Free form template · Word

UAN Update Form

A UAN update form captures an employee's Universal Account Number status so HR can link the new PF membership to the right UAN. It covers three cases: an existing UAN from a previous job, no UAN yet, or two UANs that need to be merged.

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[Company Logo][Company Name]

UAN DETAILS UPDATE FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Date of Joining:: [Date of Joining]
Establishment Code:: [PF Establishment Code]

Section 1: UAN Status (tick one)

I have an existing UAN
I have never been a PF member (new UAN required)
I have more than one UAN

Section 2: Existing UAN Details

UAN
Previous Employer Name
Previous PF Member ID
Date of Exit from Previous Employer
UAN Activated (Yes / No)

Section 3: KYC Status on UAN

KYC Item	Seeded (Y/N)	Remarks
Bank account	[Y/N]	[Remarks]
PAN	[Y/N]	[Remarks]
Aadhaar (masked; last 4 digits: [XXXX])	[Y/N]	[Remarks]

Section 4: Duplicate UAN (if applicable)

Second UAN
Employer for Second UAN
Request to merge / transfer raised (Yes / No)

Privacy notice: [Company Name] collects the details on this page only for linking your PF membership to the correct UAN and completing KYC. Access is limited to authorised HR staff, and the record will be kept for the duration of employment and the statutory period for PF 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 confirm the UAN details above are correct. I will not share my member portal password with anyone, including HR.

Employee
[Employee Name]
Date: [Date]

Updated by
[HR Name]
Date: [Date]

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What this template includes

UAN status choice to route the case correctly
Previous employer and PF member ID for linking
KYC status of bank, PAN and Aadhaar on the UAN
Duplicate UAN details for merger
Activation and transfer reminders
HR action record

When to use it

A new joiner has worked in a PF-covered company before
A fresher joins and needs a UAN generated
Payroll finds the employee has two UANs
An employee's UAN was entered incorrectly in payroll

How to customise this template

1Add your establishment code in the header
2Include a short guide on activating UAN on the member portal
3Remove the duplicate UAN section if handled by a separate form
4Name the payroll contact for PF queries
5Set a deadline aligned with the first PF filing

HR tips

Ask for the UAN before the first payroll to avoid duplicate generation
Do not ask employees to share their portal password
Encourage employees to transfer previous PF balances to the current UAN
Check the date of exit on the previous member ID is updated

For HR & hiring managers

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Frequently asked questions

What is a UAN?+

The Universal Account Number is a single PF number that stays with you across jobs; each employer adds a new member ID under it.

What if I have two UANs?+

Tell HR and request the older account to be merged or transferred so your service and balance are combined.

Do freshers need to apply for a UAN themselves?+

No. The employer generates a UAN when enrolling a first-time PF member.

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Relationship
Mobile Number
Alternate Number
City
Language(s) spoken

Name
Relationship
Mobile Number
City

[Company Logo][Company Name]

PF MEMBER DETAILS CORRECTION REQUEST

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
UAN:: [UAN]
PF Member ID:: [Member ID]

Field	As per PF Record	Correct Detail	Proof Attached
Name	[As recorded]	[Correct]	[PAN / Masked Aadhaar]
Date of Birth	[DD/MM/YYYY]	[DD/MM/YYYY]	[Birth certificate / Class 10 certificate]
Father / Spouse Name	[As recorded]	[Correct]	[Proof]
Date of Joining	[DD/MM/YYYY]	[DD/MM/YYYY]	[Appointment letter]
Date of Exit (previous)	[DD/MM/YYYY]	[DD/MM/YYYY]	[Relieving letter]

Reason for the Mismatch
Online Request Number (if raised by employee)

HR Action Log

Date	Action	By	Status
[DD/MM/YYYY]	[Request verified]	[HR Name]	[Pending / Approved]
[DD/MM/YYYY]	[Submitted on employer portal]	[HR Name]	[Status]
[DD/MM/YYYY]	[Outcome communicated]	[HR Name]	[Status]

Privacy notice: [Company Name] collects the details on this page only for correcting your PF member record. Access is limited to authorised HR staff, and the record will be kept for the duration of employment and the statutory period for PF 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.

