Free form template · Word

Employee Family Details Form

An employee family details form records the family members whose information HR genuinely needs, typically for group insurance, ESIC family coverage and statutory nominations. Each entry is linked to a purpose, so HR does not hold family data it never uses.

Editable Word (.docx)
Made for India
15 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the form

[Highlighted] = fill in

[Company Logo][Company Name]

EMPLOYEE FAMILY DETAILS FORM

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

Please list only those family members who should be covered under a benefit. Leave the form blank if you do not wish to enrol anyone.

Sl.	Name of Family Member	Relationship	Date of Birth	Gender	Residing with Employee (Y/N)	Dependent (Y/N)	Purpose
1	[Name]	[Spouse]	[DD/MM/YYYY]	[Gender]	[Y/N]	[Y/N]	[Insurance / ESIC / Nomination]
2	[Name]	[Son / Daughter]	[DD/MM/YYYY]	[Gender]	[Y/N]	[Y/N]	[Purpose]
3	[Name]	[Relationship]	[DD/MM/YYYY]	[Gender]	[Y/N]	[Y/N]	[Purpose]
4	[Name]	[Relationship]	[DD/MM/YYYY]	[Gender]	[Y/N]	[Y/N]	[Purpose]

Benefits Selected

Group health insurance
ESIC family coverage (if wages within the ESI limit)
Use as reference for nominations

Privacy notice: [Company Name] collects the details on this page only for enrolling your family members in the benefits selected and supporting nominations. Access is limited to authorised HR staff, and the record will be kept for the period the benefit is active and the retention period thereafter, 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.

Declaration

I confirm the details are correct and that the family members listed are aware their information is being shared with HR and the insurer for enrolment.

Employee
[Employee Name]
Date: [Date]

Received by
[HR Name]
Date: [Date]

Download Word (.docx) — free

What this template includes

Family table with relationship and date of birth
Purpose column per family member (insurance, ESIC, nomination)
Dependency status where benefits depend on it
Residence with employee, relevant for ESIC dependants
Consent line confirming family members are informed
Employee declaration

When to use it

Enrolling family members in group mediclaim at joining
Creating an ESIC family declaration for an insured person
Preparing nominations for PF, gratuity or insurance
Annual insurance renewal when family members change

How to customise this template

1Remove columns that your benefits do not need, such as occupation
2Set the maximum family members your insurance covers
3Note parent or parent-in-law cover options if offered
4Link the form to your insurance enrolment portal
5Include a renewal reminder date

HR tips

Ask only for family members who will receive a benefit
Tell employees to inform family members that their data is shared with the insurer
Avoid collecting phone numbers or IDs of family members unless needed
Update the form at every insurance renewal

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

Why does HR need my family details?+

Mainly to enrol family members in insurance or ESIC and to support nominations. HR should not collect them for any other purpose.

Which family members can be covered under group insurance?+

Commonly spouse and children, and sometimes parents. Coverage depends on your company's policy.

Is the family details form the same as a nomination form?+

No. Nominations are separate statutory or policy forms; this form only records family members for benefits.

All 50 employee personal & master records →

[Company Logo][Company Name]
EMPLOYEE CONTACT DETAILS FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Date:
[Date]
Type of Submission
- New joiner
- Update to existing details
Phone and Email
Primary Mobile Number
Alternate Mobile Number (optional)
Personal Email ID
Official Email ID (HR to fill)
Addresses
Form · Word
Employee Contact Details Form
Download .docx

Primary Mobile Number
Alternate Mobile Number (optional)
Personal Email ID
Official Email ID (HR to fill)

[Company Logo][Company Name]

DEPENDENT ADDITION / DELETION FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Policy No.:: [Policy Number]
Date:: [Date]

Action (Add / Remove / Change)	Dependant Name	Relationship	Date of Birth	Meets Policy Criteria (Y/N)	Proof Attached	Effective Date
[Add]	[Name]	[Child]	[DD/MM/YYYY]	[Y/N]	[Birth certificate]	[DD/MM/YYYY]
[Remove]	[Name]	[Relationship]	[DD/MM/YYYY]	[Y/N]	[NA]	[DD/MM/YYYY]
[Action]	[Name]	[Relationship]	[DD/MM/YYYY]	[Y/N]	[Proof]	[DD/MM/YYYY]

Reason for Change

Birth / adoption
Marriage
Dependant crossed age limit
Annual renewal choice
Death of dependant
Other: [Specify]

Premium Contribution (if applicable)

I authorise [Company Name] to recover ₹[Amount] per [month / year] from my salary towards the premium for the dependants added above, as per the company insurance policy.

