How to Manage Employee Records When Birth Dates Are Incomplete?

Handling Employees Without Complete Date of Birth Information

I am facing a problem with some employees who do not know their exact date of birth; they only know the year. What should I do in this situation?

Thanks,
Alok

If your employees are educated, ask them to provide their certificates with the date of birth mentioned on all certificates:
- SSC
- HSC
- Bachelor
- Master
- PG Diploma, etc.

If your employees are uneducated, ask them to provide:
- Voter ID
- Ration Card
- Birth Certificate, etc.

Thank you.

If you have the years of the employees, you can write 1st July of the year they were born. Most people celebrate their birthday on July 1st for those who do not know the exact date of birth.

What Alok said is correct. If there is no way to get the date of birth certified from anywhere, you can mention it as July 1st. It is better if you get a declaration from the employee. If there is no proof, the date the employee provides should be taken as authentic.

One thing to note, if the employee has studied in school, it is possible to obtain a certificate from the school on stamped paper, which is a valid document too.

Regards,
Sebastian K S

The issue of an employee's date of birth is a very tricky matter. When the employee joined your organization, they might have provided some information such as the year of birth, etc. If you have any records, use it as the base and consider the date of submission as the date of birth or ask the employee to obtain an affidavit from the court regarding their date of birth.

If you have any doubts about the date of birth of any employee, refer them to the District Health Officer for a skin test and obtain a certificate from the DHO, recommended by the Management, as proof of their date of birth. We have followed this procedure in many cases.

Regards,
G.K. Manjunath
Sr. Manager-HR

Assuming the employees are illiterate, you may refer them to the district Government Hospital where a panel (Board) of doctors shall examine them and issue a certificate determining the appropriate year of his/her birth. You can fix any date of birth in that range for the concerned employee. This will be more authentic and reliable.

Regards,
R K SINGH
CHANDIGARH

To obtain the employee's date of birth, the following steps may be followed:

1. Send the employee to their school to obtain a copy of the Transfer Certificate (TC).
2. Send them to the nearest district health officer to acquire a birth certificate.
3. Send them to the hospital where they were born to gather the necessary details.
4. Obtain an affidavit from a notary public regarding their date of birth.
5. Assume the date of birth as 31.12 [year] if the employee is aware of the birth year.

Thank you.

Regards,
Raju

You can get their DoB as follows:

Case 1: Employees with Literacy
If your employees are literate, ask them to submit their SSC Marksheet and Certificate. The date of birth of candidates, which is mandatory, can be found on these documents as provided by the state board.

Case 2: Employees without Literacy
If they are illiterate, ask them to obtain an affidavit from a notary public regarding their date of birth from their respective Gram Panchayat.

Regards,
Anil

If there is the above-mentioned proof, then there is no issue in this regard. If your employee doesn't have any proof/certificates, we could ask him to undergo an ossification test, which can be done by medical professionals from a government hospital. Through this test, we shall come to know his year of birth approximately.

Regards,
Kannan R

Usually, we ask the employee for their SSC certificate, birth certificate, or any other ID proofs like a voter ID or driver's license, etc. It is better to go with any one of those options.

However, if the employee doesn't have any of them, then usually companies, by default, consider it as any date in the month of July of that particular year. This is what happens in almost many such cases.

Regards,
Vijaya

I suggest that the employee go to meet a government-registered doctor or practitioner. They will then be able to identify the person's approximate age based on their growth, health, height, and weight. In my office, I obtained this information from the employees through the doctors. I have attached the certificate for all their needs.

Record of Age as Defined by Standing Order for Date of Birth

Every workman shall indicate his exact date of birth to the employer or the officer authorized by him in this behalf, at the time of entering the service of the establishment. The employer or the officer authorized by him may, before the date of birth of a workman is entered in his service card, require him to supply:

- (i) His matriculation or school leaving certificate granted by the Board of Secondary Education or similar educational authority; or
- (ii) A certified copy of his date of birth as recorded in the registers of a municipality, local authority, or Panchayat or Registrar of Births;
- (iii) In the absence of either of the aforesaid two categories of certificate, the employer or the officer authorized by him may require the workman to supply a certificate from a Government Medical Officer not below the rank of an Assistant Surgeon indicating the probable age of the workman, provided the cost of obtaining such a certificate is borne by the employer;
- (iv) Where it is not practicable to obtain a certificate from a Government Medical Officer, an affidavit sworn either by the workman or his parents, or by a near relative who is in a position to know about the workman's actual or approximate date of birth, before a First Class Magistrate or Oath Commissioner, as evidence in support of the date of birth given by him.

The date of birth of a workman, once entered in the service card of the establishment, shall be the sole evidence of his age in relation to all matters pertaining to his service, including the fixation of the date of his retirement from the service of the establishment. All formalities regarding recording the date of birth shall be finalized within three months of the appointment of a workman.

Cases where the date of birth of any workman had already been decided on the date these rules come into force shall not be reopened under these provisions.

Note: Where the exact date of birth is not available and only the year of birth is established, the 1st of July of the said year shall be taken as the date of birth.

Regards

If the employees have passed the SSC or above examination, their date of birth is mentioned in the SSC certificate. If the employees' educational level is below this, then you may rely on the date of birth mentioned in the school record, like the Transfer Certificate (T.C.), etc. If the employees are uneducated and have never attended school, then they may be asked to appear before the Medical Board. The Medical Board will decide the year of birth. In that case, you may consider the 1st of July of that year.

Thanks,
M.L. Barber

Options for Ascertaining Date of Birth

To ascertain the date of birth, the following options are available:

1. Date of birth given in the matriculation certificate, etc.
2. Date of birth as per the school leaving certificate.
3. Date as recorded either in the hospital or birth certificate.
4. The certificate submitted by the employee concerned at the time of his joining your company.
5. Date of birth as recorded in the horoscope of the employee.

If none of the above is available, please have him medically examined for the determination of his date of birth.

Regards,
S.K. Johri

Dear All, thank you all for your support. Someone asked me if we can assume 1st November in this situation. Could you please confirm if this is correct?

Thanks,
Alok