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Labour Law Compliance Checklist

This labour law compliance checklist is organised around India's four Labour Codes, the Code on Wages, the Code on Social Security, the Industrial Relations Code and the OSH Code, along with POSH and state laws. It helps HR and legal teams map their current practices to the new framework and identify what needs to change as rules are notified.

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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

Item	Status (Yes / No / NA)	Evidence / Remarks
Standing orders certified / adopted where applicable		[Remarks]
Grievance redressal committee where applicable		[Remarks]
Disciplinary procedure follows natural justice		[Remarks]
Retrenchment / closure procedures reviewed		[Remarks]

D. OSH Code, 2020

Item	Status (Yes / No / NA)	Evidence / Remarks
Establishment registration under the Code		[Remarks]
Appointment letters issued to all employees		[Remarks]
Working hours, overtime and weekly off as per rules		[Remarks]
Safety, health and welfare facilities in place		[Remarks]
Contract labour: principal employer obligations and contractor licences		[Remarks]
Annual health check-up for specified employees		[Remarks]

E. Other Laws

Item	Status (Yes / No / NA)	Evidence / Remarks
POSH Act, 2013: policy, Internal Committee, training, annual report		[Remarks]
State Shops & Establishments registration and rules		[Remarks]
Professional tax and labour welfare fund (state)		[Remarks]
Rights of Persons with Disabilities Act: equal opportunity policy		[Remarks]

Action Plan

Gap	Code / Law	Action	Owner	Target Date
[Gap]	[Code]	[Action]	[Owner Name]	[DD/MM/YYYY]
[Gap]	[Code]	[Action]	[Owner Name]	[DD/MM/YYYY]
[Gap]	[Code]	[Action]	[Owner Name]	[DD/MM/YYYY]

Prepared by
[HR Name]
Date: [Date]

Reviewed by
[Legal Adviser]
Date: [Date]

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What this template includes

Code-wise sections so gaps map to the right law
Wage definition and salary structure review
Social security: PF, ESI, gratuity, maternity
Industrial relations: standing orders, grievance committee, retrenchment procedure
OSH: registration, safety, welfare, working hours
Other laws: POSH, state Shops & Establishments, LWF
Status and evidence column

When to use it

Transitioning HR practices to the Labour Codes
Annual legal compliance review
Before a labour inspection or client compliance audit
Reviewing a contractor's compliance as principal employer

How to customise this template

1Mark which Codes and state rules apply to each establishment
2Add thresholds as notified in your state rules
3Record evidence location for each item
4Review with your legal adviser before finalising
5Update when your state notifies rules or forms

HR tips

Review the wage definition impact on PF, gratuity and bonus early
Map old registrations to new registration requirements
Do not assume central rules apply; state rules may differ
Keep a change log of what you updated and when

The four Labour Codes were brought into force from 21 November 2025, with central and state rules being notified progressively; this checklist is a general guide and must be verified against current rules for each state with a labour law adviser.

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Frequently asked questions

What are the four Labour Codes?+

The Code on Wages, 2019, the Industrial Relations Code, 2020, the Code on Social Security, 2020 and the Occupational Safety, Health and Working Conditions Code, 2020. They consolidate many earlier labour laws.

When did the Labour Codes come into force?+

They were brought into force from 21 November 2025, with rules being notified by the Centre and the states.

Does the POSH Act fall under the Labour Codes?+

No. The POSH Act, 2013 is a separate law and continues to apply alongside the Labour Codes.

Do state Shops & Establishments Acts still apply?+

State laws continue to apply to the extent applicable; check how your state's rules interact with the OSH Code.

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

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Safety Compliance Checklist

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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)
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HR 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)
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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
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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)
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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
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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

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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]

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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

Labour Law Compliance Checklist

Preview of the checklist

A. Code on Wages, 2019

B. Code on Social Security, 2020

C. Industrial Relations Code, 2020

D. OSH Code, 2020

E. Other Laws

Action Plan

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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