Free form template · Word

PAN Change Declaration

A PAN change declaration is signed by an employee to correct or update the PAN held in payroll records. Accurate PAN is essential for TDS deduction, TDS returns and Form 16, so HR uses this declaration before changing the PAN in payroll.

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[Company Logo][Company Name]

DECLARATION FOR CHANGE / CORRECTION OF PAN

To:: The Payroll Department, [Company Name]
Employee ID:: [Employee ID]
Date:: [Date]

I, [Employee Name], [Designation], [Department], request that my PAN be updated in the company's payroll records as below.

Detail	As in Company Records	Correct / New
PAN	[Old PAN]	[New PAN]
Name as on PAN	[Name]	[Name]
Date of Birth as on PAN	[DD/MM/YYYY]	[DD/MM/YYYY]

Reason

Typing error in records
Name change reflected in new PAN
PAN obtained after joining
Other: [Specify]

PAN linked with Aadhaar (Yes / No / In process)
Effective from Payroll Month
Attachment: copy of PAN card

Payroll Use

PAN verified online on [Date]
Updated in payroll and TDS records
Prior quarter TDS correction required (Yes / No)

Privacy notice: [Company Name] collects the details on this page only for deducting and reporting TDS and issuing Form 16 under your correct PAN. Access is limited to authorised HR staff, and the record will be kept for the statutory period for tax and 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.

Declaration

I declare that the PAN given above is mine and correct, and that I hold no other PAN. I understand the consequences of furnishing incorrect PAN.

Employee
[Employee Name]
Date: [Date]

Payroll
[Name]
Date: [Date]

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What this template includes

Old and new PAN with reason for change
Name and date of birth as on PAN
PAN-Aadhaar linking status, which affects TDS
Effective month for payroll and TDS
Copy of PAN card attached
Employee declaration and payroll update record

When to use it

PAN was entered wrongly at joining
An employee gets a reprinted PAN card after a name change
TDS returns show PAN mismatch errors
An employee had no PAN at joining and now has one

How to customise this template

1Add your TDS returns quarter deadlines for internal planning
2Mention who to contact in payroll
3Include a note for correcting TDS already deposited
4Remove the linking field if not relevant to your process
5Add your company TAN in the header

HR tips

Verify PAN on the income-tax portal before updating
Correct prior TDS returns if the earlier PAN was wrong
Do not keep extra copies of the PAN card outside the payroll file
An inoperative PAN can lead to higher TDS, so flag linking issues early

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Frequently asked questions

Why is PAN important for my salary?+

Employers deduct TDS against your PAN, and credits appear in your tax records only if the PAN is correct.

What if my PAN was wrong in earlier TDS returns?+

Payroll can file correction returns so the tax credit moves to your correct PAN.

Can I give HR my PAN number without a copy of the card?+

HR usually needs a copy or online verification to avoid errors. The copy is kept only in the payroll file.

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)
Form · Word
Employee Name Change Form
Download .docx
[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
Form · Word
Employee Marital Status Change Form
Download .docx

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]

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.

Form · Word

Nominee Change Form

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[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]
AADHAAR UPDATE DECLARATION AND CONSENT
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
UAN:
[UAN]
Date:
[Date]
Aadhaar (last 4 digits only): XXXX XXXX [Last 4 Digits]
Masked Aadhaar copy attached (Yes / No)
Details Updated on Aadhaar
Field Earlier Value Updated Value
Name [Earlier] [Updated]
Date of Birth [DD/MM/YYYY] [DD/MM/YYYY]
Gender [Earlier] [Updated]
Purpose of Use
- EPFO KYC approval / UAN seeding
- ESIC record update
- Other scheme required by law: [Specify]
Form · Word
Aadhaar Update Declaration
Download .docx

Aadhaar (last 4 digits only): XXXX XXXX [Last 4 Digits]
Masked Aadhaar copy attached (Yes / No)

Field	Earlier Value	Updated Value
Name	[Earlier]	[Updated]
Date of Birth	[DD/MM/YYYY]	[DD/MM/YYYY]
Gender	[Earlier]	[Updated]

[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

Form · Word

Employee Department Change Form

Download .docx

[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
Download .docx

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)

PAN Change Declaration

Preview of the form

Reason

Payroll Use

Declaration

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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