The Regional Provident Fund Commissioner’s Office,
Employees’ Provident Fund Organization,
New Delhi.

Subject : – Name correction on Provident Fund Website

Ref: Our Code No. _____

Dear Sir,

It is to being to your notice that the name of the company is ……………………….., but on the PF Portal and the PF challan the name is spelt as ……………………………….. However, on the Form 5A the name is spelt correctly.

We are enclosing a copy of the Service Tax/GST certificate and a copy of the Form 5A for your perusal and ready reference. We request you to please make necessary changes so that the correct name is updated in all relevant records.

Please acknowledge receipt.

Thanking you,

Yours faithfully,

(Company Name)

Authorized Signatory
Encls. as above

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Subject : Joint Declaration by the Member & Employer.

Dear Sir,

We have submitted the joint declaration by our employee Mr./Ms. __________[Employee Name] and the undersigned regarding correction of member’s name vide our letter (for joint declaration letter) submitted in your office on 20.11.2017 (copy enclosed for ready reference).

The member is pressing very hard for correction of his/her name. We are also not in a position to update his/her KYC data through Aadhaar and PAN No. as there is mismatch in his/her name.

It is also pointed out that employer portal site of EPFO is also not functioning properly and hence we are not in a position to update KYC i.e. Aadhaar and PAN.

As such, you are requested to kindly get the needful done at the earliest under information the member.
Thanking you,

Your’s faithfully,

For _______ [Company name]

Authorized Signatory
Encls: As Above

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Sub: Submission of digital signature

Dear Sir,

It is brought to your kind notice that we have already filed digital signature online which has since been expired. However, the fresh digital signatures have been uploaded on the portal of the EPFO & intimation for submission of authorized signatory has also been sent to your office on _________ .

As such, you are requested to drop the legal action as proposed in your notice since we have complied with the provisions of law.

Please acknowledge receipt

Thanking you,
Yours faithfully,
For ……………….

Authorized Signatory
Encls: As above

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The Regional Provident Fund Commissioner,
New Delhi.

Sub: Inspection of PF records in respect of M/s _______ Pvt. Ltd. – reg.
Ref: Your letter No. ________ dated: ________.

Dear Sir,

With the reference to your above letter issued by your E.O., the required information/documents are furnished under below:
1) Registered office
2) Copy of Form 5A
3) Cancelled cheque
4) Copy of attendance, ECR, balance sheets for the last three years
5) Wages/salary records produced.
6) Details and month wise dues for the last 5 years
7) The rate of contribution is 12%.
8) The total No. of employees as on Oct.2017 is 7. We do not have any contractor.
9) There are no excluded employees at present.
10) Up to date A/c statement (2014-2015) has been issued.
11) There are no short/excess remittances.
12) All the relevant returns have been filled from time to time.
13) Our establishment does not have any Labour Union.
14) We have not engaged any Contractors.
15) We do not have any International Workers.
16) We are complying with the EDLI scheme 1976 as an un-exempted establishment
17) We have uploaded the KYC and digital signature and Form No. 5A on the EPFO web site

It is added that we have weeded out our old records at the time of closure of our factory and shifting our office from ________[location] to present address at _______[address.]. Further, the founder of the company Mr. _____, the then Managing Director has expired and the company has stopped manufacturing activities. Since, manufacturing activities have been stopped, the no. of employees thereafter have been continuously decreasing. At present, we are only assembling certain products and being supplied to the Defence Ministry (Navy) through our skeleton staff.

Thanking you,

Your’s faithfully,

For_______. Industries Private Limited.

Authorized Signatory
Encls: As Above

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Sub: Inspection under the EPF & MP Act, 1952, Ref: Our Code No. DS/SHD/163484

Dear sir,

Kindly refer to the inspection carried out by your E.O. on 11.12.2017 and 26.12.2017 and the irregularities pointed out by him during the course of his inspection. Our parawise compliance report is appended below in seriatim:-

Para 1: The contents mentioned in this para is a matter of record but as regards commencement of business / running of canteen at M/s ……. India P. Ltd. at Nagpur, it is to inform you that although agreement was signed on 01.07.2012 but we have started the canteen with effect from 03.10.2012. The documentary evidence regarding start of business issued by Maharashtra Shops and Establishment Regulations 1948 is enclosed for your ready reference. As such the payment of contribution for the period 01.07.2012 to 03.08.2012 does not arise.
Para 2: Noted, please.
Para 3: The contribution in respect of all the 05 employees mentioned in this para stands deposited. Copy of receipted challan along with ECR is enclosed for your records.
Para 4: Instructions given under this para are noted for compliance.

