Free checklist template · Word

HR Compliance Checklist

The HR compliance checklist follows the employee lifecycle to make sure a small or growing company has the basics in place: registrations, hiring paperwork, payroll deductions, POSH, core policies, leave and working hours, and exit settlements. It is written for founders and first HR hires who need a practical starting point.

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[Company Logo][Company Name]

HR COMPLIANCE CHECKLIST

Company:: [Company Name]
Headcount (Employees / Contract):: [Number] / [Number]
States of Operation:: [State Names]
Reviewed by:: [HR Name]
Date:: [DD/MM/YYYY]

1. Registrations (Founder / HR)

Shops & Establishments registration for each office
PF registration (when applicable) and establishment code
ESI registration (when applicable)
Professional tax registration in applicable states
Labour welfare fund registration where applicable
TAN for TDS on salaries

2. Hiring and Onboarding (HR)

Standard offer letter and appointment letter with CTC break-up
Background / reference verification process
Joining forms: personal details, nominations, bank, PAN, masked Aadhaar
UAN generation or linking for PF members
ESI registration of eligible employees
Confidentiality / IP agreement where relevant
Personnel file created for each employee

3. Payroll and Statutory Deductions (Payroll)

Salary structure meets minimum wage for state and skill category
PF at 12% of basic + DA (employee and employer), subject to wage ceiling rules
ESI for employees earning up to ₹21,000/month (0.75% employee, 3.25% employer)
Professional tax deducted as per state slabs
TDS on salary computed and deposited; Form 16 issued
Gratuity liability provisioned or insured
Payslips issued every month

4. POSH (HR / Management)

POSH policy approved and communicated
Internal Committee constituted (10+ employees) with external member
Committee details displayed at each workplace
Annual awareness training held and recorded
Annual report filed

5. Policies and Working Conditions (HR)

Leave policy aligned with state law
Working hours, overtime and weekly off rules
Code of conduct and disciplinary procedure
Grievance redressal mechanism
Standing orders where applicable
Maternity benefit and creche provisions where applicable
Data privacy notice for employee data

6. Exit (HR / Payroll)

Resignation acceptance and notice period tracked
Full and final settlement within the required time
Gratuity paid where 5 years' continuous service is completed
PF exit date updated
Relieving and experience letters issued
Access revoked and assets recovered

Gap Summary

Gap	Risk (H/M/L)	Action	Owner	Target Date
[Gap]	[H/M/L]	[Action]	[Owner Name]	[DD/MM/YYYY]
[Gap]	[H/M/L]	[Action]	[Owner Name]	[DD/MM/YYYY]
[Gap]	[H/M/L]	[Action]	[Owner Name]	[DD/MM/YYYY]

Reviewed by
[HR Name]
Date: [Date]

Approved by
[Authorised Signatory]
Date: [Date]

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What this template includes

Registrations and thresholds stage
Hiring: offer and appointment letters, background checks, onboarding forms
Payroll: PF, ESI, PT, TDS, gratuity provisioning
POSH: policy, Internal Committee, training
Policies: leave, working hours, code of conduct, grievance
Exit: notice, relieving, full and final, gratuity

When to use it

A startup hiring its first 10–50 employees
A new HR manager joining an SME without structured HR
Before fundraising or acquisition due diligence
Annual self-review by the HR team

How to customise this template

1Note your headcount and states, since thresholds and state laws differ
2Tick items already in place and list gaps with owners
3Link each item to the document location on your drive
4Add items for remote or international employees
5Revisit after crossing headcount thresholds

HR tips

Fix registrations first; penalties and back-dues pile up
Issue written appointment letters to everyone, including interns
Constitute the Internal Committee as soon as you reach 10 employees
Keep employee records digital, organised and access-controlled

Thresholds and obligations vary by state, industry and headcount, and are changing under the four Labour Codes (in force from 21 November 2025, with rules being notified); review this checklist with a labour law adviser.

For HR & hiring managers

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Frequently asked questions

What HR compliances does a startup need in India?+

Typically Shops & Establishments registration, PF and ESI once thresholds apply, professional tax where applicable, TDS on salary, written appointment letters, a POSH policy and Internal Committee at 10+ employees, and core HR policies.

When does PF become applicable?+

PF has historically applied to establishments with 20 or more employees, with voluntary coverage possible below that. Confirm the current threshold under the Code on Social Security and its rules.

Is a POSH policy mandatory?+

The POSH Act requires employers to take preventive steps including a policy, and an Internal Committee where there are 10 or more employees.

