Free form template · Word

PAN Declaration Form

A PAN declaration form is an internal payroll form in which the employee confirms their PAN, name as per PAN and PAN–Aadhaar link status, so that TDS on salary is deducted and reported correctly. It also records cases where PAN has been applied for but not yet received.

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[Company Logo][Company Name]

PAN DECLARATION FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Financial Year:: [YYYY-YY]

Section A: PAN Details

PAN
Name exactly as on PAN
Father's Name as on PAN
Date of Birth as on PAN
PAN linked with Aadhaar (Yes / No / Not sure)

Section B: If PAN Is Not Yet Available

Date of PAN Application
Acknowledgement Number
Expected Date of Receipt

Section C: Name Difference (if any)

Name on certificates / bank
Reason for difference (marriage / spelling / other)
Supporting document attached

Section D: Tax Regime

Tax regime chosen for the year (Old / New)
Investment declaration submitted separately (Yes / No)

Declaration

I declare that the PAN stated above is allotted to me and is valid. I understand that [Company Name] will deduct and report TDS on my salary against this PAN, and that if no valid PAN is available, tax may be deducted at the higher rate applicable under the Income-tax law. I will inform payroll immediately of any change.

Signature of Employee
[Employee Name]
Date: [Date]
Place: [Work Location]

Payroll
[Name]
PAN verified on: [Date]

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What this template includes

PAN and name exactly as on the card for TDS matching
Date of birth as per PAN
PAN–Aadhaar link status
PAN-applied section with acknowledgement number
Acknowledgement that TDS may be deducted at a higher rate without valid PAN
Tax regime choice reference

When to use it

At joining, before the first payroll run
When an employee reports a name change on PAN
When TDS returns show PAN mismatch errors
When a joiner has applied for PAN but not received it

How to customise this template

1Add your payroll vendor's required fields
2Combine with the tax regime declaration if you use one form
3Add an undertaking to submit PAN within a set time
4Attach a self-attested PAN copy

HR tips

Verify PAN through your payroll or TDS software before first salary
Make sure the name in payroll matches PAN exactly
Follow up on pending PAN applications every payroll cycle
Keep PAN copies in restricted storage

Confirm current TDS and PAN-related rules with your tax adviser; this form only collects information for payroll.

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Frequently asked questions

Why does the employer need my PAN?+

Employers deduct TDS on salary and report it against your PAN in quarterly returns and Form 16. Without a valid PAN, TDS may be deducted at a higher rate.

What if I do not have a PAN yet?+

Apply for one immediately and give HR the acknowledgement number, then submit the PAN once received.

What if my name on PAN is different from my certificates?+

Declare the difference on the form and keep supporting proof. Payroll will use the name as per PAN for TDS matching.

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[Company Logo][Company Name]

NOMINEE DECLARATION FORM (COMPANY DUES)

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

1. Scope of Nomination

This nomination covers amounts payable by [Company Name] in the event of my death while in service, including unpaid salary, leave encashment, pending reimbursements, performance bonus or incentive due, and any other company benefit not covered by a separate statutory nomination.

2. Nominee Details

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

3. Guardian Details (if any nominee is a minor)

Form · Word

Employee Nominee Declaration Form

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[Company Logo][Company Name]
AADHAAR DECLARATION AND CONSENT FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Date:
[Date]
1. Aadhaar Details
Name as on Aadhaar
Aadhaar (last 4 digits only): XXXX XXXX [Last 4 Digits]
Copy submitted (Masked copy / Not submitted)
Mobile number linked to Aadhaar (Yes / No)
2. Purpose of Collection (tick what applies)
- Linking with UAN / EPF records
- Identity verification at joining
- Other purpose: [Specify]
3. Alternate Identity Document (if Aadhaar not provided)
Form · Word
Aadhaar Declaration Form
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Name as on Aadhaar
Aadhaar (last 4 digits only): XXXX XXXX [Last 4 Digits]
Copy submitted (Masked copy / Not submitted)
Mobile number linked to Aadhaar (Yes / No)

[Company Logo][Company Name]

UAN DECLARATION FORM (INTERNAL)

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

Note: This is an internal company declaration. The official EPFO forms and online processes will also be completed where required.

