Preparing for a Labor Inspector Visit: What Essential Documents Should You Have Ready?

I am working as an HR in a private limited company. Our employee strength is 25 or more.

Essential Documents for Labor Inspector Visits

What are the essential documents to be updated before the labor inspector or government professional visits?

First of all, the labor inspector will not visit your unit. Instead, an authority from the Inspectorate will come and inspect the unit. You have to show the statutory registers to them.

Regards,
Alphonse

First, ensure that you have obtained shop and establishment registration, i.e., registration under the National and Festival Holiday Act. Then, there is a set of registers you need to produce when the labor inspector visits your company.

Kindly call me at [Phone Number Removed For Privacy Reasons] or email me at [Email Removed For Privacy Reasons] if you need any help.

All the best,
Sundar

It seems that the information shared by you regarding your company is incomplete to provide appropriate advice. On a general note, a host of labor law statutes become applicable when the number of employees exceeds 20 in a private organization. Each statute requires you to maintain a specific set of registers and ensure periodic compliance.

Applicable Statutes for Organizations with Over 20 Employees

Some of the statutes that apply to your organization are:

1. Provident Fund
2. ESIC (if the establishment falls in the implemented area)
3. Payment of Gratuity Act
4. Payment of Bonus Act
5. Factories Act - if it is a factory as defined in section 2(9)

This is an illustrative list and not an exhaustive list of the applicable statutes to your organization. Each of these statutes requires you to register with the designated government authority. Therefore, I would advise you to seek legal counsel to ensure due compliance and proper maintenance of books.

I hope that helps.

Please ensure the following:

A. Labour

1. Shop & Establishment registration
2. Form T
3. Form Q and F
4. Wage slip
5. Salary statement
6. Display holiday list
7. Form U

B. PF

1. Monthly and Annual returns

C. ESI

1. Monthly and half-yearly returns

Most of the information is available online on the respective department's website. You can search for it on Google.

Happy learning,

Regards,
Sarfaraz

If your company is engaged in any kind of manufacturing activity using power, and since the strength is 25+, you come under the purview of the Factories' Act. Therefore, you do not come under the Shops & Estt. Act.

Documents Required for Compliance

The Labour Officer can and will visit your office and ask for documents such as the Muster Roll, Wage Register, Salary Slip, Inspection Book, etc. They may also interview a couple of workers privately (not in the presence of the employer or their representative). The Inspector of Factories (now Director of Industrial Safety & Health) may also visit and demand the same set of documents, including the Factory Licence.

You can get a complete list of documents required to be maintained from the net.