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Gratuity Nomination Form

A gratuity nomination form records whom an employee wants to receive gratuity if they die before it is paid. This template is an internal company declaration that captures family and nominee details; employers should also use the prescribed statutory nomination format where the applicable rules require it.

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[Company Logo][Company Name]

GRATUITY NOMINATION DECLARATION (INTERNAL)

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

Note: This is an internal company declaration. The prescribed statutory nomination format will also be completed where required.

1. Family Details

Name	Relationship	Date of Birth	Address
[Name]	[Relationship]	[DD/MM/YYYY]	[Address]
[Name]	[Relationship]	[DD/MM/YYYY]	[Address]
[Name]	[Relationship]	[DD/MM/YYYY]	[Address]

2. Nominees for Gratuity

Nominee Name	Relationship	Age	Address	Share of Gratuity (%)
[Nominee Name]	[Relationship]	[Age]	[Address]	[%]
[Nominee Name]	[Relationship]	[Age]	[Address]	[%]
[Nominee Name]	[Relationship]	[Age]	[Address]	[%]

3. Minor Nominee – Guardian

Guardian Name
Relationship to Minor
Address

4. Declaration by Employee

I hereby nominate the person(s) named above to receive the gratuity payable to me in the event of my death before payment, in the shares stated. I confirm the nominees are members of my family where I have a family, and I will submit a fresh nomination if my family circumstances change.

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

5. Witnesses

Witness 1
Name and Address
Signature

Witness 2
Name and Address
Signature

6. Employer's Acknowledgement

Certified that the nomination has been signed by the employee in our presence and has been recorded on [Date].

For [Company Name]
[Authorised Signatory]
Date: [Date]

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What this template includes

Explanation that gratuity becomes payable after 5 years' continuous service (and in death or disablement cases as per law)
Family member list, as gratuity rules favour family nominees
Nominee shares totalling 100%
Guardian for minors
Two witnesses
Employer acknowledgement with date

When to use it

Shortly after joining, as part of statutory onboarding
When the employee's family changes through marriage, birth or death
When the company moves gratuity to an insurer-managed fund and needs fresh nominations
During a nomination audit

How to customise this template

1Add your gratuity trust or insurer policy number if applicable
2Use the prescribed statutory form alongside this one where required
3Add a revision section for later changes
4Keep a copy in the personnel file and give one to the employee

HR tips

Encourage employees to nominate family members
Ask for a fresh nomination after marriage
Do not let a nominee act as a witness
Acknowledge receipt in writing

This is an internal company declaration form and not a copy of a statutory form. Use the prescribed nomination format where the Payment of Gratuity rules or the Code on Social Security and its rules require it, and review with a legal adviser.

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Frequently asked questions

When is gratuity payable?+

Generally after five years of continuous service at the rate of 15 days' wages for each completed year, and in cases of death or disablement as provided under law.

Who can be a gratuity nominee?+

Gratuity rules give priority to family members. If the employee has a family, nominations are generally expected in favour of family members.

Is this the statutory gratuity nomination form?+

No. It is an internal declaration. Use the prescribed format as required by the applicable rules as well.

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[Company Logo][Company Name]

PF NOMINATION DETAILS FORM (INTERNAL WORKSHEET)

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

Important: This is an internal company worksheet and not an official EPFO form. You must also complete the official EPFO nomination (e-nomination on the member portal or as required).

Part 1: Family Members

Name	Relationship	Date of Birth	Dependent (Yes / No)
[Name]	[Relationship]	[DD/MM/YYYY]	[Yes / No]
[Name]	[Relationship]	[DD/MM/YYYY]	[Yes / No]
[Name]	[Relationship]	[DD/MM/YYYY]	[Yes / No]
[Name]	[Relationship]	[DD/MM/YYYY]	[Yes / No]

Part 2: Proposed Provident Fund Nominees

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]	[%]

