Employee-related records

• Employee declaration forms (Form 1) filled during registration under ESIC.
  
• Photocopies of Aadhaar, PAN, and address proofs submitted at the time of joining.
  
• e-Pehchan cards or IP numbers issued to employees.
  
• Joining letters, appointment letters, and resignation or exit records.
  
• Family declaration forms and nominee details, if applicable.
  

Wage and attendance records

• Monthly wage registers showing salary, allowances, and deductions.
  
• Attendance sheets or biometric logs to support wage calculations.
  
• Salary slips issued to employees that reflect ESIC deductions.
  
• Bonus, overtime, and incentive statements included in gross wages.
  
• Leave records, including sick, earned, and maternity leave.
  

Contribution and payment documentation

• Challans or TRRN receipts for ESIC contribution payments.
  
• Contribution registers or monthly return filings (Form 5).
  
• Bank statements or online payment confirmations matching contribution records.
  
• Quarterly or half-yearly summary statements, if applicable.
  
• Proof of employer’s and employee’s share of contributions.
  

Claim and benefit documents

• Medical certificates, sickness or maternity claim forms (Form 9 and others).
  
• Accident reports, death or disability claim documents submitted to ESIC.
  
• Acknowledgments of claim submissions and approval copies.
  
• Dependent benefit claims and post-mortem reports, if any.
  
• Copies of communication with ESIC regarding claims or benefits.
  

Statutory compliance and correspondence

• Employer registration certificate and sub-code allocations.
  
• Inspection reports or audit notices issued by ESIC authorities.
  
• Letters and responses related to grievances or appeals.
  
• Waiver or penalty orders, if any, issued or appealed.
  
• Annual statutory audit confirmations and certifications.
  

Retention period and importance

• All ESIC-related documents should be retained for at least 5 years from the end of the financial year.
  
• These records must be readily available for inspections, audits, or legal proceedings.
  
• Proper retention supports accurate employee benefit access and statutory compliance.
  
• Well-maintained documentation reduces the risk of penalties, disputes, and non-compliance notices.
  
• Digital backups and organized physical storage help ensure long-term access and data security.