All 50 posh, workplace safety & compliance →

[Company Logo][Company Name]

SAFETY COMPLIANCE CHECKLIST

Establishment:: [Company Name], [Work Location]
Review Date:: [DD/MM/YYYY]
Reviewed by:: [EHS / Admin Head]

Licences and Approvals

Item	Applicable	Number	Valid Until	Owner	Status
Factory licence / registration under OSH Code	[Yes / No]	[Number]	[DD/MM/YYYY]	[Owner Name]	[OK / Due / Missing]
Fire NOC	[Yes / No]	[Number]	[DD/MM/YYYY]	[Owner Name]	[OK / Due / Missing]
Pollution control consent	[Yes / No]	[Number]	[DD/MM/YYYY]	[Owner Name]	[OK / Due / Missing]
Shops & Establishments registration (offices)	[Yes / No]	[Number]	[DD/MM/YYYY]	[Owner Name]	[OK / Due / Missing]
Contract labour licences (principal employer and contractors)	[Yes / No]	[Number]	[DD/MM/YYYY]	[Owner Name]	[OK / Due / Missing]

Statutory Tests and Certificates

Lifts and hoists tested by competent person – due [DD/MM/YYYY]
Lifting machines, chains, slings tested – due [DD/MM/YYYY]
Pressure vessels and air receivers tested – due [DD/MM/YYYY]
Boiler certificate (if any) – due [DD/MM/YYYY]
Electrical installation inspection – due [DD/MM/YYYY]
Fire extinguishers and hydrant system serviced – due [DD/MM/YYYY]
Work environment monitoring (noise, dust, lux) – due [DD/MM/YYYY]

Organisation and Policy

Checklist · Word

Safety Compliance Checklist

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[Company Logo][Company Name]

LABOUR LAW COMPLIANCE CHECKLIST

Establishment:: [Company Name], [Work Location]
State:: [State Name]
Headcount (Employees / Contract):: [Number] / [Number]
Review Date:: [DD/MM/YYYY]
Reviewed by:: [HR Name] / [Legal Adviser]

A. Code on Wages, 2019

Item	Status (Yes / No / NA)	Evidence / Remarks
Wages not below applicable minimum / floor wage		[Remarks]
Salary structure reviewed against the Code's definition of wages		[Remarks]
Wages paid on time as per wage period		[Remarks]
Deductions only as permitted		[Remarks]
Equal remuneration for same or similar work regardless of gender		[Remarks]
Bonus computed and paid where applicable		[Remarks]

B. Code on Social Security, 2020

Item	Status (Yes / No / NA)	Evidence / Remarks
PF registration and monthly contributions		[Remarks]
ESI registration and contributions for eligible employees		[Remarks]
Gratuity paid on eligible exits; provision or insurance in place		[Remarks]
Maternity benefit and creche facility where applicable		[Remarks]
Employee compensation coverage for non-ESI employees		[Remarks]

C. Industrial Relations Code, 2020

Checklist · Word

Labour Law Compliance Checklist

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[Company Logo][Company Name]
POSH INQUIRY CHECKLIST
Complaint Ref. No.:
[Reference Number]
Date of Receipt:
[DD/MM/YYYY]
Presiding Officer:
[Presiding Officer Name]
Target Completion:
[DD/MM/YYYY]
Phase 1 – Intake (Presiding Officer)
- Complaint received in writing and logged in POSH register
- Acknowledgement issued to complainant with reference number
- Required copies and supporting documents received
- Each member has declared no conflict of interest, or recused
- Quorum for this case confirmed, including external member
- Case file opened and stored securely
Phase 2 – Conciliation (Committee)
- Complainant informed of option of conciliation
- Complainant's written choice recorded
- If conciliation: settlement recorded without any monetary element
- Copies of settlement given to both parties and employer
- If no conciliation or it fails: inquiry initiated
Phase 3 – Notice and Reply (Committee)
Checklist · Word
POSH Investigation Checklist
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[Company Logo][Company Name]
HEALTH & SAFETY CHECKLIST
Premises:
[Work Location]
Checked by:
[Employee Name], [Designation]
Date:
[DD/MM/YYYY]
Period:
[Month / Week]
Fire Safety
- Fire extinguishers in place, pressure gauge in green, refill date valid
- Emergency exits unlocked, unobstructed and signed
- Fire alarm / smoke detectors tested this month
- Evacuation plan displayed on each floor
- No storage of combustible material near electrical panels
Electrical Safety
- No loose wires, damaged plugs or exposed cables
- No overloaded multi-plug sockets or daisy-chained extensions
- Electrical panels closed, labelled, with clear access
- UPS / battery room ventilated and dry
First Aid
Checklist · Word
Health & Safety Checklist
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[Company Logo][Company Name]
EMERGENCY EVACUATION CHECKLIST
Premises:
[Work Location]
Date:
[DD/MM/YYYY]
Type:
[Mock Drill / Actual Emergency]
Emergency Coordinator:
[Name]
Assembly Point:
[Assembly Point Location] (Alternate: [Location])
Before – Preparedness (Admin / Safety Officer)
- Evacuation plan with exits displayed on every floor
- Exit routes and staircases clear, doors open outward and unlocked
- Exit signs and emergency lighting working
- Fire alarm and public address system tested
- Floor marshals and sweepers named for each shift
- Persons needing assistance identified with a buddy assigned
- Visitor and contractor registers up to date
During – Evacuation (Floor Marshals)
- Alarm raised and emergency services called (112 / 101)
- Machines and gas supply shut down if safe to do so
- Occupants directed to nearest safe exit; lifts not used
- Sweepers checked rooms, toilets, pantry and storerooms
- Persons needing assistance helped by buddies
- Doors closed behind (not locked) to slow fire spread
- Marshals reported floor clear to the coordinator
At the Assembly Point (Coordinator / HR / Security)
Checklist · Word
Emergency Evacuation Checklist
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[Company Logo][Company Name]
WORKPLACE INSPECTION CHECKLIST
Area / Section:
[Department / Line]
Date:
[DD/MM/YYYY]
Shift:
[Shift]
Inspected by:
[Inspector Name]
Mark each item Yes (OK), No (defect – log below) or NA (not applicable).
1. Machinery
Check Yes No NA
All moving parts guarded; guards fixed and undamaged
Emergency stop buttons tested and working
Interlocks not bypassed
Machine-specific SOP displayed in local language
2. Electrical
Check Yes No NA
Panels closed and labelled; rubber mats in front
No temporary or exposed wiring
Lock-out tag-out locks and tags available
Earthing points intact
Checklist · Word
Workplace Inspection Checklist
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[Company Logo][Company Name]