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[Company Logo][Company Name]
GROUP INSURANCE NOMINATION FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Insurer / Broker:
[Insurer Name] / [Broker Name]
A. Policies Covered
- Group Term Life – Policy No. [Policy Number]
- Group Personal Accident – Policy No. [Policy Number]
- Other: [Specify]
B. Employee Details
Full Name as per PAN
Date of Birth
Gender
Mobile Number
Email ID
C. Nominee Details
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NEW EMPLOYEE JOINING FORM
Company:
[Company Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Please fill all sections in capital letters and attach self-attested copies of the documents listed in Section 7. Paste a recent passport-size photograph in the box provided.
1. Personal Details
Full Name (as per PAN)
Father's / Spouse's Name
Date of Birth (DD/MM/YYYY)
Gender
Marital Status
Blood Group
Nationality
Mobile Number
Personal Email ID
Aadhaar (last 4 digits / masked copy)
2. Address
Current Address with PIN Code
Permanent Address with PIN Code
Years at Current Address
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[Company Logo][Company Name]
NEW EMPLOYEE INFORMATION FORM
Company:
[Company Name]
Expected Date of Joining:
[Date of Joining]
Section 1: Basic Information
Full Name
Preferred Name (for email and ID card)
Mobile Number
Personal Email ID
City of Residence
Section 2: Role Information (to be pre-filled by HR)
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Work Location [Work Location]
Work Pattern (Office / Hybrid / Remote / Shift)
Section 3: IT and Access Requirements
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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
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Full Name as per PAN
Date of Birth
Gender
Mobile Number
Email ID

Full Name (as per PAN)
Father's / Spouse's Name
Date of Birth (DD/MM/YYYY)
Gender
Marital Status
Blood Group
Nationality
Mobile Number
Personal Email ID
Aadhaar (last 4 digits / masked copy)

Current Address with PIN Code
Permanent Address with PIN Code
Years at Current Address

Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Work Location	[Work Location]
Work Pattern (Office / Hybrid / Remote / Shift)

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]

EMPLOYEE BIODATA

Company:: [Company Name]
Post Applied / Appointed:: [Designation]
Photograph:: [Paste passport-size photograph]

1. Personal Particulars

Full Name
Father's / Husband's Name
Date of Birth and Age
Native Place and District
Present Address
Permanent Address
Mobile Number
Marital Status
Height and Weight
Identification Marks (1) and (2)
Aadhaar (last 4 digits / masked copy)

2. Educational Qualification

Examination	School / Board / University	Year of Passing	Percentage / Grade
[10th / SSC]	[Board]	[YYYY]	[%]
[12th / HSC / ITI]	[Board]	[YYYY]	[%]
[Graduation / Diploma]	[University]	[YYYY]	[%]

3. Work Experience

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[Company Logo][Company Name]
EMPLOYEE MASTER DATA FORM
Request Type:
New Hire / Change
Effective Date:
[Date]
Prepared by:
[HR Name]
A. Identification
Employee ID [Employee ID]
Full Name (as per PAN) [Employee Name]
Date of Birth
Gender
Date of Joining [Date of Joining]
B. Organisation
Legal Entity
Business Unit
Department [Department]
Cost Centre Code
Work Location [Work Location]
State (for professional tax / LWF)
C. Job
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Employee ID	[Employee ID]
Full Name (as per PAN)	[Employee Name]
Date of Birth
Gender
Date of Joining	[Date of Joining]

Legal Entity
Business Unit
Department	[Department]
Cost Centre Code
Work Location	[Work Location]
State (for professional tax / LWF)

[Company Logo][Company Name]

EMPLOYEE REGISTRATION FORM

Register Serial No.:: [Reference Number]
Date of Registration:: [Date]
Unit / Plant:: [Work Location]

Part 1: Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Father's / Spouse's Name
Date of Birth
Mobile Number
Designation	[Designation]
Department	[Department]
Date of Joining	[Date of Joining]
Category (Permanent / Probationer / Trainee / Contract)
Contractor Name (if contract worker)

Part 2: Attendance Enrolment – Time Office

Biometric ID / Card Number
Shift Assigned (General / A / B / C)
Weekly Off
Gate Entry Permitted From (date)

Part 3: Facilities Enrolment – Admin

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Full Name
Preferred Name (for email and ID card)
Mobile Number
Personal Email ID
City of Residence

Gratuity Nomination Form

Preview of the form

1. Family Details

2. Nominees for Gratuity

3. Minor Nominee – Guardian

4. Declaration by Employee

5. Witnesses

6. Employer's Acknowledgement

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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