Form Q Generator
Form Q – Gratuity Nomination
FORM Q
[See Rule 6(1)]
Nomination
To,
The Employer,
Subject: Nomination for Gratuity under the Payment of Gratuity Act, 1972
Respected Sir/Madam,
I, , bearing Employee ID , presently employed as in the department of , having joined the organization on , do hereby make the following nomination in accordance with Section 6 of the Payment of Gratuity Act, 1972, read with Rule 6(1) of the Payment of Gratuity (Central) Rules, 1972.
I hereby nominate the person named below to receive the gratuity payable after my death, as also the gratuity standing to my credit in the event of my death before that amount has become payable, or having become payable has not been paid, and direct that the said amount of gratuity shall be distributed among the nominee specified herein:
Details of Nominee:
Name of Nominee:
Relationship with Employee:
Age of Nominee:
Address of Nominee:
Proportion of Gratuity to be Paid: 100% (One Hundred Percent)
I hereby declare that I do not have a family at the time of making this nomination and that the above-named nominee is the person whom I wish to nominate / the above nominee is a member of my family, as applicable under the provisions of the Act.
I further declare that this nomination shall supersede all previous nominations, if any, made by me in respect of gratuity payable under the Payment of Gratuity Act, 1972.
Signature of Employee: ___________________
Name:
Employee ID:
Department:
Designation:
Date: ___________________
Place: ___________________
Declaration by Witnesses:
The above nomination has been signed by the employee in our presence on the date mentioned above.
Witness 1:
Name: ___________________
Signature: ___________________
Address: ___________________
Witness 2:
Name: ___________________
Signature: ___________________
Address: ___________________
For Official Use Only:
Nomination received and duly recorded by the employer.
Authorised Signatory: ___________________
Date of Receipt: ___________________
Sincerely,
Form Q is the official gratuity nomination form prescribed under the Payment of Gratuity Act 1972 in India. It allows employees to designate family members who will receive their gratuity in the event of death.
Every employee in an establishment covered under the Act should fill out Form Q during onboarding. The nomination can be updated whenever family circumstances change—marriage, birth of children, or bereavement.
Proper Form Q management is a critical statutory compliance requirement for employers. Missing or outdated nominations can lead to legal complications and delayed payments to bereaved families.
Hyring's free Form Q generator ensures every nomination form meets the requirements of the Payment of Gratuity Act 1972.
Understanding the Payment of Gratuity Act 1972
The Act applies to establishments with 10 or more employees—factories, mines, plantations, ports, railways, shops, and other establishments.
Gratuity becomes payable upon completion of 5 or more years of continuous service. It's triggered by superannuation, retirement, resignation, or death/disablement.
The gratuity formula is: (Last drawn basic salary + DA) × 15 × years of service ÷ 26.
The current maximum gratuity payable is ₹25 lakh. Gratuity is exempt from income tax up to a specified limit.
What to Include in Form Q
Employee details: full name, date of birth, gender, marital status, employee ID, designation, department, and date of joining.
For each nominee, provide:
- Nominee's full name and relationship to the employee
- Age and residential address
- Percentage share of gratuity (must total 100%)
The Act restricts nominations to family members as defined in the legislation.
Optionally designate an alternate nominee in case the primary nominee predeceases the employee.
Two witnesses must sign the form. The completed Form Q must be acknowledged by the employer.
How to Generate Form Q with Hyring
- Enter the employee's personal and employment details.
- Add nominee information—name, relationship, age, address, and share percentage.
- Optionally designate alternate nominees.
- Add two witness names and addresses.
- Download the completed Form Q as PDF or DOCX—free, no sign-up needed.
Gratuity Calculation Example
Last drawn basic salary + DA: ₹50,000 per month.
Years of completed service: 10 years.
Calculation: ₹50,000 × 15 × 10 ÷ 26 = ₹2,88,462.
If the employee completes more than 6 months in the final year, it rounds up to the next full year. Gratuity must be paid within 30 days of becoming payable—delays attract interest.
Best Practices for Form Q Management
Collect Form Q from every eligible employee during onboarding. Don't wait—this protects their family from the start.
Encourage employees to update nominations whenever family circumstances change. A fresh Form Q supersedes all previous nominations.
Maintain secure records of all nominations—both physical and digital. Conduct regular audits to identify missing or outdated forms.
If an employee dies without a valid Form Q, gratuity goes to legal heirs through succession laws—causing delays and potential disputes. Filing Form Q prevents this.