A. Previous PF Membership

Were you a member of PF earlier? (Yes / No)
Do you have a UAN? (Yes / No)
UAN (if Yes)
Is the UAN activated on the member portal? (Yes / No)
Do you have more than one UAN? (Yes / No) – give details

B. Previous Employment PF History

Previous Employer	PF Member ID	Date of Joining	Date of Exit	PF Settled / Not Settled
[Employer]	[Member ID]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Status]
[Employer]	[Member ID]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Status]
[Employer]	[Member ID]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Status]

Form · Word

UAN Declaration Form

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[Company Logo][Company Name]
ESIC DECLARATION FORM (INTERNAL)
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
ESIC Employer Code:
[Code]
Note: This is an internal company form. Official registration will be completed by HR on the ESIC portal.
1. Eligibility
Gross monthly wages: ₹[Amount]
Covered under ESI (Yes / No – to be filled by HR)
2. Previous ESI Coverage
Were you covered under ESI earlier? (Yes / No)
Existing IP Number
Previous Employer Name and Code
Form · Word
ESIC Declaration Form
Download .docx

Gross monthly wages: ₹[Amount]
Covered under ESI (Yes / No – to be filled by HR)

Were you covered under ESI earlier? (Yes / No)
Existing IP Number
Previous Employer Name and Code

[Company Logo][Company Name]

FAMILY DETAILS DECLARATION FORM

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

1. Immediate Family

Name	Relationship	Date of Birth / Age	Occupation	City
[Name]	Father	[Age]	[Occupation]	[City]
[Name]	Mother	[Age]	[Occupation]	[City]
[Name]	Spouse	[Age]	[Occupation]	[City]
[Name]	Child	[Age]	[Occupation]	[City]
[Name]	Sibling	[Age]	[Occupation]	[City]

2. Relatives Working in [Company Name] or Group Companies

Name	Relationship	Department	Designation
[Name]	[Relationship]	[Department]	[Designation]
[Name]	[Relationship]	[Department]	[Designation]

3. Relatives Linked to Vendors, Customers or Competitors

Form · Word

Family Details Declaration Form

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[Company Logo][Company Name]

DEPENDENTS DECLARATION FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Policy Year:: [YYYY-YY]
Action:: New enrolment / Addition / Deletion

1. Benefits Covered by This Declaration

Group medical insurance
Group personal accident (family floater, if any)
Other dependant benefit: [Specify]

2. Dependant Details

Name	Relationship	Date of Birth	Gender	Financially Dependent (Yes / No)	Other Health Cover (Yes / No)
[Name]	Spouse	[DD/MM/YYYY]	[Gender]	[Yes / No]	[Yes / No]
[Name]	Child	[DD/MM/YYYY]	[Gender]	[Yes / No]	[Yes / No]
[Name]	Child	[DD/MM/YYYY]	[Gender]	[Yes / No]	[Yes / No]
[Name]	Parent / Parent-in-law	[DD/MM/YYYY]	[Gender]	[Yes / No]	[Yes / No]

3. Mid-Year Change (if applicable)

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Dependents Declaration Form

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[Company Logo][Company Name]
NEW EMPLOYEE JOINING FORM
Company:
[Company Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Please fill all sections in capital letters and attach self-attested copies of the documents listed in Section 7. Paste a recent passport-size photograph in the box provided.
1. Personal Details
Full Name (as per PAN)
Father's / Spouse's Name
Date of Birth (DD/MM/YYYY)
Gender
Marital Status
Blood Group
Nationality
Mobile Number
Personal Email ID
Aadhaar (last 4 digits / masked copy)
2. Address
Current Address with PIN Code
Permanent Address with PIN Code
Years at Current Address
Form · Word
New Employee Joining Form
Download .docx
[Company Logo][Company Name]
NEW EMPLOYEE INFORMATION FORM
Company:
[Company Name]
Expected Date of Joining:
[Date of Joining]
Section 1: Basic Information
Full Name
Preferred Name (for email and ID card)
Mobile Number
Personal Email ID
City of Residence
Section 2: Role Information (to be pre-filled by HR)
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Work Location [Work Location]
Work Pattern (Office / Hybrid / Remote / Shift)
Section 3: IT and Access Requirements
Form · Word
New Employee Information Form
Download .docx

Full Name (as per PAN)
Father's / Spouse's Name
Date of Birth (DD/MM/YYYY)
Gender
Marital Status
Blood Group
Nationality
Mobile Number
Personal Email ID
Aadhaar (last 4 digits / masked copy)

Current Address with PIN Code
Permanent Address with PIN Code
Years at Current Address

Full Name
Preferred Name (for email and ID card)
Mobile Number
Personal Email ID
City of Residence

Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Work Location	[Work Location]
Work Pattern (Office / Hybrid / Remote / Shift)

PAN Declaration Form

Preview of the form

Section A: PAN Details

Section B: If PAN Is Not Yet Available

Section C: Name Difference (if any)

Section D: Tax Regime

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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