ESI Declaration Letter Generator

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ESI Declaration Letter India

Dear ,

This letter is issued by to confirm the details of your registration under the Employees' State Insurance (ESI) scheme, as mandated by the Employees' State Insurance Act, 1948. Your enrolment ensures that you and your dependants are entitled to medical and cash benefits under the scheme.

Your ESI details are as follows: Employee ID: , ESI Number: . has registered your nominated beneficiary as (). Please verify that these details are accurate and inform us of any changes at the earliest.

As an ESI-registered employee, you are entitled to a range of benefits including medical treatment, sickness benefits, maternity benefits, and disablement compensation. will ensure that the requisite employer contributions are made on time each month in accordance with statutory requirements.

It is your responsibility to keep your ESI records updated, particularly regarding any changes to your nominee or their relationship status. Any modifications must be communicated to the HR department at in writing so that the records with the ESIC can be updated accordingly.

For any questions or assistance regarding your ESI benefits, please contact .

Sincerely,

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What Is an ESI Declaration Letter?

The Employees' State Insurance Scheme (ESIS) Declaration Letter is an official document utilized in India based on the provisions of the Employees' State Insurance Act, 1948. In this document, the employee specifies his/her personal and family details in order to be enrolled in the ESIS program. The Employees' State Insurance Corporation offers medical, sickness, maternity, and disability coverages to the insured individuals and their families.

Why ESI Declaration Letters Are Important

The filling of ESI declaration letters is a statutory obligation for those employees joining the establishment that falls within the ambit of the ESI Act. This declaration will make sure that the employee, along with his/her dependent family members, is enrolled to receive all kinds of benefits offered by ESI, such as treatment in ESI hospitals without any cost, sickness benefit, maternity benefit, disability and dependent benefit, etc.

Key Elements of an ESI Declaration Letter

The Employee's Salary Insurance Declaration Letter is required to mention the following information of the employee: his/her full name, date of birth, gender, marital status, Aadhaar card number, bank account details, and address. Also, details such as the names of the dependents eligible for ESI benefits and their respective dates of birth need to be mentioned. The Employee's ESI insurance number or IP number needs to be added too.

How to Use This Free ESI Declaration Letter Generator

The ESI declaration letter creator provided by Hyring will help both employers and employees in India make their full ESI declaration letter easily. All you have to do is fill in your own personal and dependent details along with your employer's establishment code. You can view the letter in preview mode before saving it in the PDF/DOCX format.

Frequently  Asked  Questions

What is an ESI declaration letter?

The ESI declaration letter is a type of form used by employees working in India to declare their personal information along with that of their families in order to be covered under the Employees' State Insurance Scheme. The ESI declaration form is presented to the employer, who then forwards the same to the ESIC.

Who is eligible for ESI in India?

Coverage under ESI is compulsory for those who earn up to Rs. 21,000 (or Rs. 25,000 for those with disabilities) as their gross monthly salary in firms that have 10 or more workers (or 20 or more workers in certain states). The contributions by the employer and the worker towards ESI will be 3.25% and 0.75% of gross wages, respectively.

What benefits does the ESI scheme provide?

The ESI scheme offers comprehensive coverage that includes health care to the insured and his or her family members, sick leave compensation of 70% of wages payable for 91 days, maternity leave for 26 weeks, disability allowance in case of employment injury, dependency allowance in case of employment injury death, and burial expenses.

What is an ESI IP number?

The ESI IP (Insured Person) number is a unique identification number assigned to each employee enrolled under the ESI scheme. It is used to track contributions, file claims, and access ESI benefits. Once assigned, the IP number remains the same throughout the employee's career, even if they change employers, and is linked to their Aadhaar number.

When should the ESI declaration be submitted?

The ESI declaration should be submitted at the time of joining the organization or as soon as the employee becomes eligible for ESI coverage. The employer is responsible for enrolling the employee within the first month of employment. Late enrollment can result in the employee missing contribution periods and benefit eligibility.

What happens if an employer fails to register employees under ESI?

Employers who fail to register eligible employees under the ESI Act face penalties including prosecution, fines, and interest on unpaid contributions. The ESIC can also conduct inspections and assessments to recover unpaid dues. The employer remains liable for providing ESI benefits to unregistered employees who should have been covered.

Can an employee opt out of ESI?

No, ESI coverage is mandatory for all eligible employees, and they cannot opt out. The ESI contribution is automatically deducted from wages. However, once an employee's salary exceeds the ESI wage ceiling of Rs. 21,000 per month, they exit the ESI scheme at the end of the contribution period in which their salary exceeded the threshold.

Can I create an ESI declaration letter for free with Hyring?

Yes, Hyring's ESI declaration letter generator is completely free. Enter the employee's personal details, dependent information, and employer details, then download the declaration as a PDF or DOCX. No sign-up or payment is required.

Related HR Glossary Terms

HR GlossaryESI - Employee State Insurance (India)HR GlossaryMaternity LeaveHR GlossaryMaternity Leave (Australia)HR GlossaryMaternity Leave (Canada)HR GlossaryMaternity Leave (UK)HR GlossarySick LeaveHR GlossarySick Leave (Singapore)HR GlossarySick Leave (UAE)

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Adithyan RK

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CEO & Co-founder, Hyring

18+ years of experience

Adithyan RK is the Co-Founder and CEO of Hyring, an AI-native recruitment platform that has run over 900,000 AI interviews for companies ranging from early-stage startups to the Fortune 500. He has spent 18 years building technology businesses, starting with a digital consultancy in 2008 and a staff augmentation firm in 2017, before founding Hyring in 2022 to rebuild hiring around evidence instead of guesswork.

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AI RecruitmentAI InterviewsRecruitment AutomationHR TechnologyHiring AnalyticsApplicant TrackingRecruiter Operations

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Surya N

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CTO & Co-founder, Hyring

6+ years of experience

Surya N is the Co-Founder and CTO of Hyring, where he architected the AI interviewing engine that has now conducted over 900,000 interviews for companies ranging from early-stage startups to the Fortune 500. A mechanical engineer who moved into artificial intelligence, he spent 6 years building AI applications inside a technology consultancy before co-founding Hyring, and wrote the first version of its AI interviewer from scratch: a system that listens, adapts its questioning in real time, and flags fraud rather than following a fixed script.

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AI Interview SystemsConversational AIInterview Fraud DetectionPlatform ArchitectureMachine Learning EngineeringApplied AISpeech and Voice AIBias Testing and Model Evaluation
Published on: 25 Mar 2026Last updated: 16 Oct 2026
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