ESIC Contribution Cover Letter Format
Prepare a covering letter summarising a month's ESI contribution: insured employees, wages, contributions and the challan.
What it is
Employers covered by the Employees' State Insurance scheme pay a monthly contribution for employees earning up to the wage ceiling: 0.75% of wages deducted from the employee and 3.25% paid by the employer. Contributions are filed and paid online on the ESIC portal. A covering letter or internal summary helps when the branch office, an auditor or a client asks for proof of compliance for a month or contribution period.
When it is used
- Submitting proof of ESI compliance to a principal employer or client.
- Responding to an ESIC branch office query.
- Monthly payroll compliance files and audits.
What the template covers
- Employer name, 17-digit ESIC code and branch office
- Contribution month and contribution period
- Number of insured employees and total wages
- Employee contribution at 0.75%
- Employer contribution at 3.25% and total
- Challan or UTR number and date
Details you will need
The generator asks for the following. Fields marked with an asterisk in the form are required; the rest can be left blank and filled in later in Word.
Letter
Letter Date
Employer
Employer Name; ESIC Employer Code (17-digit); Address; ESIC Branch Office
Period
Contribution Month; Contribution Period (Half Year)
Contribution
Total Insured Employees; Total Wages / Gross Salary (₹); Employee Contribution @ 0.75% (₹); Employer Contribution @ 3.25% (₹); Total Contribution (₹); Challan / Payment Date; Challan / UTR Number
Signatory
Authorised Signatory; Designation
Stamp duty, registration and filing
The ESI scheme now runs under the Code on Social Security, 2020 (in force from 21 November 2025). Coverage applies to employees earning up to ₹21,000 a month (₹25,000 for persons with disability); check the current ceiling on esic.gov.in. Contributions are due by the 15th of the following month, and delay attracts interest and damages. Contribution periods run from April to September and October to March.
Generate the ESIC Contribution Cover Letter
Fill in the form and download the draft as a Word file. It is a general template, not legal or professional advice; have it reviewed for your facts before you sign or rely on it.
Need this checked against your facts, or the registration or filing that follows (e.g. PF, ESI, TDS on salary)? Contact SKAG and Associates
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Frequently asked questions
What are the current ESI contribution rates?
Employee 0.75% and employer 3.25% of wages, in force since 1 July 2019.
What is the due date for ESI payment?
The 15th of the month following the month for which wages are paid.
Does an employee stop being covered mid-period if pay rises above the ceiling?
No. An employee covered at the start of a contribution period stays covered until the end of that period.
This page gives general information for reference only. Laws, stamp duty rates and filing requirements change and differ between States, so confirm the current position for your case. Related: all document templates · free tax calculators · compliance calendar and guides.