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Family Details Declaration Form

A family details declaration form records an employee's immediate family members and discloses any relatives working in the company, a competitor, vendor or customer. HR uses it for personnel records, benefits planning and conflict-of-interest checks.

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[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

Name	Relationship	Organisation	Nature of Link
[Name]	[Relationship]	[Organisation]	[Employee / Owner / Partner]
[Name]	[Relationship]	[Organisation]	[Employee / Owner / Partner]

Declaration

I declare that the information above is complete and true. I understand that non-disclosure of a relative in a position that may create a conflict of interest may be treated as a breach of the company's code of conduct. I will inform HR of any change.

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

Reviewed by
[HR Name]
Conflict flagged: Yes / No
Date: [Date]

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What this template includes

Parents, spouse, children and siblings with occupation
Relatives working in the company and their department
Relatives with vendors, customers or competitors
Link to benefit records such as medical cover
Declaration of completeness

When to use it

At joining, as part of the personnel file
When the company has a policy on relatives working in the same team
For roles in purchase, finance or sales where conflicts of interest matter
When family details change

How to customise this template

1Add your conflict-of-interest policy reference
2Limit siblings' details if not needed
3Add a field for in-laws for medical cover if your policy allows
4Route conflict disclosures to the compliance officer

HR tips

Explain why details are asked so employees are comfortable
Treat disclosure of a relative as information, not wrongdoing
Do not make reporting lines between relatives without review
Update after marriage or childbirth

Collect only what is needed, use it for employment and benefit purposes, and store it securely. Review the form against applicable laws and your data-protection practices.

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Frequently asked questions

Why does a company need family details?+

For emergency contact, benefits such as medical insurance, nominations and to check potential conflicts of interest.

Do I have to declare relatives working in the company?+

Most companies require it so they can avoid one relative supervising or approving the work of another.

Is this form the same as a dependents declaration?+

No. A dependents declaration lists people who rely on you financially for benefits. This form lists family members and possible conflicts.

All 50 joining & new employee documents →

[Company Logo][Company Name]
EMPLOYEE PERSONAL DETAILS FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Purpose:
New record / Update of existing record
A. Identity
First Name
Middle Name
Last Name / Surname
Name as per PAN
Date of Birth (DD/MM/YYYY)
Place of Birth
Gender
Nationality
Religion (optional)
B. Family
Marital Status
Date of Marriage (if applicable)
Spouse's Name
Father's Name
Mother's Name
Number of Children
C. Contact and Address
Form · Word
Employee Personal Details Form
Download .docx

First Name
Middle Name
Last Name / Surname
Name as per PAN
Date of Birth (DD/MM/YYYY)
Place of Birth
Gender
Nationality
Religion (optional)

Marital Status
Date of Marriage (if applicable)
Spouse's Name
Father's Name
Mother's Name
Number of Children

[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]
BANK ACCOUNT DETAILS FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Request Type:
New Joiner / Change of Account
Effective from Payroll Month:
[Month YYYY]
A. Bank Account Details
Account Holder Name (as in bank records)
Bank Name
Branch Name and City
Account Number
Re-enter Account Number
Account Type (Savings / Salary)
IFSC Code
MICR Code (optional)
B. Previous Account (for change requests only)
Previous Bank Name
Previous Account Number (last 4 digits)
Reason for Change
C. Proof Attached
Form · Word
Bank Account Details 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

Account Holder Name (as in bank records)
Bank Name
Branch Name and City
Account Number
Re-enter Account Number
Account Type (Savings / Salary)
IFSC Code
MICR Code (optional)

Previous Bank Name
Previous Account Number (last 4 digits)
Reason for Change

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]

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

Family Details Declaration Form

Preview of the form

1. Immediate Family

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

3. Relatives Linked to Vendors, Customers or Competitors

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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