certification Update Form

Aadhaar Update Declaration

Preview of the form

Details Updated on Aadhaar

Purpose of Use

Consent

HR Use

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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