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Nominee Change Form

A nominee change form lets an employee replace or add nominees for employer-linked benefits such as gratuity, group term life insurance and other dues payable on death. It records the new nominees, their share and witnesses, and notes where statutory forms must also be filed.

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[Company Logo][Company Name]

NOMINATION / CHANGE OF NOMINEE FORM

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

I hereby cancel my earlier nomination(s) for the benefits ticked below and nominate the following person(s).

Gratuity
Group term life insurance
Group personal accident insurance
Unpaid salary, leave encashment and other dues
Other: [Specify]

Nominee Name	Relationship	Date of Birth	Address	Share (%)	Guardian (if minor)
[Name]	[Relationship]	[DD/MM/YYYY]	[Address]	[%]	[Guardian Name / NA]
[Name]	[Relationship]	[DD/MM/YYYY]	[Address]	[%]	[Guardian Name / NA]
[Name]	[Relationship]	[DD/MM/YYYY]	[Address]	[%]	[Guardian Name / NA]

Note: For Provident Fund, I will file or update my e-nomination through the EPFO member portal using my UAN.

Privacy notice: [Company Name] collects the details on this page only for paying benefits and dues to your nominees. Access is limited to authorised HR staff, and the record will be kept for the duration of employment and until all dues are settled, plus the retention period, after which it will be securely deleted or destroyed. You may ask HR to see or correct your data, consistent with the Digital Personal Data Protection Act, 2023.

Employee
[Employee Name]
Date: [Date]

Witness 1
Name: [Name]
Signature

Witness 2
Name: [Name]
Signature

Acknowledgement

Received the above nomination on [Date] and filed in the personnel file of [Employee Name].

[HR Name]
For [Company Name]

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What this template includes

Benefit-wise nomination so each scheme is clear
Share percentage totalling 100 per cent
Guardian details for minor nominees
Witness signatures
Reference to statutory forms such as PF e-nomination
Acknowledgement by HR with date

When to use it

After marriage, when the spouse becomes a nominee
After the death of an existing nominee
When an employee wants to change share percentages
When a minor nominee needs a guardian named

How to customise this template

1List every benefit your company offers that needs a nominee
2Add your insurer's policy number
3Note that PF nomination is filed online by the employee through the member portal
4Use the statutory gratuity nomination format where your rules require it
5Keep a copy in the sealed section of the personnel file

HR tips

Check that shares add up to exactly 100 per cent
Record nominee contact only as much as needed to pay dues
Remind employees that nominations do not settle inheritance disputes
Acknowledge receipt in writing so the employee knows it is on file

Statutory nominations for PF, gratuity and similar benefits may need prescribed forms. Use this form alongside them and confirm requirements with your legal or compliance adviser.

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Frequently asked questions

Can I change my gratuity nominee?+

Yes. Submit a fresh nomination to HR; in many cases a nomination must be updated after marriage.

Does this form change my PF nominee?+

PF nomination is usually filed online through the EPFO member portal. HR can guide you, but this form alone does not change it.

Can a minor be a nominee?+

Yes, but you should name a guardian who will receive the amount on the minor's behalf.

All 50 employee personal & master records →

[Company Logo][Company Name]
EMPLOYEE ADDRESS CHANGE FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Date:
[Date]
Address Being Changed
- Current / communication address
- Permanent address
- Both
Detail Old Address New Address
House / Flat No. and Building [Old] [New]
Street / Locality [Old] [New]
City / District [Old] [New]
State and PIN Code [Old] [New]
Effective Date of Change (DD/MM/YYYY)
Proof Submitted (one document)
Proof Reference Number (masked if Aadhaar)
Systems to Update (HR use)
Form · Word
Employee Address Change Form
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[Company Logo][Company Name]
EMPLOYEE NAME CHANGE FORM
Employee ID:
[Employee ID]
Department:
[Department]
Designation:
[Designation]
Date:
[Date]
Name Details
First Name Middle Name Surname
Existing name in records [First] [Middle] [Surname]
New name requested [First] [Middle] [Surname]
Reason and Proof
- Marriage
- Gazette notification
- Spelling correction to match PAN
- Other: [Specify]
Proof Document Submitted
Document Number / Date
PAN updated with new name (Yes / No / Applied)
Bank account updated (Yes / No / Applied)
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Employee Name Change Form
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[Company Logo][Company Name]
MARITAL STATUS CHANGE INTIMATION (CONFIDENTIAL)
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Date:
[Date]
Change Being Reported
- Married
- Divorced
- Legally separated
- Widowed
- Correction of recorded status
Effective Date (DD/MM/YYYY)
Previous Status in Records
Benefit Actions Requested
- Add spouse to group health insurance
- Remove spouse from group health insurance
- Review PF / gratuity / insurance nominations
- No benefit action; update record only
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Employee Marital Status Change Form
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Detail	Old Address	New Address
House / Flat No. and Building	[Old]	[New]
Street / Locality	[Old]	[New]
City / District	[Old]	[New]
State and PIN Code	[Old]	[New]

Effective Date of Change (DD/MM/YYYY)
Proof Submitted (one document)
Proof Reference Number (masked if Aadhaar)

