How Can I Help My Employee Get a Passport with Address Proof Issues in Pune?

Dear all seniors,

One of my employees, who has completed five months in our office, is from Amravati and has been staying in Pune for the last two years. Recently, he changed his residence and is now staying in another place from April 2007. He now needs to obtain a passport, and the passport office requires a one-year address proof in Pune.

My query is on what basis I should provide him with an Address proof letter and which documents he needs to submit for his personal file record.

Please assist me with this issue.

Thanks & Regards,
Vrusha

Hi Vrusha,

You can provide the address proof only from the joining date to the present date in your organization. Beyond that, you shouldn't provide it; however, if you do, it could be risky. This is because they will cross-check it with the experience certificate, offer letter, etc. So, don't take risks. Just give him an address proof for the last 5 months; for the rest, he can probably produce a rental agreement from his previous landlord, or he can get an affidavit from a lawyer.

When giving address proof to apply for a passport, you should be very careful. If it is proven that you have provided incorrect information, they won't accept any more address proofs from your organization.

Regards, Kalyn. 😊

Hi, please find attached address proof letter.

Thank you.

Vrusha,

In our opinion, a company or any private organization is not competent to certify the proof of residence of an employee working in the company. The concerned Government Agencies are authorized to certify the addresses. Hence, the Ration Card, Voter ID Cards, Driving License, and Passports are considered valid proofs.

Government Agencies/Departments conduct verification procedures, e.g. for the Passport: Police Verification and inquiries from Home and Around conducted. For the Ration Card: Ward No and the verification procedures are adopted, as well as for Voter ID Cards and Driving License. Moreover, Utility Bills for water and electricity bills have more recognition as proof of address since these reach the home.

What we want to say is:
A company is authorized to certify the details pertaining to employment in relation to the compliance of the law and to maintain smooth transactions with the employees.

Therefore, you should only provide details related to the employment of an employee, whether this is an Experience Certificate or a salary certificate, for example.

Asking the company to provide the address proof of an employee is an easily available document for the demanding organization, even if they do not know the authenticity of such a document.

Anybody can check these documents for their authenticity, and the certifying person/organization will suffer the consequences.