Navigating Post-Marriage Documentation: What Should HR Collect from a Female Employee?

Please let me know what documents are to be collected from a female employee after her marriage. I have asked her to provide:

1. Marriage certificate
2. Address Proof

Please let me know if any other documents are required from her and if there is a specific format through which we can collect the data, as this is the first case in our company.

Please reply.

Thanks in advance,

Sunil Mehta

Dear Sunil,

These are the documents you will require in the employee file:

1. Attested Copy of Marriage Certificate
2. Attested copy of affidavit (In case 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 need to update if there is a change in her surname in the following areas:

1. Employee Database
2. Identity Card
3. Email ID
4. PF
5. Gratuity
6. Mediclaim policy

Regards,
(Cite Contribution)

Hi,

You should also ask him or her to make necessary changes with respect to the nominee (Gratuity/PF) and to submit Form 1B to the ESI authorities along with a card-sized photograph for the inclusion of their name. These requirements are applicable if the employee is covered under ESIC and PF schemes.

Thanks and regards,
Kamesh

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 at 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. The HR department 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 favor of the spouse).

Warm regards.

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. It's 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 the 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 that is required and matters to announce and declare the change of name unless we are banking or passport officials.

Cheers,
Saj