An ID card issue form collects the details printed on an employee's photo identity card, such as name, employee ID, designation, blood group and emergency contact, and records when the card was handed over. HR or admin uses it at joining and for reissue after a change in details.
Attach one recent passport-size colour photograph with a plain light background, or share a digital photo in JPG format with face clearly visible. Photographs with caps, dark glasses or filters will not be accepted.
Section 4: Card Issued (for Admin use)
Card No.
Date of Issue
Valid Till
Lanyard / Holder Issued
Previous Card No. (if reissue)
[Card Number]
[DD/MM/YYYY]
[DD/MM/YYYY]
Yes / No
[Card Number]
Section 5: Conditions
The ID card is the property of [Company Name] and must be worn visibly within company premises and at client sites.
The card is not transferable and must not be lent to anyone.
Loss of the card must be reported to Admin within 24 hours.
A replacement charge of ₹[Amount] may apply for a lost or damaged card, as per company policy.
The card must be returned on exit, transfer to another entity or expiry of the contract.
Declaration
I confirm that the details given above are correct and I have received ID Card No. [Card Number]. I will follow the conditions of use and return the card when required.
Employee [Employee Name] Date: [Date]
Verified by [HR Name] Human Resources Date: [Date]
Issued by [Admin Name] Administration Date: [Date]
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Frequently asked questions
What details are printed on an employee ID card in India?+
Usually the company name and logo, employee photo, name, employee ID, designation or department, blood group, emergency contact and validity date. Avoid printing sensitive personal data such as full Aadhaar number.
Is an ID card mandatory for employees?+
Many state rules and factory or contractor regulations expect identity cards for certain workers, and most companies issue them for security. Check the rules that apply to your establishment.
Can a company charge for a lost ID card?+
Many companies charge a reasonable replacement fee stated in their policy. Record it in the issue form so the employee knows in advance.