Joining Formalities: Documents Checklist for a New Job in India

When you join a new company in India, HR will usually ask for identity and address proof, PAN, educational certificates, previous employment documents (relieving letter, experience letter, recent payslips), bank details, passport-size photos, and your UAN if you've had PF before. Most companies send a joining checklist in advance, but having these ready before your last day at the old job saves a stressful first week. Here's a practical checklist and the things people commonly forget.

The usual document checklist

Identity, address and tax

• PAN card (needed for salary and TDS).
• Aadhaar, and often a second ID such as passport, voter ID or driving licence.
• Current and permanent address proof if different.
• Passport-size photographs, usually digital copies too.

Education

• Class 10 and 12 mark sheets.
• Degree certificate or provisional certificate, and semester mark sheets.
• Postgraduate or professional certificates if relevant.

Previous employment (for experienced hires)

• Relieving letter and experience letter from previous employers.
• Last three months' payslips, and sometimes the offer or appointment letter from the last job.
• Form 16 or details of income and TDS from your previous employer for the current year.
• Resignation acceptance email, if the relieving letter isn't issued yet.

PF, bank and payroll

• Your UAN (Universal Account Number) if you've been a PF member before.
• Bank account details with a cancelled cheque or bank statement, unless the company opens a salary account for you.
• Nominee details for PF and insurance.
• Emergency contact details.

Scan everything in advance and keep a folder on your phone and email. Many companies now collect documents through an onboarding portal before day one.

The forms you'll likely fill

PF declaration (Form 11). This EPFO form records whether you were a PF or pension member before and your UAN, so your new employer links your account correctly. Fill it carefully. Errors here cause problems later with transfers and withdrawals. Our guide on PF transfer and UAN errors covers what can go wrong.

Previous income details for TDS. If you change jobs during a financial year, your new employer needs your income and TDS from the earlier employer to deduct tax correctly. Skipping this is a common cause of tax demands later; see changing jobs mid-year and Form 16.

Tax regime choice and investment declarations. Many employers ask you to choose a tax regime and declare investments or rent for TDS planning. If you're unsure, ask payroll how the default works and when you can change your declaration.

Policy acknowledgements. Code of conduct, IT and data policies, POSH policy, and sometimes a confidentiality or non-disclosure agreement. Read before signing, especially anything about non-compete, moonlighting or intellectual property. Our guide on moonlighting clauses explains what to look for.

If a document isn't ready

The most common gap is the relieving letter, because many companies issue it only after your last day or after full and final settlement. Tell your new HR in advance and offer alternatives: the resignation acceptance email, your last payslip, and a written date when the relieving letter will be issued. Most HR teams accept this temporarily. Lost certificates are another common issue; apply for duplicates from your board or university early, since it can take weeks.

If you don't have a previous UAN because it's your first formal job, that's fine. Your employer will generate one.

Things to check in the first week

• Appointment letter. Under the labour codes, employers are required to give appointment letters to workers. Make sure you receive yours and that it matches your offer.
• UAN linked and KYC done. Log in to the EPFO member portal and check that your new employer appears and your KYC (Aadhaar, PAN, bank) is verified.
• Health insurance enrolment. Confirm your family members are added and you have the card or app access.
• Bank details in payroll. Confirm before the first salary cycle, not after a missed salary.
• Probation terms and notice period during probation. See probation period basics.

Be careful with document requests

Genuine employers verify original documents and return them immediately. No legitimate company keeps your original certificates or charges a fee for "document verification" or "joining kit". Share copies through the company's official HR email or onboarding portal, not to personal numbers of people you haven't met. If anything seems off, our guide on verifying recruiters helps.

Getting the paperwork right in week one saves you from PF, tax and payroll headaches for years. It's boring work, but it's worth an hour of care.