Free report template · Word

Employee Loan Recovery Statement

An employee loan recovery statement is a ledger that shows every EMI actually deducted from an employee's salary against a company loan, with any prepayments, skipped instalments and the outstanding balance. HR or finance issues it on request, at year end, on loan closure or during full and final settlement.

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[Company Logo][Company Name]

EMPLOYEE LOAN RECOVERY STATEMENT

Company:: [Company Name]
Statement Date:: [Date]
Loan No.:: [Reference Number]

Loan Summary

Employee Name	Employee ID	Sanctioned (₹)	Disbursed On	Interest	Planned EMI (₹)
[Employee Name]	[Employee ID]	[Amount]	[DD/MM/YYYY]	[Interest-free / Rate%]	[Amount]

Recovery Ledger

Salary Month	Opening Balance (₹)	Planned EMI (₹)	Actual Deducted (₹)	Prepayment (₹)	Closing Balance (₹)	Remarks
[Month Year]	[Amount]	[Amount]	[Amount]	0	[Amount]	-
[Month Year]	[Amount]	[Amount]	0	0	[Amount]	EMI holiday approved
[Month Year]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]	Part prepayment
[Month Year]	[Amount]	[Amount]	[Amount]	0	[Amount]	-

Position as on Statement Date

Total Recovered (₹)	Outstanding (₹)	Remaining EMIs	Expected Closure Month
[Amount]	[Amount]	[Number]	[Month Year]

F&F Adjustment (if applicable)

Outstanding balance of ₹[Amount] adjusted against full and final settlement dated [DD/MM/YYYY]. Balance payable by employee: ₹[Amount].

Closure Confirmation (if balance is nil)

This is to confirm that Loan No. [Reference Number] granted to [Employee Name] has been fully repaid as on [DD/MM/YYYY] and no amount remains due under this loan.

Prepared by
[Name], Payroll
Date: [Date]

Verified by
[Authorised Signatory]
Finance

Acknowledged by
[Employee Name]
Date: [Date]

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What this template includes

Loan reference, sanctioned amount and terms
Month-wise recovery ledger with planned and actual EMI
Prepayments and EMI holidays clearly marked
Running outstanding balance
Closure certificate or F&F adjustment line
Employee acknowledgement

When to use it

An employee asks how much of their loan is still outstanding
At loan closure, to confirm nothing more is due
During F&F, to show the balance being adjusted
At year end for reconciliation with the loan register

How to customise this template

1Pull figures directly from payroll deduction reports
2Add an interest column if the loan is interest-bearing
3Use the closure section only when the balance is nil
4Add the payroll month in which any skipped EMI was approved

HR tips

Reconcile with payroll before issuing
Explain any difference between planned and actual EMI
Issue a no-dues line on closure for the employee's records
Keep a copy in the loan file

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Frequently asked questions

How do I check my company loan balance?+

Ask HR or finance for a loan recovery statement showing all EMIs deducted and the outstanding balance.

Will my loan balance be deducted from my full and final settlement?+

Usually yes, as per your loan agreement. The recovery statement shows the amount adjusted.

Can I get a loan closure certificate?+

Yes, once the balance is nil the statement can include a closure confirmation signed by finance.

All 50 employee benefits & insurance →

[Company Logo][Company Name]

EMPLOYEE LOAN / SALARY ADVANCE APPLICATION

Company:: [Company Name]
Application No.:: [Reference Number]
Date:: [Date]

Applicant Details

Employee Name
Employee ID
Designation
Department
Date of Joining
Probation Completed: Yes / No
Monthly Gross Salary: ₹[Amount]
Monthly Net Take-home: ₹[Amount]

Loan Details

Purpose: Medical / Education / Marriage / House Repair / Vehicle / Emergency / Other
Brief Explanation
Amount Requested: ₹[Amount]
Proposed Tenure (months)
Proposed Monthly EMI: ₹[Amount]
Interest: Interest-free / [Rate]% per annum as per policy
Required By	[DD/MM/YYYY]

