Preparing for a Factory Inspector Visit: What Forms and Registers Do We Need?

Dear Seniors, Our company is a manufacturing company located in Bhosari MIDC, Pune. Please let me know what forms and registers should be maintained and shown to any factory inspector or labor officer visiting our factory. Please help me. Waiting for your valuable reply.

Regards,
Vaishali

Please check the Factories Act, Payment of Wages Act, Minimum Wages Act, Payment of Gratuity Act, Payment of Bonus Act, Interstate Migrant Workers Act, Contract Labour Act, and its Rules for all compliances. Please confirm whether your factory falls under Central or State jurisdiction and proceed accordingly.

All the best.
Regards

Dear Vaishali, the Factory Inspector/Labour Inspector mainly inspects the following records:

1. Employee Attendance Muster
2. Accident Register
3. ESIC Details
4. Wage Register
5. Registration Certificate under CLRA
6. FORM-V, Bonus Register
7. Advance & Deduction of Fines Register
8. Factory License
9. Visit Book to put their comments.

Regards

Leave Book Maintenance as per Form 15

The leave book should be maintained as per Form 15. Columns to be provided for:

- Wages Period: from to
- Wages earned during the wage period
- Number of days work performed
- Number of days layoff
- Number of days maternity leave
- Leave earned during the year
- Whether leave in accordance with 79(8) was refused
- Normal rate of wages
- Rate of wages during the leave period

Regards

Dear Ms. Vaishali,
The Factory Inspector is interested in ensuring safety, health, and first aid provisions. Furthermore, they also review statutory requirements such as attendance sheets, leave records, medical records, and any past accidents (with the application of the CAPA method).

GLO's Interest in Contract and Staff Registers

GLO is interested in both the contract and staff registers, detailed below:

- Register of Contractors Engaged by Employer - Form-XII - See Rules-74 - Yearly - Principal Employer
- Register of Workmen Employed by Contractor - Form-XIII - See Rules-75 - Daily - Contractor
- Employment Card - Form-XIV - See Rules-76 - Monthly - Contractor
- Muster Roll - Form-XV - See Rules-78(1)a(i) - Daily - Contractor
- Register of Wages - Form-XVI - See Rules-78(1)a(i) - Monthly - Contractor
- Wage Slip with Signature - Form-XIX - See Rules-78(1)b - Monthly - Contractor
- Register for Deductions for Damage or Loss - Form-XX - See Rules-78(1)a(ii) - Monthly - Contractor
- Register of Fines - Form-XXI - See Rules-78(1)a(ii) - Monthly - Contractor
- Register of Advances - Form-XXII - See Rules-78(1)a(ii) - Monthly - Contractor
- Register of Overtime - Form-XXIII - See Rules-78(1)a(iii) - Monthly - Contractor
- Adult Worker Register - Monthly - Contractor
- Stamp & Signature on Each Page - Monthly - Contractor/Principal Employer
- Registers shall be maintained with actual hands engaged - Monthly - Contractor/Principal Employer
- First Aid box shall be maintained as per rules - Rules 48, 58, 62 - Monthly - Contractor/Principal Employer

In addition to gratuity, bonuses (all registers), etc.

For further information, please feel free to email me.

With Regards,
Amit Nag
Senior Manager - HR & Legal
[Phone Number Removed For Privacy Reasons]

Dear Vaishali, I think Mr. Sahu has covered all the necessary points. The other items to consider are as follows:

1. Safety Committee MOM
2. Ambulance Room & Safety Officers Requirements
3. Approved Plan & Layout
4. Explosive Licenses & Their Validity, If Applicable
5. Emergency Exit Directions and Identification
6. Fire Extinguisher Records
7. Proof of the Last Compliance Status Submitted

Were you previously employed at MINDA? Please confirm.

Regards,

I think Mr. Shahu has given a good answer to your question. However, try to look into small things that are necessary. For example, ensure that the PF is submitted by the contractor or company, check the day of the worker mentioned in the register, and verify the salary paid to the worker, etc. The labor officer is always well aware of where there may be a shortfall.

Regards,
Sunil Walzade

Dear Vaishali, The Factory Inspector is not interested in whatever is written above. He is mostly interested in finding out the non-compliance of the company. He is well aware of where to catch you. He will mostly check the following:

- Payment to the Contract Workers.
- Overtime rate.
- Stability Certificate of the Company.
- Safety of the Machines.
- Protective appliance.
- Safety passage in the offices or factory.
- Ventilation in the Company.
- Loose wirings.
- Display of Extracts.
- Display of notices.
- Medical examination of the workers working in the canteen and on hazardous work.
- Display of safety norms near the machine.
- Examination of pressure vessels and other equipment.
- Storage of hazardous chemicals.
- Approved plan.
- And many other documents.

I have faced many inspectors, and I know where they catch etc. Don't worry, if you face the inspector, you will come to know where you are going wrong as the factory inspector knows that no company can work as per any Act; we are bound to make errors.

Regards,
Alok

Dear Sir,

During the audit, our HR Head has misplaced the factory inspector visit book. What should be done in such cases? Please suggest.

Thanks
Regards,
Dilip Rajpurohit