Quick answer: ESIC registration has two parts. The employer registers the establishment online, through the Shram Suvidha common registration or the ESIC employer portal, within 15 days of ESI applying (ESIC guidance) (10 or more employees). The portal issues a 17-digit employer code and the C-11 letter. The employer then registers each employee earning up to ₹21,000 a month, on or before the day of joining, using Aadhaar. Each employee gets a 10-digit insurance (IP) number that stays with them for life once Aadhaar and family details are complete, and the e-Pehchan card is downloaded from the IP portal once Aadhaar is seeded.
ESI gives medical care and cash benefits only to employees who are registered, and only once their employer is registered. A missed registration or a duplicate insurance number is one of the most common reasons employees are refused treatment or benefits. This guide takes HR and payroll teams through both registrations: the establishment, and each employee, including the e-Pehchan card, Aadhaar seeding and what to do when an employee changes jobs. For who is covered and how contributions are calculated, see our ESI payroll guide.
When ESIC registration is required
ESI applies to factories and establishments employing 10 or more persons, under Chapter IV of the Code on Social Security, 2020, which replaced the ESI Act, 1948 from 21 November 2025. Once the threshold is reached, ESIC expects the establishment to register within 15 days of the scheme applying to it (ESIC guidance). Coverage continues even if the headcount later falls below 10.
Employees are covered if their wages are up to ₹21,000 a month (₹25,000 for persons with disability). Employees earning more are not registered, though an employee already covered stays covered until the end of the contribution period if their wages rise. Apprentices under the Apprentices Act are not covered.
Employer registration: step by step
- Check applicability: count all employees, including contract and casual workers, and note the date the count first reached 10.
- Choose the route: new units are directed to the common ESIC/EPFO registration on the Shram Suvidha portal, which issues a Labour Identification Number (LIN). Under rule 5 of the 2026 rules, the application is filed in Form-I and digitally signed; if no certificate issues within 7 days, registration is deemed granted. The ESIC employer portal (Employer Login, Sign Up) is also available.
- Sign up: enter the establishment name, principal employer's name, state, region, email and mobile number. Login details arrive by email and SMS.
- Fill the registration form: establishment address, nature of business, constitution (company, firm, proprietor), PAN, date of start and of coverage, bank details, and the number of employees and their wages.
- Choose the ESIC branch office and inspection division nearest to the establishment.
- Submit: the system generates the 17-digit employer code number (for example, a masked format like XX000123450001001). Download the C-11 registration letter, which is computer-generated, needs no signature and is the proof of registration.
Companies: a company incorporated through the MCA (SPICe+) portal since February 2020 is registered with ESIC automatically on incorporation; the employer code is issued along with the certificate of incorporation. Check that the code is active on the ESIC portal before the first payroll.
Manpower and security agencies: manpower suppliers, security agencies and contractors may be asked to deposit six months' advance contribution before the registration letter is issued.
Documents and details needed
- ☐ PAN of the establishment
- ☐ Certificate of incorporation, partnership deed or other proof of constitution
- ☐ Address proof of the premises (rent agreement, utility bill)
- ☐ Shops and establishments or factory licence, and GST registration if any
- ☐ Details of directors, partners or proprietor
- ☐ Cancelled cheque or bank statement
- ☐ List of employees with dates of joining, wages and Aadhaar
Branches and sub-codes
A business with branches in different places can register each branch under the main employer code as a sub-code, attached to the local ESIC office. Contributions for the branch are then paid under the sub-code. Branches in the same area may stay under the main code. Decide this at registration, because it decides which ESIC office deals with the branch.
Employee registration: step by step
The employer registers each eligible employee; employees cannot register themselves. Under the Social Security (Central) Rules, 2026, the employer registers a new employee on or before the day of joining, entering the name and Aadhaar number, unless the employee is already registered. Do not wait for the first payroll.
- Collect details: name, date of birth, gender, Aadhaar, mobile number, bank account, date of joining, wages, and family members with their Aadhaar and a photograph.
- Check prior coverage: ask whether the employee has an ESIC insurance number from an earlier job. If yes, use that number; do not create a new one.
- Register on the employer portal: log in, choose Register New IP, enter or verify the Aadhaar and mobile number, and fill in the employee's details. For an existing number, enter it with the date of appointment.
- Select the dispensary: choose the dispensary or hospital near the employee's home for the employee and the family. This decides where they get treatment.
- Submit: the portal allots a 10-digit insurance (IP) number at once and generates a temporary identity certificate.
