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Community Manager
Raj Kumar Hansdah
Shrm, Od, Hrd, Pms
Sunilmehta
Service
+2 Others

Please let me know what are the documents to be collected from female employee after her marriage.
I have asked her to provide
1. Marriage certificate
2. Address Proof
Please let me know any other documents to be provided by her and any format through which we can collected the data as this is the first case in our company.
Please reply.
Thanks in advance
Sunil Mehta

From India, Rajkot
Dear Sunil ,
These are the document you will require in the employee file:
1. Attested Copy of Marriage Certificate
2. Attested copy of afidavit [ Incase there is a change in the surname]
3. Address proof [ If there is a change of address ]
4. Updated Passport/Pan Card copy in case the change of surname reflects in it
You will require to update if there is a change in her surname in the following areas
1. Employee Data Base
2. Indentity Card
3. Email Id
4. PF
5. Gratuity
6. Mediclaim policy
Regards,
(Cite Contribution)

From India, Mumbai
Hi,
Should also ask her / him to make necessary changes wrt the Nominee ( Gratuity / PF ) & also to submit form 1 B to the ESI authorities along with a card size photograph for inclusion of their name these are subject to the employee is covered under ESIC & PF schemes.
Thanks and regards - kamesh

From India, Hyderabad
Dear Sunil
I completely agree with (Cite Contribution) on the DOCUMENTS required and AREAS OF ACTION in case a change in her SURNAME is involved.
However, do remember the following points :
  • Let the employee produce the documents at ease and her convenience (as many of the documents will take time)
  • A good HR need not act too bureaucratic nor force the employee to submit the documents immediately.
This is the time when the concerned employee goes through a lot of life-changes and may feel stressed. HR deptt. should deal with the issues in a sensitive manner.
Also, please note that if the employee prefers to retain her maiden name (there is an increasing trend), then the documentation reduces to that extent.
With reference to nominations in relevant documents, please be informed that in the absence of any change in nomination; the surviving spouse is considered the legal heir (therefore, the nomination is deemed to have been done in favour of the spouse).
Warm regards.

From India, Delhi
Do you collect information from a male employee after his marriage? The situation must be the same for a female employee as well.

Hello Everyone,
I think the above details are more exacting than what a bank or a passport office may require. Its a woman's choice whether she wants to go with her married name. However, with such strictures and demands in place, the choice to change name seems the hardest to choose.
Besides demanding an address proof is quite discriminatory, since I doubt if any employee is obligated to provide address proof if one moves into a new house.
To be just and fair, a written signed declaration is all what requires and matters to announce and declare the change of name unless we are banking or passport officials.
Cheers
Saj

From India, Bangalore
Dear Saj,
I agree with the freedom and discretionary of the employee to declare the marital status . However, The challenge lies in nomination for PF , Gratuity and other benefit where the spouse or the children are the first option.
Further more availing mediclaim policy will also require the employee to declare the status, specially when she might want to avail it for her children.
In case the employee wants to keep it private, discussing it with the HR might help. I managed a case where my employee was going through a divorce , hence wanted to keep it under the wraps.
We processed all the benefits for her child , but kept the status single as requested by her. It remained a secret and wasn't ever discussed even with her reporting manager.
Hope this helps !

From India, Mumbai
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