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Current Address Declaration

A current address declaration records where an employee is living now, often a rented flat, PG or hostel near the workplace, with landlord or owner details and the proof available. It is useful when new joiners have recently relocated and do not yet have address proof in their name.

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[Company Logo][Company Name]

CURRENT ADDRESS DECLARATION

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

1. Current Residential Address

Flat / Room No., Building / PG / Hostel Name
Street and Area
Landmark
City and PIN Code
Staying here since (MM/YYYY)

2. Type of Accommodation

Rented flat / house
Paying guest (PG)
Hostel
Relative's or friend's house
Company accommodation
Own house

3. Owner / Landlord / PG Manager Details

Name
Contact Number
Rent Agreement in Employee's Name (Yes / No / Shared)

4. Proof Available

Rent agreement
PG / hostel stay letter or receipt
Utility bill
Bank statement with current address
No proof yet – self-declaration (proof to be submitted by [Date])

Declaration

I declare that I am presently residing at the address stated above. I agree to submit proof of this address by the date mentioned if not attached now, and to inform the HR department whenever I change my residence.

Signature of Employee
[Employee Name]
Date: [Date]
Place: [Work Location]

Received by
[HR Name]
Date: [Date]

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What this template includes

Current address with landmark for emergencies and transport
Date from which the employee has stayed there
Accommodation type (rented, PG, hostel, relative's house)
Landlord or owner contact
Proof available or self-declaration if none
Undertaking to submit proof later and report moves

When to use it

When a joiner has just relocated for the job
When the employee lives in a PG, hostel or shared flat
When the rent agreement is not yet registered or is in a flatmate's name
When the employee moves house during employment

How to customise this template

1Add a cab pick-up point field if you provide transport
2Add HRA claim reference if used for rent receipts
3Set a deadline for submitting proof
4Link it to your emergency contact form

HR tips

Accept a self-declaration temporarily for new relocators
Collect the landlord's contact only with the employee's agreement
Update transport routes when an employee moves
Ask employees to update the address yearly

Use the information only for employment and verification purposes and store it securely. Review the wording against applicable laws and your data-protection practices.

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Frequently asked questions

What if I do not have proof of my current address?+

Submit a self-declaration with landlord details and give proof such as a rent agreement or utility bill when available.

Is a PG or hostel address acceptable?+

Yes. Declare the PG or hostel name, address and owner contact, and attach a stay letter or receipt if available.

Does my current address need to match my HRA claim?+

For HRA exemption your rent receipts and declarations should relate to the place you actually live. Check the tax rules with your payroll team.

All 50 joining & new employee documents →

[Company Logo][Company Name]
PERMANENT ADDRESS DECLARATION
Date:
[Date]
Employee ID:
[Employee ID]
To,
The HR Department
[Company Name]
[Company Address]
Subject: Declaration of Permanent Address
I, [Employee Name], son / daughter / spouse of [Name], employed as [Designation] in the [Department] department, hereby declare that my permanent address is as follows:
House / Flat No. and Building
Street / Village
Post Office
Tehsil / Taluka
District
State and PIN Code
Nearest Police Station
Landline / Mobile Number at this Address
Residence Details
Form · Word
Permanent Address Declaration
Download .docx

House / Flat No. and Building
Street / Village
Post Office
Tehsil / Taluka
District
State and PIN Code
Nearest Police Station
Landline / Mobile Number at this Address

[Company Logo][Company Name]

NOMINEE DECLARATION FORM (COMPANY DUES)

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

1. Scope of Nomination

This nomination covers amounts payable by [Company Name] in the event of my death while in service, including unpaid salary, leave encashment, pending reimbursements, performance bonus or incentive due, and any other company benefit not covered by a separate statutory nomination.

2. Nominee Details

Nominee Name	Relationship	Date of Birth	Address	Share (%)
[Nominee Name]	[Relationship]	[DD/MM/YYYY]	[Address]	[%]
[Nominee Name]	[Relationship]	[DD/MM/YYYY]	[Address]	[%]
[Nominee Name]	[Relationship]	[DD/MM/YYYY]	[Address]	[%]