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[Company Logo][Company Name]
ESIC INSURED PERSON DETAILS UPDATE FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
ESIC IP Number:
[IP Number]
Employer Code:
[ESIC Employer Code]
Type of Update
- Change of dispensary
- Addition of family member
- Removal of family member
- Correction of personal details
- Change of address / mobile
Dispensary
Current Dispensary
New Dispensary (Self)
New Dispensary (Family)
Family Members
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Current Dispensary
New Dispensary (Self)
New Dispensary (Family)

[Company Logo][Company Name]

GROUP INSURANCE DETAILS UPDATE FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Grade:: [Grade]
Policy Year:: [DD/MM/YYYY] to [DD/MM/YYYY]

1. Current Cover (HR to pre-fill)

Policy	Sum Insured (₹)	Premium Paid by	Employee Choice
Group Medical Cover (GMC)	[Amount]	Company	[Continue / Change]
Group Term Life (GTL)	[Amount]	Company	[Continue]
Group Personal Accident (GPA)	[Amount]	Company	[Continue]
Voluntary Top-up	[Amount]	Employee	[Opt in / Opt out]

2. Members Covered under GMC

Name	Relationship	Date of Birth	Add / Retain / Remove
[Employee Name]	Self	[DD/MM/YYYY]	Retain
[Name]	[Relationship]	[DD/MM/YYYY]	[Action]
[Name]	[Relationship]	[DD/MM/YYYY]	[Action]

3. Nominee for GTL and GPA

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[Company Logo][Company Name]

EDUCATION QUALIFICATION UPDATE FORM

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

New Qualification Details

Qualification (e.g. B.Com, MBA, Diploma)
Specialisation
University / Board
Institution / Study Centre
Mode (Regular / Part-time / Distance / Online)
Year of Passing
Grade / CGPA / Percentage
Certificate Number

Linked Benefit

No benefit claimed; profile update only
Education reimbursement claim (ref: [Reference Number])
Company-sponsored programme (agreement ref: [Reference Number])

Verification (HR use)

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[Company Logo][Company Name]

PROFESSIONAL CERTIFICATION UPDATE FORM

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

Certification / Licence	Issuing Body	Credential ID	Issue Date	Expiry Date	Mandatory for Role (Y/N)	Verification Link / Method
[Certification Name]	[Issuer]	[ID]	[DD/MM/YYYY]	[DD/MM/YYYY / No expiry]	[Y/N]	[Link / Original seen]
[Certification Name]	[Issuer]	[ID]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Y/N]	[Method]
[Certification Name]	[Issuer]	[ID]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Y/N]	[Method]

Reimbursement

Exam / renewal fee paid (₹)
Reimbursement claimed (Yes / No)
Claim reference

Renewal Tracking (HR use)

Reminder date set
Reminder owner
Manager informed (Yes / No)

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[Company Logo][Company Name]
EMPLOYEE PERSONAL INFORMATION FORM
Company:
[Company Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Form Date:
[Date]
1. Personal Details
Full Name (as per PAN / ID)
Preferred Name
Date of Birth (DD/MM/YYYY)
Gender (optional)
Nationality
Marital Status (optional)
2. Contact Details
Personal Mobile Number
Alternate Mobile Number
Personal Email ID
Current Address with PIN Code
Permanent Address with PIN Code
3. Statutory and Payroll Details
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[Company Logo][Company Name]
EMPLOYEE ID ALLOCATION FORM
Form No.:
[Reference Number]
Date of Request:
[Date]
Requested by:
[HR Name]
A. Joiner Details
Name of Joiner [Employee Name]
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Work Location [Work Location]
Date of Joining [Date of Joining]
B. Category
- Permanent employee
- Fixed-term employee
- Trainee / Apprentice
- Intern
- Rejoining employee (previous ID: [Employee ID])
C. Allocation (HR Operations)
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Full Name (as per PAN / ID)
Preferred Name
Date of Birth (DD/MM/YYYY)
Gender (optional)
Nationality
Marital Status (optional)

Personal Mobile Number
Alternate Mobile Number
Personal Email ID
Current Address with PIN Code
Permanent Address with PIN Code

Name of Joiner	[Employee Name]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Work Location	[Work Location]
Date of Joining	[Date of Joining]

UAN Update Form

Preview of the form

Section 1: UAN Status (tick one)

Section 2: Existing UAN Details

Section 3: KYC Status on UAN

Section 4: Duplicate UAN (if applicable)

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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