List of Mandatory Documents Required for ESIC Registration for Employers and Establishments

List of Mandatory Documents Required for ESIC Registration for Employers and Establishments

2025-11-10 8 min read

Registering your establishment under the Employees' State Insurance Corporation (ESIC) is a mandatory requirement once your organization meets the eligibility criteria. Whether you run a company, partnership firm, factory, shop, or startup, the ESIC registration process requires accurate documentation to verify your business identity, employee details, and compliance status.

Incorrect or incomplete documents can delay the registration process, lead to verification issues, or even result in application rejection. This detailed guide explains all mandatory documents required for ESIC registration in 2025 so employers can prepare everything in advance.

1. Why ESIC Registration Documents Are Important

The ESIC department uses submitted documents to confirm the legitimacy of an establishment, verify employee strength, ensure wage eligibility, and check compliance with the ESI Act. Proper documentation ensures a smooth registration process and avoids unnecessary delays.

2. Mandatory Documents Required for ESIC Registration in 2025

Below is the complete list of documents required for different types of establishments such as companies, partnership firms, factories, and individual proprietorships.

1. Certificate of Incorporation / Shop Establishment Certificate

This document verifies your business is legally registered with the appropriate authority. Companies must provide the Certificate of Incorporation, while shops need the Shop Act certificate.

2. Factory License or Registration Certificate (If Applicable)

Factories must submit a valid factory license showing compliance with the Factories Act. It helps ESIC verify the nature of operations and workforce requirements.

3. PAN Card of the Establishment

The Permanent Account Number (PAN) is essential to verify your business identity and match tax records. Submit the company PAN or proprietor’s PAN, depending on the establishment type.

4. Address Proof of the Establishment

Accepted address proofs include utility bills, rent agreements, electricity bills, or property tax receipts. The address must match business registration records.

5. Bank Account Details and Cancelled Cheque

A cancelled cheque or bank statement is required to verify the financial account used for contributions and refunds.

6. List of Employees With Salary and Joining Details

ESIC requires complete employee information such as:

  • Employee name & designation
  • Monthly wages
  • Date of joining
  • Aadhaar number
  • Attendance records (if requested)

7. Memorandum & Articles of Association (For Companies)

Companies must provide MOA and AOA as proof of business structure and ownership.

8. Partnership Deed (For Partnership Firms)

Partnership firms must submit their partnership deed signed by all partners.

9. GST Registration Certificate (If Applicable)

This document helps verify the business type, turnover, and address.

10. Board Resolution Authorizing ESIC Registration

For private limited or public limited companies, a board resolution is required authorizing a director or officer to handle ESIC registration.

3. Optional Documents That May Be Required

In some cases, ESIC may request additional documents such as:

  • Proof of ownership of machinery (factories)
  • Attendance register
  • Salary sheet for the last 6 months
  • Lease agreement for rental property

4. Common Mistakes Employers Make During Document Submission

Many employers face delays because of avoidable documentation mistakes. Some common issues include:

  • Uploading blurred or unclear documents
  • Mismatched business names in PAN and registration certificates
  • Incorrect employee wage details
  • Missing signatures on partnership deeds or board resolutions
  • Submitting outdated address proof

Conclusion

Ensuring all required documents are accurate and complete is crucial for a smooth ESIC registration process. Whether you're a small business, factory, or corporate establishment, proper documentation helps avoid verification delays and ensures compliance with the ESI Act. Preparing these documents in advance not only prevents errors but also speeds up approval, enabling employers to quickly generate their ESIC Employer Code and start providing social security benefits to employees.

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