- Complete family details: add the family members and seed their Aadhaar, within 30 days. Under rule 18, the number lapses if the family declaration is not completed or Aadhaar is not authenticated.
Aadhaar can also be added in bulk through the employer portal's bulk Aadhaar upload, which helps when registering many employees at once. For the full joining checklist, see our new employee payroll setup guide.
e-Pehchan card
The e-Pehchan card is the ESI identity card of the employee and family, with the insurance number and the family's details. It is valid for life. Once Aadhaar is seeded, the employee can download it from the ESIC IP portal or the UMANG app (ESIC):
- Open the IP portal and sign up with the insurance number, date of birth and the mobile number the employer registered, and verify the OTP.
- Set a password and log in with the insurance number.
- Choose Download e-Pehchan Card and save or print the PDF.
If sign-up fails because the date of birth or mobile number does not match, only the employer can correct the record on the employer portal. If the card does not generate, the usual reason is that Aadhaar has not been seeded.
Aadhaar seeding
Aadhaar is now central to ESI. The 2026 rules require Aadhaar for employee registration, and under section 142 of the Code, ESIC now requires Aadhaar authentication for insured persons and each family member before benefits are given. Aadhaar also lets ESIC prevent duplicate insurance numbers and merge contributions recorded under a duplicate. Check at each month-end that every new joiner's Aadhaar shows as seeded.
Common registration problems
| Problem | Why it happens | What to do |
|---|---|---|
| Two insurance numbers | New employer created a number instead of using the old one | Ask the ESIC branch office to merge them; always ask joiners for an earlier number |
| e-Pehchan not generating | Aadhaar not seeded | Seed Aadhaar for the employee and family |
| IP portal sign-up fails | Date of birth or mobile mismatch | Employer corrects the details on the employer portal |
| Family cannot get treatment | Family details or Aadhaar not added | Complete the family declaration and Aadhaar |
| Late employer registration | Threshold crossed but not noticed | Register at once; contributions are due from the date of applicability |
After registration
- Contributions: deduct 0.75% from the employee and add 3.25% as the employer's share, and pay by the 15th of the next month. Our ESIC challan and due date guide covers payment, and the ESI calculator works out the amounts.
- Exits: mark the date of leaving on the portal so the record is accurate.
- Changes: update addresses, branch offices and authorised signatories as they change.
- Records: keep the C-11, the list of insurance numbers and the monthly returns. See our statutory registers guide.
Late registration does not remove the liability: contributions are due from the date ESI applied, with interest and damages. See our payroll compliance penalties guide.
Work out ESI for every employee. Use the free ESI calculator to check employee and employer contributions and the ₹21,000 limit before the first ESIC payment.
Frequently asked questions
How does an employer register for ESIC?
Register online, either through the common registration on the Shram Suvidha portal or through the ESIC employer portal. Enter the establishment, ownership and employee details, choose the ESIC branch office, and submit. The portal then generates a 17-digit employer code number and the C-11 registration letter. Companies incorporated through the MCA portal are usually registered with ESIC automatically.
How do I register an employee in ESIC?
The employer, not the employee, registers each eligible employee on the ESIC employer portal, on or before the day of joining. Enter the employee's details and Aadhaar, and the existing insurance number if the employee was covered before. The portal allots a 10-digit insurance (IP) number. Family details and Aadhaar for the family are then added so the employee and family can get medical care.
Is the ESIC number linked to Aadhaar?
Yes. Under the 2026 rules, Aadhaar is required to register a new employee, and under section 142 of the Code, ESIC now requires Aadhaar authentication for insured persons and each family member before benefits are given. Without Aadhaar seeding, the e-Pehchan card may not generate and benefits can be held up.
Can a person have two ESIC numbers?
No. An employee should have one insurance number for life. When an employee changes jobs, the new employer must use the existing number. If a second number has been created by mistake, the employer or employee should ask the ESIC branch office to merge the two, so contributions and benefit eligibility are not split.
How can I download my ESIC card?
Sign up on the ESIC IP portal with your insurance number, date of birth and the mobile number your employer registered, then download the e-Pehchan card as a PDF. It is also available on the UMANG app. The card generates only after Aadhaar is seeded.
What is the format of an ESIC number?
The employer code number has 17 digits and identifies the establishment. The employee's insurance (IP) number has 10 digits and stays the same across jobs.
Position as of 15 November 2026, under the Code on Social Security, 2020 and the Social Security (Central) Rules, 2026. Portal screens and timelines change; check the ESIC and Shram Suvidha portals before registering. General information, not legal advice.