Understand the Inspection Scope

• Review the ESIC notice to understand the period and records requested.
  
• Identify the departments involved, such as payroll, HR, and accounts.
  
• Determine whether the inspection is routine, complaint-based, or triggered by delays.
  
• Clarify if the inspection will be conducted online or on-site.
  
• Note the name and designation of the inspecting officer.
  

Organize Statutory Records

• Keep ready the ESIC registration certificate and employer code.
  
• Maintain copies of monthly contribution returns and paid challans.
  
• Ensure salary registers, wage slips, and employee master lists are updated.
  
• Collect attendance registers and leave records for the inspection period.
  
• Arrange documents in chronological order for easy access.
  

Prepare Employee and Wage Details

• Cross-check ESIC numbers and names of insured employees.
  
• Verify that wage calculations match contribution records.
  
• Confirm that newly joined and exited employees are properly documented.
  
• Identify employees exempt from contributions and keep related proofs.
  
• Reconcile the number of employees reported with actual headcount.
  

Include Contract and Outsourced Employee Data

• Maintain agreements and records for all third-party manpower suppliers.
  
• Ensure ESIC compliance is monitored for contract workers.
  
• Collect sub-code registration documents if branches are involved.
  
• Keep wage and attendance details for all contract employees.
  
• Submit contractor ESIC registration and contribution proofs when required.
  

Coordinate the Inspection Visit or Review

• Designate a responsible person to coordinate with the ESIC officer.
  
• Arrange a dedicated workspace and access to digital records if needed.
  
• Ensure the officer receives timely clarifications and document support.
  
• Record all queries, observations, and instructions given by the officer.
  
• Prepare a response or action plan for any deficiencies pointed out.