Rule 51(1)(i) of the Code on Wages (Central) Rules, 2026 prescribes an Employee Register in Form I with 36 fields: employee code, name, gender, parent or spouse, date and place of birth, nationality, education, date of joining, designation, skill category, type of employment (permanent, temporary, fixed term, trainee, badli), posting, pay, promotion, mobile, UAN, PAN, ESIC IP number, Aadhaar, bank account and IFSC, addresses, service book number, date and reason of exit, identification mark, photo and signature. The OSH (Central) Rules use a similar register in Form XIII. Keep it for five years after the last entry.
Employee register format (Form I)
EMPLOYEE REGISTER (Form I, rule 51(1)(i), Code on Wages (Central) Rules, 2026) Name of the establishment: [NAME] Name of the employer: [NAME] Name of the owner: [NAME] PAN/TAN of the employer: [PAN]/[TAN] Registration No. of establishment (LIN): [NUMBER] 1. Employee code: [E-014] 2. Name: [RAVI] 3. Surname: [KUMAR] 4. Gender: [M/F/Other] 5. Father's/Mother's/Spouse name: [NAME] 6. Date of birth: [DD/MM/YYYY] 7. Place of birth: [CITY] 8. Nationality: [INDIAN] 9. Education level: [10TH] 10. Date of joining: [01/04/2024] 11. Designation: [HELPER] 12. Category (HS/S/SS/US): [US] 13. Type of employment (P/T/FT/T/B): [P] 14. Details of posting: [PACKING, UNIT 1] 15. Pay: [Rs. 20,000 a month] 16. Promotion: [DATE / NEW DESIGNATION] 17. Mobile: [NUMBER] 18. UAN: [NUMBER] 19. PAN: [NUMBER] 20. Nominee (from nomination form): [NAME, RELATION] 21. Details of family: [NAMES, RELATION, AGE] 22. EPS/NPS: [EPS] 23. ESIC IP No.: [NUMBER] 24. Aadhaar No.: [XXXX XXXX 1234] 25. Bank A/c No.: [NUMBER] 26. Bank: [NAME] 27. Branch (IFSC): [CODE] 28. Present address: [ADDRESS] 29. Permanent address: [ADDRESS] 30. Service book No.: [ ] 31. Date of exit: [ ] 32. Reason for exit: [ ] 33. Mark of identification: [ ] 34. Photo: [ ] 35. Specimen signature / thumb impression: [ ] 36. Remarks: [ ] HS = highly skilled, S = skilled, SS = semi-skilled, US = unskilled P = permanent, T = temporary, FT = fixed term, T = trainee, B = badli
How to keep it
- Fill it on the day of joining from the joining form, ID proofs and the appointment letter.
- Generate or link the UAN and ESIC IP number in the first wage month, and add them as soon as they exist.
- Update pay, promotion and posting with dates; never overwrite history.
- On exit, record the date and the reason (resignation, retirement, termination, end of fixed term) and keep the entry: the five-year period runs from the last entry.
- Protect Aadhaar and bank data: mask numbers in printouts and limit access.
Which employee register applies to you
| Establishment | Register |
|---|---|
| Central sphere (Central Government is appropriate government) | Form I, Code on Wages (Central) Rules, 2026; Form XIII under OSH (Central) Rules for OSH-covered establishments |
| Factory or shop under a State that has notified Code rules | The State's employee register form |
| State that has not notified final rules | Earlier State format continues to the extent not contrary to the Code; Form I is a safe superset |
The forms named here are those of the Central Rules, which apply where the Central Government is the appropriate government (for example central PSUs, banks, railways, mines, major ports and their contractors). For most shops, offices and factories the State Government is the appropriate government: follow your State's rules under the Labour Codes. Where a State has not yet notified final rules, section 69(2) of the Code on Wages keeps things done under the repealed Acts in force so far as they are not contrary to the Code, so many employers continue the earlier State formats. The Central formats contain every field the Codes ask for, which makes them a safe single layout.
One master record
FundRaksha HR keeps every Form I field on the employee profile, with documents, UAN and ESIC numbers, and prints the employee register for any date. For factories, see also Form 12 register of adult workers.
Sources
- www.staffnews.in/wp-content/uploads/2026/05/Wages-Central-Rules-2026.pdf
- www.staffnews.in/wp-content/uploads/2026/05/The-Occupational-Safety-Health-and-Working-Con
- www.labour.gov.in/static/uploads/2025/06/c328da14bbb15fc4ad571dc33e7a4ab3.pdf
- www.labour.gov.in/static/uploads/2026/02/83978455025732b99b0165def80ab171.pdf
Last reviewed: 2026-10-21. Information for Indian businesses; not legal advice.