We hope, you will find the above in order.

Please acknowledge the receipt.

Thanking you,

Yours faithfully,
For ………………..

Authorized Signatory

Encl-As Above.

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The Regional Provident Fund Commissioner,
Regional Office, EPFO Complex,
New Delhi

Sub: Obtaining declaration in Form No. 11 (New) and uploading KYC data.

Ref: Your letter No. ______________________________, dated _________

Dear Sir,

With reference to your above quoted notice, it is to inform you that at present we have …. (existing no.) employees on roll and all of these employees’ declaration in Form No. 11 (New) in respect of majority employees have already filled up and uploaded in the EPF site.

Also, the information/data in respect of the remaining employees are also being obtained and will be uploaded immediately after obtaining the data.

Please acknowledge receipt.

Thanking you,
Yours faithfully,
For (Company name)

Authorized Signatory

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Sub: Notification of Enhancement of ESI Wages limit from Rs.15,000 per month to Rs.21,000 per month with effect from 1st January, 2017 – issue of Notification No.G.S.R.1166 (E) dated 22nd December, 2016 by Ministry of Labor & Employment, Government of India.

Dear Sir,

This is in reference to the Government of India, Ministry of Labor and Employment Notification No.G.S.R.1166(E) dated the 22nd December, 2016 wherein the Government has increased the ESI Wages limit of Rs.15,000 per month to Rs.2l,000 per month with effect from 1st January, 2017 for information and immediate necessary action.

You are requested to kindly note that henceforth all employees drawing salary up to Rs.21,000 per month will be entitled for ESI benefits and compulsorily required to contribute @1.75% of the employees’ gross salary and the employer will also contribute @4.75% of gross salary in respect of such employees.

Please acknowledge the receipt.

Thanking you,

Yours faithfully,
For ………. Consultancy Services,

(Director)
Encl: as above.

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To
The Regional Provident Fund Commissioner,
Bhavishya Nidhi Bhawan,
Delhi.

Sub: Change of Ownership of M/s ………… submission of Form No. 5A -reg.

Ref: Our Code No: _________

Dear Sir,

It is brought to your kind notice that the undersigned has taken over the Proprietary business of ……….. (company name) (earlier run by ……….(group), Prop.) with the effect from _____. The Ownership return in Form No. 5A duly filled in all respects is enclosed for your office record.

The Digital Signature is being held up due to non functioning of your EPF site. The same will be send to your office immediately restarting of your website.

Necessary changes in the ownership may kindly be noted in your office records.

Please acknowledge receipt.

Thanking you,

Yours faithfully,
For …………….

(DIRECTOR/PROPRIETOR)
Encls- Form 5A

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The Regional Provident Fund Commissioner,
DELHI.

Slub: Non-functioning of EPFO Portal – reg.

Ref: OUR CODE No. DL-_________

Dear Sir,

It is brought to your kind notice that EPFO Portal (version 2.0) is not working at all since 5th December 2017.

Due to non-functioning of EPFO Portal, we are not in a position to generate UAN in respect of our new employees and consequently not in a position to generate the PF Challan for the month of November, 2017 and hence there will be delay in depositing the PF dues for the month of November, 2017.

It may kindly be noted that we shall not be held responsible for depositing the dues due to non functioning of EPFO Portal.

Kindly acknowledge the receipt.

Thanking you,

Yours faithfully,
For __________________________

Authorized Signatory.

c.c. to The Central Provident Fund Commissioner, New Delhi. for information and necessary action with the request to examine the issue and grant us time till the EPFO portal functions properly.

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To
(Company Director)
State

Dear Sir,

It is brought to your notice that PF dues are required to be deposited on or before 15th of the following
month to which it relates.

It has been observed that you are depositing PF dues after 15th, which attracts penal damages under Section 14B & 7Q of the EPF & MP Act, 1952 to the extent of arrears. It may also be noted that Department can also file prosecution under Section 14 of the Act which will render yourself liable for fine or imprisonment or both.

As such, you are advised not to make any delay in depositing the PF dues hence forth.

Thanking you.

(Authorized Signatory)

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