Existing Loans and Advances with the Company

Form · Word

Employee Loan Application

Download .docx

[Company Logo][Company Name]
EMPLOYEE LOAN AGREEMENT
Agreement No.:
[Reference Number]
Date:
[Date]
Place:
[City]
This Loan Agreement is made between [Company Name], having its office at [Company Address] (the Company), and [Employee Name], Employee ID [Employee ID], [Designation], residing at [Employee Address] (the Employee).
1. Loan
The Company agrees to lend the Employee ₹[Amount] (Rupees [Amount in Words]) for [Purpose], disbursed by bank transfer on [DD/MM/YYYY].
2. Interest
The loan is interest-free / carries simple interest at [Rate]% per annum on the reducing balance. Any perquisite tax arising will be handled through payroll as per law.
Agreement · Word
Employee Loan Agreement
Download .docx

[Company Logo][Company Name]

LOAN SANCTION LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]

Subject: Sanction of Employee Loan against Application No. [Reference Number]

Dear [Employee Name],

With reference to your application dated [DD/MM/YYYY], we are pleased to inform you that the Company has sanctioned a loan on the following terms:

Particulars	Details
Amount Requested	₹[Amount]
Amount Sanctioned	₹[Amount]
Purpose	[Purpose]
Interest	Interest-free / [Rate]% p.a. on reducing balance
Tenure	[Number] months
Monthly EMI	₹[Amount]
First EMI	Salary of [Month Year]
Disbursement	On or after [DD/MM/YYYY], to your salary account

Repayment Schedule

Letter · Word

Employee Loan Approval

Download .docx

[Company Logo][Company Name]
EMPLOYEE BENEFITS ENROLLMENT FORM
Company:
[Company Name]
Form No.:
[Reference Number]
Date of Submission:
[Date]
Enrollment Deadline:
[DD/MM/YYYY]
Please complete all sections within the enrollment window and return this form to [HR Name], Human Resources. Benefits will be activated only after HR verification.
Section A: Employee Details
Employee Name (as per PAN)
Employee ID
Designation
Department
Date of Joining
Work Location
Date of Birth
Gender
Mobile Number
Personal Email
PAN
Aadhaar (last 4 digits only)
Section B: Statutory Benefits
UAN (if already allotted)
Previous PF Account / Member ID
ESI IP Number (if applicable, for gross wages up to ₹21,000/month)
Opting for higher PF contribution: Yes / No
Form · Word
Employee Benefits Enrollment Form
Download .docx

Employee Name (as per PAN)
Employee ID
Designation
Department
Date of Joining
Work Location
Date of Birth
Gender
Mobile Number
Personal Email
PAN
Aadhaar (last 4 digits only)

UAN (if already allotted)
Previous PF Account / Member ID
ESI IP Number (if applicable, for gross wages up to ₹21,000/month)
Opting for higher PF contribution: Yes / No

[Company Logo][Company Name]

EMPLOYEE INSURANCE DETAILS FORM

Company:: [Company Name]
Record Date:: [Date]
Last Updated:: [DD/MM/YYYY]

Employee Information

Employee Name
Employee ID
Designation
Department
Work Location
Date of Joining
Mobile Number

Coverage Summary

Cover	Insurer	Policy No.	Member / E-card ID	Sum Insured (₹)	Valid Till
Group Mediclaim	[Insurer Name]	[Policy Number]	[Member ID]	[Amount]	[DD/MM/YYYY]
Group Term Life	[Insurer Name]	[Policy Number]	[Member ID]	[Amount]	[DD/MM/YYYY]
Group Personal Accident	[Insurer Name]	[Policy Number]	[Member ID]	[Amount]	[DD/MM/YYYY]
Voluntary Top-up	[Insurer Name]	[Policy Number]	[Member ID]	[Amount]	[DD/MM/YYYY]

Statutory Coverage

Form · Word

Employee Insurance Details Form

Download .docx

[Company Logo][Company Name]

REQUEST FOR ADDITION OF MEMBERS

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Insurer / Broker Name]
[Address]

Subject: Addition of members under Policy No. [Policy Number] – [Company Name]

Dear Sir/Madam,

Please add the following members to our group policy(ies) with effect from the dates mentioned below. Kindly adjust the applicable premium against our CD Account No. [Account Number] and share the endorsement copy and e-cards at the earliest.

