ESIC and PF Registration in India: Complete Guide for Employers & Startups

With the rapid growth of India’s industrial and services sector, there is increased awareness and implementation of Employee Welfare legislation. Two major statutory compliance organizations that have to be followed while employing a workforce are Employees’ State Insurance Corporation (ESIC) Registration and Employees’ Provident Fund (EPF) Registration. Both are now mandatory for eligible establishments and offer essential social security benefits to employees.

However, navigating these registrations and ongoing compliance can be time-consuming and complex—especially for startups, small businesses, and fast-growing enterprises. That’s where One-Startup, India’s trusted partner in business registration and compliance, steps in—making ESIC and PF registration simple, reliable, and cost-effective.

In this comprehensive 2025 guide, we’ll cover everything business owners, startup founders, and HR professionals need to know about ESIC and PF registration in India—including eligibility, benefits, legal requirements, and how we can streamline the entire process for you.

What is ESIC (Employees’ State Insurance Corporation)?

Employee’s State Insurance (ESI) is a social security and health insurance program for workers in India, governed and regulated by the Employees' State Insurance Corporation (ESIC), which operates under the Ministry of Labour and Employment, Government of India.

The purpose of the ESI scheme is to provide complete medical care and financial assistance in the event of sickness, maternity, disability, or death resulting from unemployment or injury. The scheme also affords benefits and coverage to dependent family members.

Eligibility Criteria for ESI Registration

Workers with cash wages of not more than ₹21,000 per month (₹25,000 for persons with disabilities) are covered.
Establishments with 10 or more employees (20 in some states) must register under ESIC.
Provides benefits such as medical care, sickness, maternity, disability, and dependents’ pension

What is EPF (Employees’ Provident Fund)?

The Employees’ Provident Fund is a long-term retirement savings scheme managed by the Employees’ Provident Fund and Miscellaneous Provisions Act, 1952.

Regarding the Provident Fund Scheme, both employers and employees contribute equal parts of 12% of the employee’s basic salary and dearness allowance to build a retirement fund. This arrangement offers valuable support for retirement, insurance, and partial withdrawal benefits, helping employees secure their future.

Eligibility Criteria for PF Registration

This regulation applies to any business employing 20 or more employees.
Employees earning up to ₹15,000/month must be mandatorily covered.
Very highly paid employees can join voluntarily

Why organizations should aim for ESIC & PF compliance?

Covering ESIC and PF is not only evidence of legal compliance but also highlights the organization's commitment to protecting employees' benefits and social security.

Main benefits of ESIC/PF compliance are: -

Adhering to regulations helps your business avoid legal consequences and inspections.
Attract and retain talented employees with social benefits.
Enhance employer brand value. – Access to government tenders, funding, and brand approvals,

Reduce compliance efforts with the help of a trusted provider like Startup that can help with the entire process of registration and reporting.

Advantages of ESIC Registration

Apart from meeting legal requirements, these schemes play a key role in boosting employees' morale and satisfaction. Some of the benefits include:

Comprehensive Medical Care: For all employees and dependents with cashless medical treatment.
Sickness Benefit: Paid leave in case of medical leave on a certificate, where 70% of wages will be paid if the employee becomes sick.
Maternity Benefits: Female employees will receive paid maternity leave up to 26 weeks.
Disablement Benefits: In case of disablement or injury to the employee while doing work.
Dependents' Benefits: Will receive a monthly pension for the family in case of death.
Funeral Expenses: One-time grant of ₹15,000 for funeral expenses to the family in case of the death of the employee.

Advantages of PF Registration:

Registering under the Provident Fund (PF) scheme not only ensures legal compliance but also brings several financial and operational advantages for both employers and employees.

Retirement Corpus: The employees’ tax-free savings for post-retirement life.
Partial Withdrawals: Permitted for specific needs such as medical emergencies, higher education, or buying a home, etc.
Pension Benefits: Pension under EPS.
Life Insurance Cover: Covered under the EDLI (Employees’ Deposit Linked Insurance).
Tax Benefit: Employees can claim tax deductions on their PF contributions as per Section 80C of the Income Tax Act.

Documents Required for ESIC & PF Registration

To smoothly register for ESIC & PF, you will usually need the following documentation:

Certificate of Incorporation/business registration
GST registration certificate
Company / Entity PAN card
Proof of address (Utility Bill, Rent Agreement, Property Tax Receipt etc.)
Details of the bank account of the establishment.
Details of employees: Name. Father’s name. date of joining, salary, address
Employee identity and photograph.
Employer’s Digital Signature Certificate (DSC)
High-salary employees (salary exceeding INR 15,000/-) who choose to participate in the voluntary Provident Fund must submit a Letter of Consent.

With One-Startup’s expert documentation service, every form and supporting document is prepared accurately and submitted correctly—minimizing the risk of delays or rejections due to incomplete or incorrect paperwork.

Registration Process of ESIC

If you’re registering your business with the Employees’ State Insurance Corporation (ESIC), ESIC protects your employees for medical care, sickness, maternity, and other welfare benefits. Follow the steps below to complete your ESIC registration:

Step 1: Go to the ESIC Portal

The first step is to go to the official ESIC website: www.esic.gov.in

Click on the option ‘Employer Login’, then click ‘Sign Up’ to register for your account.

Step 2: Create an Employer Account and Sign Up

Provide the basic details, which are:

Employer’s name
Company name
Address
Email ID
Mobile number

Once the registration is successful, the registration will be emailed to you.

