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Annual HR Compliance Report

The annual HR compliance report is HR's year-end summary to the board, directors or management on the state of labour and HR compliance. It confirms statutory payments and filings, summarises POSH and safety outcomes, lists audit findings and open risks, and sets out priorities for the coming year, including Labour Code transition steps.

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[Company Logo][Company Name]

ANNUAL HR COMPLIANCE REPORT

Company:: [Company Name]
Period:: [DD/MM/YYYY] to [DD/MM/YYYY]
Prepared by:: [HR Name], [Designation]
Submitted to:: [Board of Directors / Management Committee]
Date:: [Date]

1. Executive Summary

During the period, [Company Name] operated [Number] establishments across [Number] states with [Number] employees and [Number] contract workers. Overall HR compliance status is [Green / Amber / Red]. Key highlights: [highlight 1], [highlight 2]. Key concerns: [concern 1], [concern 2].

2. Statutory Payments and Filings

Area	Status (RAG)	Delays / Exceptions	Remarks
PF contributions and returns	[G / A / R]	[Number] months delayed	[Remarks]
ESI contributions	[G / A / R]	[Details]	[Remarks]
Professional tax and LWF	[G / A / R]	[Details]	[Remarks]
TDS on salaries and returns	[G / A / R]	[Details]	[Remarks]
Bonus and gratuity payments	[G / A / R]	[Details]	[Remarks]
Registrations and licence renewals	[G / A / R]	[Details]	[Remarks]

3. POSH Summary

Measure	Number
Complaints received	[Number]
Complaints disposed	[Number]
Pending at year end	[Number]
Awareness sessions held	[Number]
Employees trained	[Number]

Internal Committees were [in place / reconstituted] at all applicable locations, and the annual report was submitted to the District Officer on [DD/MM/YYYY].

4. Safety Summary

Measure	This Year	Last Year
Reportable accidents	[Number]	[Number]
First-aid cases	[Number]	[Number]
Near-misses reported	[Number]	[Number]
Mock drills conducted	[Number]	[Number]
Safety training hours	[Number]	[Number]

5. Audits and Inspections

Audit / Inspection	Date	Findings	Closed	Open
[Internal HR audit]	[DD/MM/YYYY]	[Number]	[Number]	[Number]
[Labour inspection]	[DD/MM/YYYY]	[Number]	[Number]	[Number]
[Client audit]	[DD/MM/YYYY]	[Number]	[Number]	[Number]

6. Open Risks

Risk	Impact	Exposure (₹)	Mitigation	Owner
[Risk]	[H / M / L]	[Amount]	[Mitigation]	[Owner Name]
[Risk]	[H / M / L]	[Amount]	[Mitigation]	[Owner Name]
[Risk]	[H / M / L]	[Amount]	[Mitigation]	[Owner Name]

7. Priorities for Next Year

Complete transition of policies, registers and salary structures to the Labour Codes as state rules are notified.
[Priority 2, e.g., implement HRMS-based electronic registers]
[Priority 3, e.g., contractor compliance verification programme]
[Priority 4, e.g., refresher POSH training for all managers]

8. Declaration

To the best of my knowledge, based on records maintained and information available, the above is a fair summary of the HR compliance position of [Company Name] for the period stated, with exceptions disclosed above.

[HR Name]
Head – Human Resources
Date: [Date]

Reviewed by
[Authorised Signatory]
[Designation]
Date: [Date]

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What this template includes

Executive summary with an overall status rating
Statutory compliance table with payment and filing status
POSH summary using anonymised numbers
Safety performance summary
Audit and inspection findings with closure status
Risk register of open issues
Plan and budget for next year

When to use it

Year-end reporting to the board or audit committee
Supporting the directors' report and compliance certificates
Briefing a new CEO or CFO on HR compliance status
Sharing compliance status with investors or parent company

How to customise this template

1Pull data from the compliance calendar, POSH annual report and safety records
2Use a simple RAG (red, amber, green) status for each area
3Attach supporting reports as annexures rather than long text
4Tailor the risk section to your industry and states
5Have the report reviewed by finance and legal before submission

HR tips

Be candid about gaps; boards prefer early warning to surprises
Quantify exposure where possible (e.g., pending dues in ₹)
Avoid any detail that could identify POSH parties
Link next-year priorities to budget requests

This report is an internal management document; statutory disclosures (such as POSH information in the directors' report) and compliance obligations should be verified against current law, the Labour Codes and their rules, with your company secretary or legal adviser.

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Frequently asked questions

What should an annual HR compliance report include?+

Status of statutory payments and filings, registrations and licences, POSH and safety outcomes, audit or inspection findings, open risks and the action plan for next year.

