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Statutory Records Checklist

The statutory records checklist lists the registers, records, returns, notices and challans an establishment must maintain, and tracks whether each one is up to date, where it is kept, who is its custodian and how long it must be retained. It is the go-to sheet before any labour inspection.

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[Company Logo][Company Name]

STATUTORY RECORDS CHECKLIST

Establishment:: [Company Name], [Work Location]
State:: [State Name]
Checked by:: [HR Name]
Date:: [DD/MM/YYYY]

Employment and Wages

Record	Format	Location	Custodian	Retention	Updated Till	Status
Register of employees	[Physical / Electronic]	[Location]	[Custodian]	[Number] years	[DD/MM/YYYY]	[OK / Gap]
Register of wages / payroll	[Physical / Electronic]	[Location]	[Custodian]	[Number] years	[DD/MM/YYYY]	[OK / Gap]
Attendance, working hours and overtime	[Physical / Electronic]	[Location]	[Custodian]	[Number] years	[DD/MM/YYYY]	[OK / Gap]
Leave register	[Physical / Electronic]	[Location]	[Custodian]	[Number] years	[DD/MM/YYYY]	[OK / Gap]
Deductions / fines / advances	[Physical / Electronic]	[Location]	[Custodian]	[Number] years	[DD/MM/YYYY]	[OK / Gap]
Bonus register	[Physical / Electronic]	[Location]	[Custodian]	[Number] years	[DD/MM/YYYY]	[OK / Gap]

Social Security

Record	Format	Location	Custodian	Retention	Updated Till	Status
PF challans and ECRs	[Electronic]	[Location]	[Custodian]	[Number] years	[DD/MM/YYYY]	[OK / Gap]
ESI challans and returns	[Electronic]	[Location]	[Custodian]	[Number] years	[DD/MM/YYYY]	[OK / Gap]
PF / gratuity nomination forms	[Physical / Electronic]	[Location]	[Custodian]	[Number] years	[DD/MM/YYYY]	[OK / Gap]
Maternity benefit records	[Physical / Electronic]	[Location]	[Custodian]	[Number] years	[DD/MM/YYYY]	[OK / Gap]

Safety and Health

Record	Format	Location	Custodian	Retention	Updated Till	Status
Accident / dangerous occurrence register	[Physical / Electronic]	[Location]	[Custodian]	[Number] years	[DD/MM/YYYY]	[OK / Gap]
Medical examination records	[Physical / Electronic]	[Location]	[Medical Officer]	[Number] years	[DD/MM/YYYY]	[OK / Gap]
Statutory test certificates	[Physical / Electronic]	[Location]	[Custodian]	[Number] years	[DD/MM/YYYY]	[OK / Gap]

Contract Labour and POSH

Record	Format	Location	Custodian	Retention	Updated Till	Status
Register of contractors and contract workers	[Physical / Electronic]	[Location]	[Custodian]	[Number] years	[DD/MM/YYYY]	[OK / Gap]
POSH complaint register and case files (restricted)	[Physical / Electronic]	[Locked location]	[Presiding Officer]	[Number] years	[DD/MM/YYYY]	[OK / Gap]
POSH annual reports and training records	[Physical / Electronic]	[Location]	[HR Name]	[Number] years	[DD/MM/YYYY]	[OK / Gap]

Display Notices

Abstracts of applicable laws in English and local language
Wage period and date of payment
Working hours and weekly holidays
Internal Committee members and contact
Names of inspectors / authorities where required

Checked by
[HR Name]
Date: [Date]

Approved by
[Authorised Signatory]
Date: [Date]

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What this template includes

Records grouped by area: employment, wages, attendance, social security, safety, POSH
Format column (physical or electronic)
Location and custodian for quick retrieval
Retention period to verify against current rules
Last updated date and status
Inspection-readiness sign-off

When to use it

Preparing for a labour or factory inspection
Moving from manual registers to an HRMS or electronic records
Handover between HR or admin custodians
Planning record destruction after retention periods

How to customise this template

1Replace the generic names with the forms prescribed in your state rules
2Fill retention periods only after checking current rules
3Note which records your payroll vendor maintains for you
4Add contractor records you hold as principal employer
5Review custodian names when people change roles

HR tips

Keep registers updated monthly, not just before inspections
Electronic registers should be printable on demand
Restrict access to POSH and medical records
Never destroy records under an ongoing dispute

Prescribed registers, formats and retention periods are changing as Labour Code rules are notified (Codes in force from 21 November 2025); verify current requirements in your state before relying on this list.

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Frequently asked questions

Which statutory registers must an employer maintain?+

Commonly: employee register, wages register, attendance and overtime register, leave register, deductions and fines register, accident register and records under PF, ESI and POSH. Exact registers depend on current rules and state.

Can statutory registers be kept electronically?+

The Labour Codes and many state rules allow electronic maintenance. Check your state's rules and ensure records can be produced when asked.

How long should statutory records be kept?+

Retention periods are set by the applicable rules and differ by record. Verify current periods and apply them in your retention policy.

All 50 posh, workplace safety & compliance →

[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)
Checklist · Word
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
Checklist · Word
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)
Checklist · Word
Emergency Evacuation Checklist
Download .docx

[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

Checklist · Word

Safety Compliance Checklist

Download .docx

[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
Checklist · Word
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

Checklist · Word

Health & Safety Audit Checklist

Download .docx

[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)
Checklist · Word
HR Compliance Checklist
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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

Checklist · Word

Labour Law Compliance Checklist

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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

Statutory Records Checklist

Preview of the checklist

Employment and Wages

Social Security

Safety and Health

Contract Labour and POSH

Display Notices

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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