3. Guardian Details (if any nominee is a minor)

Form · Word

Employee Nominee Declaration Form

Download .docx

[Company Logo][Company Name]
PAN DECLARATION FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Financial Year:
[YYYY-YY]
Section A: PAN Details
PAN
Name exactly as on PAN
Father's Name as on PAN
Date of Birth as on PAN
PAN linked with Aadhaar (Yes / No / Not sure)
Section B: If PAN Is Not Yet Available
Date of PAN Application
Acknowledgement Number
Expected Date of Receipt
Section C: Name Difference (if any)
Form · Word
PAN Declaration Form
Download .docx
[Company Logo][Company Name]
AADHAAR DECLARATION AND CONSENT FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Date:
[Date]
1. Aadhaar Details
Name as on Aadhaar
Aadhaar (last 4 digits only): XXXX XXXX [Last 4 Digits]
Copy submitted (Masked copy / Not submitted)
Mobile number linked to Aadhaar (Yes / No)
2. Purpose of Collection (tick what applies)
- Linking with UAN / EPF records
- Identity verification at joining
- Other purpose: [Specify]
3. Alternate Identity Document (if Aadhaar not provided)
Form · Word
Aadhaar Declaration Form
Download .docx

PAN
Name exactly as on PAN
Father's Name as on PAN
Date of Birth as on PAN
PAN linked with Aadhaar (Yes / No / Not sure)

Date of PAN Application
Acknowledgement Number
Expected Date of Receipt

Name as on Aadhaar
Aadhaar (last 4 digits only): XXXX XXXX [Last 4 Digits]
Copy submitted (Masked copy / Not submitted)
Mobile number linked to Aadhaar (Yes / No)

[Company Logo][Company Name]

UAN DECLARATION FORM (INTERNAL)

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Date of Joining:: [Date of Joining]
Establishment:: [Company Name]

Note: This is an internal company declaration. The official EPFO forms and online processes will also be completed where required.

A. Previous PF Membership

Were you a member of PF earlier? (Yes / No)
Do you have a UAN? (Yes / No)
UAN (if Yes)
Is the UAN activated on the member portal? (Yes / No)
Do you have more than one UAN? (Yes / No) – give details

B. Previous Employment PF History

Previous Employer	PF Member ID	Date of Joining	Date of Exit	PF Settled / Not Settled
[Employer]	[Member ID]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Status]
[Employer]	[Member ID]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Status]
[Employer]	[Member ID]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Status]

Form · Word

UAN Declaration Form

Download .docx

[Company Logo][Company Name]
ESIC DECLARATION FORM (INTERNAL)
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
ESIC Employer Code:
[Code]
Note: This is an internal company form. Official registration will be completed by HR on the ESIC portal.
1. Eligibility
Gross monthly wages: ₹[Amount]
Covered under ESI (Yes / No – to be filled by HR)
2. Previous ESI Coverage
Were you covered under ESI earlier? (Yes / No)
Existing IP Number
Previous Employer Name and Code
Form · Word
ESIC Declaration Form
Download .docx

Gross monthly wages: ₹[Amount]
Covered under ESI (Yes / No – to be filled by HR)

Were you covered under ESI earlier? (Yes / No)
Existing IP Number
Previous Employer Name and Code

[Company Logo][Company Name]

FAMILY DETAILS DECLARATION FORM

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

1. Immediate Family

Name	Relationship	Date of Birth / Age	Occupation	City
[Name]	Father	[Age]	[Occupation]	[City]
[Name]	Mother	[Age]	[Occupation]	[City]
[Name]	Spouse	[Age]	[Occupation]	[City]
[Name]	Child	[Age]	[Occupation]	[City]
[Name]	Sibling	[Age]	[Occupation]	[City]

2. Relatives Working in [Company Name] or Group Companies

Name	Relationship	Department	Designation
[Name]	[Relationship]	[Department]	[Designation]
[Name]	[Relationship]	[Department]	[Designation]

3. Relatives Linked to Vendors, Customers or Competitors

Form · Word

Family Details Declaration Form

Download .docx

[Company Logo][Company Name]

DEPENDENTS DECLARATION FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Policy Year:: [YYYY-YY]
Action:: New enrolment / Addition / Deletion

1. Benefits Covered by This Declaration

Group medical insurance
Group personal accident (family floater, if any)
Other dependant benefit: [Specify]

2. Dependant Details

Name	Relationship	Date of Birth	Gender	Financially Dependent (Yes / No)	Other Health Cover (Yes / No)
[Name]	Spouse	[DD/MM/YYYY]	[Gender]	[Yes / No]	[Yes / No]
[Name]	Child	[DD/MM/YYYY]	[Gender]	[Yes / No]	[Yes / No]
[Name]	Child	[DD/MM/YYYY]	[Gender]	[Yes / No]	[Yes / No]
[Name]	Parent / Parent-in-law	[DD/MM/YYYY]	[Gender]	[Yes / No]	[Yes / No]

3. Mid-Year Change (if applicable)

Form · Word

Dependents Declaration Form

Download .docx

Current Address Declaration

Preview of the form

1. Current Residential Address

2. Type of Accommodation

3. Owner / Landlord / PG Manager Details

4. Proof Available

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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