Form · Word

Employee Dependent Details Form

Download .docx

[Company Logo][Company Name]
EMPLOYEE PERSONAL INFORMATION FORM
Company:
[Company Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Form Date:
[Date]
1. Personal Details
Full Name (as per PAN / ID)
Preferred Name
Date of Birth (DD/MM/YYYY)
Gender (optional)
Nationality
Marital Status (optional)
2. Contact Details
Personal Mobile Number
Alternate Mobile Number
Personal Email ID
Current Address with PIN Code
Permanent Address with PIN Code
3. Statutory and Payroll Details
Form · Word
Employee Personal Information Form
Download .docx
[Company Logo][Company Name]
EMPLOYEE ID ALLOCATION FORM
Form No.:
[Reference Number]
Date of Request:
[Date]
Requested by:
[HR Name]
A. Joiner Details
Name of Joiner [Employee Name]
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Work Location [Work Location]
Date of Joining [Date of Joining]
B. Category
- Permanent employee
- Fixed-term employee
- Trainee / Apprentice
- Intern
- Rejoining employee (previous ID: [Employee ID])
C. Allocation (HR Operations)
Form · Word
Employee ID Allocation Form
Download .docx
[Company Logo][Company Name]
EMPLOYEE ADDRESS CHANGE FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Date:
[Date]
Address Being Changed
- Current / communication address
- Permanent address
- Both
Detail Old Address New Address
House / Flat No. and Building [Old] [New]
Street / Locality [Old] [New]
City / District [Old] [New]
State and PIN Code [Old] [New]
Effective Date of Change (DD/MM/YYYY)
Proof Submitted (one document)
Proof Reference Number (masked if Aadhaar)
Systems to Update (HR use)
Form · Word
Employee Address Change Form
Download .docx
[Company Logo][Company Name]
EMPLOYEE NAME CHANGE FORM
Employee ID:
[Employee ID]
Department:
[Department]
Designation:
[Designation]
Date:
[Date]
Name Details
First Name Middle Name Surname
Existing name in records [First] [Middle] [Surname]
New name requested [First] [Middle] [Surname]
Reason and Proof
- Marriage
- Gazette notification
- Spelling correction to match PAN
- Other: [Specify]
Proof Document Submitted
Document Number / Date
PAN updated with new name (Yes / No / Applied)
Bank account updated (Yes / No / Applied)
Form · Word
Employee Name Change Form
Download .docx
[Company Logo][Company Name]
MARITAL STATUS CHANGE INTIMATION (CONFIDENTIAL)
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Date:
[Date]
Change Being Reported
- Married
- Divorced
- Legally separated
- Widowed
- Correction of recorded status
Effective Date (DD/MM/YYYY)
Previous Status in Records
Benefit Actions Requested
- Add spouse to group health insurance
- Remove spouse from group health insurance
- Review PF / gratuity / insurance nominations
- No benefit action; update record only
Form · Word
Employee Marital Status Change Form
Download .docx

Full Name (as per PAN / ID)
Preferred Name
Date of Birth (DD/MM/YYYY)
Gender (optional)
Nationality
Marital Status (optional)

Personal Mobile Number
Alternate Mobile Number
Personal Email ID
Current Address with PIN Code
Permanent Address with PIN Code

Name of Joiner	[Employee Name]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Work Location	[Work Location]
Date of Joining	[Date of Joining]

Detail	Old Address	New Address
House / Flat No. and Building	[Old]	[New]
Street / Locality	[Old]	[New]
City / District	[Old]	[New]
State and PIN Code	[Old]	[New]

Effective Date of Change (DD/MM/YYYY)
Proof Submitted (one document)
Proof Reference Number (masked if Aadhaar)

	First Name	Middle Name	Surname
Existing name in records	[First]	[Middle]	[Surname]
New name requested	[First]	[Middle]	[Surname]

Proof Document Submitted
Document Number / Date
PAN updated with new name (Yes / No / Applied)
Bank account updated (Yes / No / Applied)

Effective Date (DD/MM/YYYY)
Previous Status in Records

[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

Download .docx

Employee Family Details Form

Preview of the form

Benefits Selected

Declaration

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates