How to Apply for ESIC Card: A Complete Step-by-Step Guide for Employees and Employers

The Employees’ State Insurance Corporation (ESIC) card is a vital identification and healthcare access document issued to insured persons under the Employees’ State Insurance Scheme (ESIS). This government-backed social security program provides comprehensive medical benefits, cash assistance during sickness, maternity, disability, and employment injury, and other related support to employees in the organized sector. For millions of workers across India, the ESIC card is not just a plastic or digital card—it is a lifeline to affordable, high-quality healthcare and financial protection. Understanding how to apply for an ESIC card correctly ensures timely access to these benefits and prevents delays or denials in critical moments.

Whether you are an employee enrolling for the first time or an employer registering your workforce, the process requires attention to detail, accurate documentation, and adherence to prescribed timelines. Many applicants face confusion due to outdated information, fragmented guidelines, or reliance on third-party intermediaries. This guide eliminates all ambiguity by offering a clear, authoritative, and up-to-date roadmap for applying for an ESIC card—covering every phase from eligibility verification to card activation. By following this guide, you will gain full control over your enrollment, avoid common pitfalls, and ensure seamless access to ESIC benefits.

Step-by-Step Guide

Step 1: Determine Eligibility

Before initiating the application process, confirm that you or your employees meet the eligibility criteria set by the ESIC. The scheme applies to establishments employing 10 or more people (20 in certain states) where the monthly wage of employees does not exceed ₹21,000 (₹25,000 for persons with disabilities). This includes factories, shops, hotels, restaurants, newspaper establishments, and other notified sectors. Contractors, casual laborers, and seasonal workers may also be covered if their employer is registered under ESIC.

Employees earning above the wage ceiling are not mandatorily covered but may opt-in voluntarily with employer consent. The employer must be registered with ESIC under the ESI Act, 1948. If your establishment is not yet registered, you must complete that step before applying for individual ESIC cards. Verify your establishment’s registration status on the official ESIC portal using the Establishment ID.

Step 2: Employer Registration (If Not Already Done)

If your business is not yet registered under ESIC, the employer must initiate registration. This is a prerequisite for enrolling employees. Visit the official ESIC portal at www.esic.gov.in and navigate to the “Employer Registration” section. Fill out Form 1 (Employer Registration Form) with accurate details including:

• Legal name and address of the establishment
• PAN number
• Bank account details
• Nature of business and industry code
• Total number of employees
• Date of commencement of operations

Upload supporting documents such as the Certificate of Incorporation, GST registration, proof of address, and bank statement. Submit the form electronically. Upon successful submission, you will receive a 17-digit Establishment Code. This code is essential for all future employee enrollments. Keep a printed copy and store it securely. Registration typically takes 5–7 working days for verification and approval.

Step 3: Employee Enrollment – Employer’s Role

Once your establishment is registered, you must enroll your employees within 15 days of their joining date. Log in to the ESIC employer portal using your Establishment Code and password. Navigate to the “Employee Registration” section and select “Add New Employee.” Fill in Form 6 (Employee Registration Form) with the following details:

• Full legal name as per Aadhaar
• Date of birth
• Gender
• Mobile number and email address
• Permanent and current address
• Bank account number and IFSC code
• Aadhaar number (mandatory)
• Designation and department
• Date of joining
• Wage slab

Upload a clear, recent passport-sized photograph (white background, JPEG format, under 50 KB) and a scanned copy of the employee’s Aadhaar card. Ensure the name on Aadhaar matches the name entered in Form 6. Any mismatch will cause rejection. After submission, the system generates a temporary 10-digit Insurance Number (IIN). This number is used for tracking until the physical or digital ESIC card is issued.

Step 4: Employee Verification and Consent

After the employer submits the enrollment, the employee receives an SMS and email notification with a link to verify their details. The employee must log in using their Aadhaar number and mobile OTP to confirm the information entered. This step is mandatory and cannot be bypassed. If the employee does not verify within 7 days, the application is marked as “pending” and may be rejected.

During verification, the employee can update minor details such as current address or contact number. However, changes to name, date of birth, or Aadhaar number require re-submission by the employer with supporting documents. Once verified, the system flags the application for ESIC office review. Employers should follow up internally to ensure all employees complete this step promptly.

Step 5: ESIC Office Review and Approval

After employee verification, the application moves to the regional ESIC office for final approval. Officials cross-check the employer’s registration status, wage records, and document authenticity. They may also conduct a physical or virtual verification of the establishment if discrepancies are detected. This stage typically takes 10–15 working days.

During this period, the employer can track the status of each application via the employer portal under “Employee Enrollment Status.” If additional documents are required, the ESIC office will send an intimation via email or SMS. Respond promptly with scanned copies of the requested documents. Delays in response can extend processing time by several weeks.

Step 6: Generation and Issuance of ESIC Card

Once approved, the ESIC card is generated electronically. The card contains the employee’s photo, name, Insurance Number (IIN), date of birth, address, and a unique QR code. The card is linked to the employee’s Aadhaar and bank account for direct benefit transfers. Two versions are issued:

• Digital ESIC Card: Accessible via the ESIC mobile app or employer portal. Employees can download and save it on their smartphones.
• Physical ESIC Card: Printed and mailed to the employee’s registered address within 20–30 days of approval. It is laminated and includes a hologram for authenticity.