	First Name	Middle Name	Surname
Existing name in records	[First]	[Middle]	[Surname]
New name requested	[First]	[Middle]	[Surname]

Proof Document Submitted
Document Number / Date
PAN updated with new name (Yes / No / Applied)
Bank account updated (Yes / No / Applied)

Effective Date (DD/MM/YYYY)
Previous Status in Records

[Company Logo][Company Name]

SALARY BANK ACCOUNT CHANGE REQUEST

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

Detail	Existing Account	New Account
Account Holder Name	[Name]	[Name]
Bank Name and Branch	[Bank]	[Bank]
Account Number	[Last 4 digits]	[Full account number]
IFSC Code	[IFSC]	[IFSC]
Account Type	[Savings]	[Savings / Salary]

Reason for Change
Proof Attached (cancelled cheque / bank letter)
Requested Effective Payroll Month

Payroll Verification (internal)

Name on proof matches employee record
IFSC validated
Call-back done on registered mobile on [Date] by [Name]
Penny-drop / test credit successful (if used)
Updated in payroll from [Month YYYY]

Privacy notice: [Company Name] collects the details on this page only for crediting your salary and reimbursements. Access is limited to authorised HR staff, and the record will be kept for the duration of employment and the statutory retention period for payroll records, after which it will be securely deleted or destroyed. You may ask HR to see or correct your data, consistent with the Digital Personal Data Protection Act, 2023.

Form · Word

Bank Account Change Form

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[Company Logo][Company Name]

DEPARTMENT CHANGE FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Effective Date:: [DD/MM/YYYY]
Form Ref.:: [Reference Number]

Detail	Current	New
Department	[Department]	[New Department]
Cost Centre	[Code]	[Code]
Reporting Manager	[Reporting Manager]	[New Manager]
Designation	[Designation]	[Designation / Unchanged]
Shift / Working Hours	[Shift]	[Shift]

Reason for Change
Change in responsibilities
Compensation change (None / As per letter ref.)

Access and Systems

Old department system access revoked
New department access granted
Approval workflows updated in HRMS
Email groups updated

Handover

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Employee Department Change Form

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[Company Logo][Company Name]
DESIGNATION CHANGE FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Proposed by:
[Reporting Manager]
Type of Change
- Promotion
- Title realignment (no change in grade)
- Role redesign
- Correction of records
Detail Current Proposed
Designation [Designation] [New Designation]
Grade / Band [Grade] [Grade]
Annual CTC (₹) [CTC] [CTC]
Reporting Manager [Reporting Manager] [Reporting Manager]
Effective Date (DD/MM/YYYY)
Justification (responsibilities, performance, business need)
Approvals
Form · Word
Employee Designation Change Form
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Detail	Current	Proposed
Designation	[Designation]	[New Designation]
Grade / Band	[Grade]	[Grade]
Annual CTC (₹)	[CTC]	[CTC]
Reporting Manager	[Reporting Manager]	[Reporting Manager]

Effective Date (DD/MM/YYYY)
Justification (responsibilities, performance, business need)

[Company Logo][Company Name]

REPORTING MANAGER CHANGE FORM

Department:: [Department]
Effective Date:: [DD/MM/YYYY]
Initiated by:: [Department Head]
Form Ref.:: [Reference Number]

Employee ID	Employee Name	Designation	Current Manager	New Manager	Dotted-line Manager (if any)
[Employee ID]	[Employee Name]	[Designation]	[Reporting Manager]	[New Manager]	[Name / NA]
[Employee ID]	[Employee Name]	[Designation]	[Reporting Manager]	[New Manager]	[Name / NA]
[Employee ID]	[Employee Name]	[Designation]	[Reporting Manager]	[New Manager]	[Name / NA]

Reason for Change

Handover Checklist

Pending leave, attendance and expense approvals cleared
Current goals and KPIs shared with new manager
Outgoing manager's appraisal input recorded for the period managed
Introduction meeting held on [Date]
HRMS approval workflow updated
Employees informed in writing

Appraisal Ownership for Current Cycle

Form · Word

Employee Reporting Manager Change Form

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[Company Logo][Company Name]

WORK LOCATION CHANGE FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Transfer Letter Ref.:: [Reference Number]
Effective Date:: [DD/MM/YYYY]

Detail	Current	New
Work Location / Branch	[Work Location]	[New Location]
City and State	[City, State]	[City, State]
Establishment Registration No.	[Number]	[Number]
Reporting Manager	[Reporting Manager]	[New Manager]

Compliance and Payroll Changes

Professional tax state changed from [Month YYYY]
Labour welfare fund updated
Employee added to new location register
ESIC dispensary updated (if covered)
City-linked allowance revised as per letter

Relocation Support

Item	Eligible Limit (₹)	Claimed (₹)	Approved by
Travel for employee and family	[Amount]	[Amount]	[Name]
Temporary accommodation	[Amount]	[Amount]	[Name]
Household shifting	[Amount]	[Amount]	[Name]

Form · Word

Employee Location Change Form

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Nominee Change Form

Preview of the form

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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