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:
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,
#1
Outcome-based. Typical recruitment agency.
#2
AI screening & interviewing tools
#3
Employee time tracking & Productivity monitoring
Form Q is the official form used for making gratuity nominations according to the provisions of the Payment of Gratuity Act 1972 in India.
Every employee in an establishment covered under the act should make his/her nomination through Form Q. The form needs to be completed during onboarding and can be revised at any time due to marriage or deaths in the family.
It's important to take care of the proper handling of Form Q as a statutory compliance obligation for employers. Otherwise, there could be legal problems and delays in payment to the grieving relatives of deceased employees.
Hyring offers a free Form Q generator that guarantees proper completion of each nomination form according to the Payment of Gratuity Act 1972.
Understanding the Payment of Gratuity Act 1972
An establishment covered under the act must have at least 10 employees; it can be factories, mines, plantations, ports, railways, shops, and other establishments.
Gratuity can be made payable after 5 or more years of continuous employment in case of superannuation, retirement, resignation, or death/disablement.
Gratuity is calculated as follows: (Last drawn basic salary + DA) x 15 x years of service ÷ 26
Maximum gratuity payable in the present scenario is ₹25
What to Include in Form Q
Employee details: full name, date of birth, sex, marital status, employee ID, designation, department, and date of joining.
Details for every nominee:
Nominee's full name and relation to the employee
Age and residence address
Share percentage of gratuity (should equal 100 percent)
According to the Act, only relations of the person as specified in the Act can make nominations.
A person may also choose to appoint an alternate nominee in case the nominee precedes the employee.
Two witnesses have to sign the nomination deed. Once filled, the Form Q should get an endorsement from the employer.
How to Generate Form Q with Hyring
- Fill in the details about the person: personal and work details
- Enter nominee details: name, relation, age, address, and share percentage
- Enter alternate nominee (optional)
- Enter the names and addresses of two witnesses.
- Download Form Q in PDF/DOCX formats. It's free. No login required.
Gratuity Calculation Example
Basic salary with DA: ₹50,000 per month.
Total completed years of service: 10 years.
Formula: ₹50,000 x 15 x 10/26 = ₹2,88,462.
If the employee served for more than six months in the last year, it is rounded off to a whole year. Gratuity has to be paid within 30 days after it becomes due, with penalties for late payment in the form of interest.
Best Practices for Form Q Management
Get Form Q from all eligible employees during onboarding. Advise employees to notify themselves of any changes in their personal lives. A new nomination form will override all others.
Keep all nominations safe in both hard and soft copies. Perform audits to ensure that there are no missing or old nomination forms.
If the employee dies without completing Form Q, the gratuity will go by inheritance law to his or her legal heirs, thus resulting in long processes and possible arguments.
Frequently Asked Questions
What is Form Q?
Who needs to fill out Form Q?
What is gratuity under the Payment of Gratuity Act?
How is gratuity calculated in India?
Can a gratuity nomination be changed?
What happens if an employee dies without filing Form Q?
How do I customize this Form Q template?
Can I download this Form Q template for free?
Related HR Glossary Terms
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.
Expertise
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.
Expertise