Two nominations are made on this one form and they follow different rules: the provident fund accumulation may be divided among family members as the member chooses, while the pension entitlement follows the family members the scheme recognises. Complete both parts — filling in only the first is the most common defect.
Provident Fund Nomination
Nomination and declaration for provident fund and pension
Two nominations are made on this one form and they follow different rules: the provident fund accumulation may be divided among family members as the member chooses, while the pension entitlement follows the family members the scheme recognises. Complete both parts — filling in only the first is the most common defect.
[COMPANY NAME] Establishment code: [CODE]
[ADDRESS OF THE ESTABLISHMENT]
1. Particulars of the Member
| Item | Detail |
|---|---|
| Full name | [NAME] |
| [Son / daughter / wife of] | [NAME] |
| Universal account number | [UAN] |
| Provident fund account number | [NUMBER] |
| Employee identification number | [ID] |
| Date of birth | [DATE] |
| Sex | [MALE / FEMALE / OTHER] |
| Marital status | [Married / Unmarried / Widow / Widower / Divorced] |
| Date of joining the establishment | [DATE] |
| Permanent account number | [PAN] |
| Aadhaar number, where linked | [NUMBER] |
| Permanent address | [ADDRESS] |
| Present address | [ADDRESS] |
| Contact details | [PHONE] / [EMAIL] |
2. Nomination for the Provident Fund Accumulation
I nominate the person or persons named below to receive the amount standing to my credit in the provident fund in the event of my death, and direct that it be paid in the shares stated.
| # | Name of nominee | Address | Relationship | Date of birth | Share (%) | Guardian, where the nominee is a minor |
|---|---|---|---|---|---|---|
| 1 | [NAME] | [ADDRESS] | [RELATIONSHIP] | [DATE] | [%] | [NAME AND ADDRESS] |
| 2 | [NAME] | [ADDRESS] | [RELATIONSHIP] | [DATE] | [%] | [NAME AND ADDRESS] |
| 3 | [NAME] | [ADDRESS] | [RELATIONSHIP] | [DATE] | [%] | [NAME AND ADDRESS] |
| 4 | [NAME] | [ADDRESS] | [RELATIONSHIP] | [DATE] | [%] | [NAME AND ADDRESS] |
| Total | 100% |
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These notes accompany the template and explain the drafting choices, the compliance points and the mistakes most often made with this document. They appear as a final page in the Word file, intended to be deleted before the document is executed.
The provident fund nomination lets the member choose family members and fix their shares. The pension entitlement follows the family members the scheme recognises, in the order it prescribes, and is not a free choice. Part 3 is a declaration of family rather than a nomination, and it is the part most often left blank because members assume Part 2 covers everything.
A member with a family cannot nominate someone outside it for the provident fund; such a nomination is invalid. A member with no family may nominate any person, but that nomination becomes invalid the moment a family is acquired. Clause 2.2 records the position; the practical consequence is that a nomination made by a single employee must be refreshed on marriage.
Build a trigger into the human resources process for any change in marital status, the birth or adoption of a child, or the death of a nominee. An annual reminder to all employees to review nominations costs nothing and prevents the situation where a family has to establish succession at the worst possible time.
Provident fund, pension, gratuity, employees’ state insurance where applicable, and any group insurance each have separate nominations that are not interchangeable. Collect them as a single pack at induction so that a family is not left chasing several different forms after a death.
Part 4 exists so that a member’s earlier accumulation is transferred rather than abandoned. Employees frequently leave money in accounts with former employers, lose continuity of service for pension purposes, and then face a difficult reconstruction years later. Where a universal account number already exists, it should be linked rather than a new one generated — duplicate numbers are a persistent and avoidable problem.
Service under successive employers counts towards the pension entitlement only if the accounts are properly transferred and the records linked. An employee who withdraws at each change of job breaks that continuity. Where a member asks about withdrawing, make sure they understand the effect on pension eligibility before they do it.
Contributions are computed on wages as the consolidated legislation defines them, with excluded components capped at half of total remuneration. A structure built on a small basic and a large special allowance understates the contribution base. Where a structure is corrected, expect the contribution to rise and explain the effect on take-home pay before the change is implemented.
Enrolment, contribution and filing obligations arise from the date the employee becomes eligible, not from the date the form is filed. A backlog of unsubmitted nominations does not delay the obligation to contribute. Deposit contributions within the prescribed period; interest and damages accrue on delay and are recovered from the employer.
Where a nominee is a minor, name a guardian on the form. Without it, the administration of the payment to a minor becomes considerably more difficult for the family. Prompt for this when the form is received; it is routinely left blank.
Shares must total one hundred per cent. The employer acknowledgement includes the check because forms with shares totalling ninety or a hundred and ten are common and leave the balance to be argued about.
Record each nomination in a register with a serial number, file the original securely, and return an acknowledged copy to the member. Retain for the whole period of employment and for the retention period afterwards; do not destroy on a general schedule.
This template captures the substance required. Where the scheme prescribes a form, or where the process is conducted through the online portal, use the prescribed form or the portal and keep this as the internal record and checklist.
Reflects Indian law current as of {{DATE OF USE}}. Prescribed forms, the definition of family, wage ceilings, contribution rates and the mechanics of universal account numbers and transfers all change — confirm the current position with a payroll specialist before adopting this form.
This is a ready-to-use template provided for convenience. Laws and requirements change, and every situation is different — please have it reviewed by a qualified professional (a lawyer, company secretary, or chartered accountant as relevant) before you rely on it.