Emp ID	Member Name	Relationship	Date of Birth	Gender	Effective Date	Policies (GMC/GTL/GPA)	Sum Insured (₹)
[Employee ID]	[Employee Name]	Self	[DD/MM/YYYY]	[M/F]	[Date of Joining]	[GMC, GTL, GPA]	[Amount]
[Employee ID]	[Member Name]	Spouse	[DD/MM/YYYY]	[M/F]	[DD/MM/YYYY]	[GMC]	[Amount]
[Employee ID]	[Member Name]	Child	[DD/MM/YYYY]	[M/F]	[DD/MM/YYYY]	[GMC]	[Amount]
[Employee ID]	[Employee Name]	Self	[DD/MM/YYYY]	[M/F]	[Date of Joining]	[GMC, GTL]	[Amount]

Summary

Form · Word

Employee Insurance Addition Request

Download .docx

[Company Logo][Company Name]

REQUEST FOR DELETION OF MEMBERS

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Insurer / Broker Name]
[Address]

Subject: Deletion of members from Policy No. [Policy Number] – [Company Name]

Dear Sir/Madam,

We request you to delete the following members from our group policy(ies) with effect from the dates stated. Kindly deactivate their e-cards and credit any refundable premium to our CD Account No. [Account Number].

Emp ID	Member Name	Relationship	Deletion Date	Reason	Claim Pending (Y/N)
[Employee ID]	[Employee Name]	Self + Family	[Last Working Day]	Resignation	[Y/N]
[Employee ID]	[Employee Name]	Self	[Last Working Day]	Termination / Retirement	[Y/N]
[Employee ID]	[Member Name]	Child	[DD/MM/YYYY]	Age limit crossed	[Y/N]
[Employee ID]	[Member Name]	Spouse	[DD/MM/YYYY]	No longer eligible	[Y/N]

Where a claim is marked as pending, please continue processing it for treatment taken during the period of cover. Employee [Employee Name] has requested information on portability or conversion; kindly contact them at [Mobile / Email].

Letter · Word

Employee Insurance Deletion Request

Download .docx

Form · Word
Employee Insurance Correction Form
Download .docx

Employee Loan Recovery Statement

Preview of the report

Loan Summary

Recovery Ledger

Position as on Statement Date

F&F Adjustment (if applicable)

Closure Confirmation (if balance is nil)

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Applicant Details

Loan Details

Existing Loans and Advances with the Company

Employee Loan Application

1. Loan

2. Interest

Employee Loan Agreement

Subject: Sanction of Employee Loan against Application No. [Reference Number]

Repayment Schedule

Employee Loan Approval

Section A: Employee Details

Section B: Statutory Benefits

Employee Benefits Enrollment Form

Employee Information

Coverage Summary

Statutory Coverage

Employee Insurance Details Form

Subject: Addition of members under Policy No. [Policy Number] – [Company Name]

Summary

Employee Insurance Addition Request

Subject: Deletion of members from Policy No. [Policy Number] – [Company Name]

Employee Insurance Deletion Request

Employee Details

Member Whose Data Needs Correction

Correction Details

Employee Insurance Correction Form

Member Name (as currently on e-card)
Relationship
E-card / Member ID

Employee Loan Recovery Statement

Preview of the report

Loan Summary

Recovery Ledger

Position as on Statement Date

F&F Adjustment (if applicable)

Closure Confirmation (if balance is nil)

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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