Who receives the annual HR compliance report?+

Usually the board, audit committee or senior management. Parts may feed into the directors' report or group compliance certificates.

How is this different from the POSH annual report?+

The POSH annual report is a specific report by the Internal Committee. This HR report covers all HR compliance areas and includes a summary of POSH numbers.

All 50 posh, workplace safety & compliance →

[Company Logo][Company Name]

ANNUAL REPORT OF THE INTERNAL COMMITTEE

Reporting Period:: [DD/MM/YYYY] to [DD/MM/YYYY]
Date of Report:: [Date]
Submitted To:: The Employer and the District Officer, [District Name]

1. Establishment Details

Name of Organisation	[Company Name]
Address	[Company Address]
Nature of business
Total employees (Men / Women / Others)
Locations covered by this report

2. Composition of the Internal Committee

Name	Role	Gender	Appointed On	Remarks (changes during year)
[Member Name]	Presiding Officer	Female	[DD/MM/YYYY]	[Remarks]
[Member Name]	Member	[Gender]	[DD/MM/YYYY]	[Remarks]
[Member Name]	Member	[Gender]	[DD/MM/YYYY]	[Remarks]
[Member Name]	External Member	[Gender]	[DD/MM/YYYY]	[Remarks]

3. Complaints Summary

Report · Word

POSH Annual Report Format

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[Company Logo][Company Name]
INQUIRY REPORT OF THE INTERNAL COMMITTEE
Complaint Ref. No.:
[Reference Number]
Complainant:
[Complainant Name], [Designation]
Respondent:
[Respondent Name], [Designation]
Date of Complaint:
[DD/MM/YYYY]
Date of Report:
[Date]
Classification:
Strictly Confidential
1. Committee Members Who Conducted the Inquiry
Name Role Sittings Attended
[Member Name] Presiding Officer [Number]
[Member Name] Member [Number]
[Member Name] Member [Number]
[Member Name] External Member [Number]
2. Summary of the Complaint
The complainant alleged that [brief factual summary of each allegation, with dates and places]. The complainant sought [relief requested].
3. Reply of the Respondent
Report · Word
POSH Investigation Report
Download .docx
[Company Logo][Company Name]
ACCIDENT REPORT FORM
Report No.:
[Reference Number]
Establishment:
[Company Name], [Work Location]
Date of Report:
[Date]
A. Injured Person
Name
Employee ID / Contractor Name
Designation
Department
Age
Gender
UAN
ESI IP Number (if covered)
Contact Number
Emergency Contact informed (name, time)
B. Accident Details
Date of accident [DD/MM/YYYY]
Time
Shift and hours worked before accident
Exact place
Activity being performed
Machine / tool / vehicle involved
How the accident happened
PPE being worn at the time
C. Injury Details
Form · Word
Accident Report Form
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Name	Role	Sittings Attended
[Member Name]	Presiding Officer	[Number]
[Member Name]	Member	[Number]
[Member Name]	Member	[Number]
[Member Name]	External Member	[Number]

Name
Employee ID / Contractor Name
Designation
Department
Age
Gender
UAN
ESI IP Number (if covered)
Contact Number
Emergency Contact informed (name, time)

Date of accident [DD/MM/YYYY]
Time
Shift and hours worked before accident
Exact place
Activity being performed
Machine / tool / vehicle involved
How the accident happened
PPE being worn at the time

[Company Logo][Company Name]

EMPLOYEE INJURY REPORT

Report No.:: [Reference Number]
Date Submitted:: [Date]

1. Employee Details

Employee Name
Employee ID
Designation
Department
Reporting Manager
Work Location / Work from Home
ESI IP Number (if applicable)

2. Your Account of the Injury

Date and time of injury or when symptoms started
Where were you and what task were you doing?
Describe how it happened in your own words
Was it a sudden event or gradual (over days or weeks)?
Body part affected and symptoms
Did anyone see it happen? Names

3. Reporting

Report · Word

Employee Injury Report

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[Company Logo][Company Name]
NEAR-MISS REPORT
Report No.:
[Reference Number]
Date:
[DD/MM/YYYY]
Time:
[Time]
Location / Section:
[Work Location]
Reported By (optional)
Name
Employee ID / Contractor Name
Department
Prefer to stay anonymous (Yes / No)
What Did You See?
- Unsafe condition (broken guard, spill, exposed wire, blocked exit)
- Unsafe act (no PPE, shortcut, bypassing safety device)
- Equipment / vehicle near-miss
- Falling or flying object
- Electrical / fire near-miss
- Other: [Details]
Describe what happened or what you saw
What could have happened?
Was anyone at risk? How many people?
Form · Word
Near-Miss Incident Report
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Name
Employee ID / Contractor Name
Department
Prefer to stay anonymous (Yes / No)

Describe what happened or what you saw
What could have happened?
Was anyone at risk? How many people?

