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UAN Declaration Form

A UAN declaration form is an internal company form in which a new employee declares whether they already have a Universal Account Number, lists previous PF member IDs and confirms KYC seeding status. HR uses it to link the joiner to the correct UAN; it is not an official EPFO form.

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[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]

C. KYC Seeding Status on UAN

Aadhaar seeded (Yes / No)
PAN seeded (Yes / No)
Bank account seeded (Yes / No)
Name and date of birth match Aadhaar (Yes / No)

D. Transfer Intention

Do you wish to transfer previous PF balance to the current account? (Yes / No / Already done)

Declaration

I declare that the information above is correct and complete. I have not concealed any UAN or PF membership. I will complete the official EPFO declaration and any online formalities required, and I authorise HR to use these details to link my PF membership.

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

PF Compliance
[HR Name]
UAN linked on: [Date]

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What this template includes

Yes/no declaration of existing UAN
Previous employer and PF member ID history
KYC status (Aadhaar, PAN, bank seeded)
Intention to transfer previous PF balance
Multiple UAN disclosure
Reminder that official EPFO declarations are completed separately

When to use it

At joining for every employee covered or likely to be covered by PF
When a joiner says they have multiple UANs
When previous PF needs to be transferred
When a fresher is joining PF for the first time

How to customise this template

1Add your establishment code and PF office
2Add a section for international workers if relevant
3Include steps for activating UAN on the member portal
4Link the form to your PF compliance tracker

HR tips

Never generate a new UAN for an employee who already has one
Ask the employee to check their UAN on the member portal first
Disclose multiple UANs and get them merged
Complete the official EPFO formalities on the portal promptly

This is an internal company declaration form and is not a copy of any official government form. The official EPFO declaration and nomination forms, and online UAN processes, must also be completed where required. Review against current EPF rules and Labour Code provisions.

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Frequently asked questions

What is a UAN declaration?+

It is a statement by a new employee confirming whether they already have a UAN and giving previous PF details, so the employer can link them to the right account.

Is this the official EPFO Form 11?+

No. This is an internal company form. The official EPFO declaration and any online processes must be completed separately as required.

What if an employee has two UANs?+

They should declare both. The employee can request the duplicate to be merged or blocked through the EPFO process, and HR should link only the correct UAN.

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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)

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Employee Nominee Declaration Form

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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)
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PAN 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)
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Aadhaar 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
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ESIC Declaration Form
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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)

Date of PAN Application
Acknowledgement Number
Expected Date of Receipt

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)

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

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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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[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
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New Employee Joining Form
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[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
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New Employee Information Form
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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)

UAN Declaration Form

Preview of the form

A. Previous PF Membership

B. Previous Employment PF History

C. KYC Seeding Status on UAN

D. Transfer Intention

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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