HEALTH & SAFETY AUDIT CHECKLIST

Site:: [Company Name], [Work Location]
Audit Date(s):: [DD/MM/YYYY]
Lead Auditor:: [Auditor Name]
Audit Team:: [Names]
Scoring:: 0 = Not in place, 1 = Partly in place, 2 = Fully in place with evidence

A. Leadership and Policy

Question	Score (0-2)	Evidence Seen
Signed safety policy reviewed in the last 12 months?		[Evidence]
Safety objectives and targets set and tracked?		[Evidence]
Management safety walks recorded?		[Evidence]

B. Hazard Identification and Risk Control

Question	Score (0-2)	Evidence Seen
Risk assessments exist for all major activities?		[Evidence]
Permit-to-work system used for high-risk work?		[Evidence]
Change management reviews safety before process changes?		[Evidence]

C. Training and Competence

Checklist · Word

Health & Safety Audit Checklist

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[Company Logo][Company Name]

HR & LABOUR COMPLIANCE CALENDAR

Company:: [Company Name]
Financial Year:: [Year]
States Covered:: [State Names]
Prepared by:: [HR Name]
Last Verified On:: [DD/MM/YYYY]

All due dates below are placeholders. Verify each date against current official notifications and portals before relying on them.

Monthly Compliances

Compliance	Applies To	Due Date	Owner	Status (Month)
PF contribution payment and ECR	All PF-covered establishments	[Day] of following month	[Owner Name]	[Done / Pending]
ESI contribution payment	ESI-covered establishments	[Day] of following month	[Owner Name]	[Done / Pending]
TDS on salary deposit	All employers deducting TDS	[Day] of following month	[Owner Name]	[Done / Pending]
Professional tax payment / return	[State Names]	[Day] as per state	[Owner Name]	[Done / Pending]
Payroll and attendance register update	All establishments	[Day]	[Owner Name]	[Done / Pending]

Quarterly / Half-yearly Compliances

Compliance	Period	Due Date	Owner	Status
TDS return on salaries (Form 24Q)	Quarterly	[DD/MM/YYYY]	[Owner Name]	[Done / Pending]
Labour welfare fund contribution	[Half-yearly / Annual as per state]	[DD/MM/YYYY]	[Owner Name]	[Done / Pending]
Contract labour / establishment returns	[As per rules]	[DD/MM/YYYY]	[Owner Name]	[Done / Pending]
Safety committee meeting	Quarterly	[DD/MM/YYYY]	[Owner Name]	[Done / Pending]

Template · Word

Compliance Calendar

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Check	Yes	No	NA
All moving parts guarded; guards fixed and undamaged
Emergency stop buttons tested and working
Interlocks not bypassed
Machine-specific SOP displayed in local language

Check	Yes	No	NA
Panels closed and labelled; rubber mats in front
No temporary or exposed wiring
Lock-out tag-out locks and tags available
Earthing points intact

HR Compliance Checklist

Preview of the checklist

1. Registrations (Founder / HR)

2. Hiring and Onboarding (HR)

3. Payroll and Statutory Deductions (Payroll)

4. POSH (HR / Management)

5. Policies and Working Conditions (HR)

6. Exit (HR / Payroll)

Gap Summary

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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