[Company Logo][Company Name]

ANNUAL / PERIODIC MEDICAL EXAMINATION FORM

Form No.:: [Reference Number]
Examination Year:: [Year]
Date:: [DD/MM/YYYY]
Examining Doctor:: Dr. [Doctor Name]

Section 1 – Employee and Exposure Details

Employee Name
Employee ID
Designation
Department / Section
Date of Joining
Main exposures this year (noise / dust / chemicals / heat / vibration / night shift / screen work)
Average working hours per week
PPE used regularly

Section 2 – Interval Health History

Since the last exam, have you had…	Yes / No	Details
New or worsening cough or breathlessness?		[Details]
Ringing in ears or difficulty hearing?		[Details]
Skin rashes or irritation?		[Details]
Back, neck or joint pain?		[Details]
Eye strain or headaches?		[Details]
Work injuries or sick leave over [Number] days?		[Details]

Section 3 – Year-on-Year Comparison

Form · Word

Annual Medical Examination Form

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[Company Logo][Company Name]

SAFETY COMPLIANCE CHECKLIST

Establishment:: [Company Name], [Work Location]
Review Date:: [DD/MM/YYYY]
Reviewed by:: [EHS / Admin Head]

Licences and Approvals

Item	Applicable	Number	Valid Until	Owner	Status
Factory licence / registration under OSH Code	[Yes / No]	[Number]	[DD/MM/YYYY]	[Owner Name]	[OK / Due / Missing]
Fire NOC	[Yes / No]	[Number]	[DD/MM/YYYY]	[Owner Name]	[OK / Due / Missing]
Pollution control consent	[Yes / No]	[Number]	[DD/MM/YYYY]	[Owner Name]	[OK / Due / Missing]
Shops & Establishments registration (offices)	[Yes / No]	[Number]	[DD/MM/YYYY]	[Owner Name]	[OK / Due / Missing]
Contract labour licences (principal employer and contractors)	[Yes / No]	[Number]	[DD/MM/YYYY]	[Owner Name]	[OK / Due / Missing]

Statutory Tests and Certificates

Lifts and hoists tested by competent person – due [DD/MM/YYYY]
Lifting machines, chains, slings tested – due [DD/MM/YYYY]
Pressure vessels and air receivers tested – due [DD/MM/YYYY]
Boiler certificate (if any) – due [DD/MM/YYYY]
Electrical installation inspection – due [DD/MM/YYYY]
Fire extinguishers and hydrant system serviced – due [DD/MM/YYYY]
Work environment monitoring (noise, dust, lux) – due [DD/MM/YYYY]

Organisation and Policy

Checklist · Word

Safety Compliance Checklist

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[Company Logo][Company Name]

HR & LABOUR COMPLIANCE CALENDAR

Company:: [Company Name]
Financial Year:: [Year]
States Covered:: [State Names]
Prepared by:: [HR Name]
Last Verified On:: [DD/MM/YYYY]

All due dates below are placeholders. Verify each date against current official notifications and portals before relying on them.

Monthly Compliances

Compliance	Applies To	Due Date	Owner	Status (Month)
PF contribution payment and ECR	All PF-covered establishments	[Day] of following month	[Owner Name]	[Done / Pending]
ESI contribution payment	ESI-covered establishments	[Day] of following month	[Owner Name]	[Done / Pending]
TDS on salary deposit	All employers deducting TDS	[Day] of following month	[Owner Name]	[Done / Pending]
Professional tax payment / return	[State Names]	[Day] as per state	[Owner Name]	[Done / Pending]
Payroll and attendance register update	All establishments	[Day]	[Owner Name]	[Done / Pending]

Quarterly / Half-yearly Compliances

Compliance	Period	Due Date	Owner	Status
TDS return on salaries (Form 24Q)	Quarterly	[DD/MM/YYYY]	[Owner Name]	[Done / Pending]
Labour welfare fund contribution	[Half-yearly / Annual as per state]	[DD/MM/YYYY]	[Owner Name]	[Done / Pending]
Contract labour / establishment returns	[As per rules]	[DD/MM/YYYY]	[Owner Name]	[Done / Pending]
Safety committee meeting	Quarterly	[DD/MM/YYYY]	[Owner Name]	[Done / Pending]

Template · Word

Compliance Calendar

Download .docx

Annual HR Compliance Report

Preview of the report

1. Executive Summary

2. Statutory Payments and Filings

3. POSH Summary

4. Safety Summary

5. Audits and Inspections

6. Open Risks

7. Priorities for Next Year

8. Declaration

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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