Step 3: Complete the Employer Registration Form- 1

You need to complete the Form-1 (Employer’s Registration Form) by providing information such as:

Establishment name and address
Nature of Employees
Wages
Date of commencement of the business
Bank particulars

It is extremely important to provide accurate information while completing the above, as mistakes can prolong the Registration Process.

Step 4: Upload Document

Upload the required document in PDF/JPEG format, which should include:
Registration certificate or incorporation certificate
GST registration certificate
PAN card of the company
Proof of address of the establishment
Details of the employee (name, wages, date of joining)

Step 5: Payment of Initial Contribution (if applicable)

In some cases, under ESIC, you may have to pay an initial advance contribution amount. The payment can be done safely through net banking, debit card, or UPI on the ESIC portal itself.

Step 6: Get the 17-digit ESIC Registration Number

After your application has been processed and approved by ESIC authorities, you will be given a unique 17-digit ESIC Registration Number. This is the number you will use for all future ESIC correspondence and contribution filings.

The best tip: If you don’t want to deal with the pain of getting part of the documents prepared, filling out the application, or managing compliance, then you can just take up One-Startup’s ESIC registration services and let us manage the task from end to end, ensuring accurate and fast approvals.

PF Registration Process (2025)

The Employees’ Provident Fund (EPF) requires your full savings for retirement and, consequently, for various life events. Thus, this is the process for businesses to register under the Employees’ Provident Fund Organization (EPFO):

Step 1: You register by visiting the EPFO Unified Employer Portal

Access the EPFO Employer Portal: www.epfindia.gov.in
Then click on ‘Registration of Establishment’ on the home page.

Step 2: Sign up as an Employer, followed by the Registration of Establishment

After accessing the employer portal, you will have to sign up as a new employer, providing the following information:

Employer name
Mobile number
Email ID
After successfully signing up, you will receive a user ID and password.

Once you sign up successfully, you will click on ‘Register your Establishment’ (as part of the Shram Suvidha portal), entering comprehensive information such as;

Establishment type and category
Pan of the company
Establishment address and contact details
Date of commencement of business
Number of employees
Bank account details

Step 3: Registration of Digital Signature Certificate (DSC)

Before proceeding to submit your application, you will need to register the Digital Signature Certificate (DSC) of the authorized signatory, as this is required to authenticate your signatory/information provided on the portal.

Step 4: Filling out the employer registration form

Once the DSC is linked, you may continue to fill in the comprehensive and rigidly employer registration, which will require the following information
Company registration information will need to provide the following information
The nature of work the establishment will conduct.
Type of ownership (Proprietorship, Partnership, LLP, Pvt Ltd).
Salary/wage of employees.
Review the information submitted before progressing to completing the registration-navigational object.

Post Registration Compliance

Once registered for ESIC and PF, employers have to comply on a monthly and annual statutory basis.

For ESIC:

Deduct the employee and employer contributions and deposit them in the next month, but within 15 days.
File a return of the monthly contribution through the ESIC portal
Issue ESIC Cards (Pehchan Cards) to Employees
Maintain employees’ records on new joinings and resignations

For PF:

Deduct and deposit the contributions on or before the 15th of every month.
File Electronic Challan cum Return (ECR).
Maintain Record of New Joiners – (Form-5) and Exits-(Form- 10)
UAN Number Generation of Employees
Assist in the acquisition of Aadhar linking and e-nomination

Not complying with ESI and PF Compliance - This Could Cost You!

Non-compliance with ESIC and PF regulations, especially when faced with show-cause notices. This can result in heavy penalties and even legal prosecution.

Penalties for ESIC Non-Compliance:

Interest: 12% per annum
Damages: Ranging from 5% to 25% of the due amount
Legal Action: In cases of serious default, imprisonment is also a possibility

What’s New in 2025 for PF and ESIC Compliance

Stay informed with the latest updates that may impact your compliance strategy in 2025:

PF e-Nomination is now mandatory for all employees to complete their nomination digitally.
Aadhaar linking with UAN is compulsory for accessing PF withdrawals and e-services.
The PF interest rate for the fiscal year ending March 2025 has been set at 8.25%.
ESIC coverage is being expanded to include new industrial hubs across India.

We're with you every step, ensuring you never miss a compliance update. We keep you informed and help you adjust quickly—so you stay compliant without stress.

Conclusion

Complying with ESIC and PF laws is not just a legal requirement—it’s a mark of responsible and trustworthy business practice.

With One-Startup as your compliance partner, you avoid penalties, protect your team, and strengthen your brand’s credibility. We make ESIC and PF compliance easy—from employee registration and monthly contributions to accurate record-keeping—so you can focus on growing your business.

Contact us today to keep your business fully compliant and your operations stress-free.

Bibliography / References

Employees’ State Insurance Corporation (ESIC) Official Portal
https://www.esic.gov.in
Employees' Provident Fund Organisation (EPFO) Official Website
https://www.epfindia.gov.in
The Employees' State Insurance Act, 1948
https://www.labour.gov.in/sites/default/files/ESIAct1948.pdf
The Employees' Provident Funds and Miscellaneous Provisions Act, 1952
https://labour.gov.in/sites/default/files/TheEmployeesProvidentFundsAndMiscellaneousProvisionsAct1952.pdf
Shram Suvidha Portal (Unified Labour Compliance Platform)
https://shramsuvidha.gov.in
Ministry of Labour and Employment, Government of India
https://labour.gov.in
Income Tax Department - Section 80C Deductions
https://incometaxindia.gov.in

Union Budget 2024-25: EPF Interest Rate Announcement (Economic Times)
https://economictimes.indiatimes.com