Employees are advised to carry both digital and physical copies when visiting ESIC hospitals or claiming benefits. The digital card is accepted at all empaneled healthcare centers and can be presented via mobile device. The physical card serves as a backup and is required for certain cash benefit claims.

Step 7: Activation and First-Time Use

Upon receiving the ESIC card, employees must activate it by visiting any empaneled ESIC hospital or clinic. Bring the card, Aadhaar, and a valid photo ID. The hospital staff will verify the card’s authenticity using the QR code and update the employee’s profile in the ESIC database. This activation is mandatory to access medical services.

After activation, employees can book appointments online via the ESIC portal or mobile app. They can also check their contribution history, claim status, and hospital network. Employers should conduct an internal orientation to ensure all enrolled employees understand how to use the card and where to seek care.

Best Practices

Ensure Data Consistency Across Platforms

One of the most common reasons for application rejection is inconsistent data. The name, date of birth, and Aadhaar number must match exactly across your payroll records, ESIC forms, Aadhaar card, and bank documents. Even a single character mismatch—such as a middle initial or spelling variation—can cause delays. Employers should maintain a master list of employee details and cross-check them before submission. Use standardized formats for names (e.g., First Name + Last Name only) and avoid abbreviations.

Submit Documents in Correct Format and Resolution

ESIC’s portal has strict file requirements. Photographs must be in JPEG format, not exceeding 50 KB, with a white background and clear facial visibility. Scanned documents (Aadhaar, bank passbook, PAN) must be in PDF or JPEG, with a resolution of at least 300 DPI. Blurry, cropped, or watermarked documents are rejected. Use a flatbed scanner or a high-quality smartphone scanner app (like Adobe Scan or CamScanner) to ensure clarity. Avoid using screenshots of Aadhaar—always upload the original PDF or printed copy.

Regularly Update Employee Information

Changes in address, mobile number, bank account, or marital status must be updated immediately in the ESIC portal. Outdated information can lead to failed benefit transfers or denial of medical services. Employers should implement a quarterly review process where employees confirm their details. Use the “Update Employee Details” feature on the employer portal to make changes. Employees can also update their mobile number and email via the ESIC app using Aadhaar-based authentication.

Monitor Contribution Payments

ESIC benefits are contingent on timely employer contributions. Both employer and employee contribute a percentage of wages (currently 3.25% and 0.75%, respectively) every month. Failure to pay on time results in suspension of benefits for all employees in the establishment. Set up automated bank transfers or use the ESIC online payment gateway. Retain payment receipts for at least five years. Employers should generate monthly contribution reports and reconcile them with payroll records to avoid discrepancies.

Train HR and Admin Staff

Applying for ESIC cards is not a one-time task—it is an ongoing compliance responsibility. Designate a trained HR or compliance officer to manage ESIC registrations, updates, and queries. Provide them with access to the official ESIC training modules available on the portal. Conduct biannual refresher sessions to stay updated on policy changes. A well-trained team reduces errors, accelerates processing, and improves employee satisfaction.

Communicate Proactively with Employees

Many employees are unaware of the benefits tied to their ESIC card. Employers should distribute informational pamphlets or host short sessions explaining how to use the card, where to access healthcare, and what benefits are available. Include details on maternity leave entitlements, sickness allowance, and dependent coverage. Create a FAQ sheet and place it on the company intranet. Proactive communication reduces confusion and increases utilization of benefits.

Tools and Resources

Official ESIC Portal

The primary platform for all ESIC-related activities is www.esic.gov.in. This portal offers employer and employee login sections, application tracking, contribution payment gateways, and downloadable forms. It is the only authoritative source for accurate guidelines. Bookmark this site and use it exclusively for official transactions.

ESIC Mobile App

The official ESIC mobile application, available on Android and iOS, is a powerful tool for employees. It allows users to:

• Download and display their digital ESIC card
• Book appointments at empaneled hospitals
• Check contribution history and claim status
• Locate nearby ESIC hospitals and pharmacies
• Receive real-time alerts on policy updates

Download the app by searching “ESIC Mobile App” on Google Play or Apple App Store. Ensure you install only the version published by “Employees’ State Insurance Corporation.” Avoid third-party apps claiming to offer ESIC services.

ESIC Hospital Network Directory

ESIC maintains an updated directory of empaneled hospitals and diagnostic centers across India. This directory is accessible on the ESIC portal under “Hospital Network.” It includes addresses, contact details, specialties, and services offered. Employers should share this list with employees so they know where to seek care. The directory is searchable by city, pincode, and hospital type (e.g., maternity, dental, orthopedic).

ESIC Contribution Calculator

ESIC provides an online calculator to determine monthly contribution amounts based on wages. Access it via the employer portal under “Tools & Calculators.” Input the employee’s gross salary, and the tool calculates the employer and employee shares automatically. Use this tool to verify payroll deductions and ensure compliance. It also helps in planning budget allocations for social security contributions.

ESIC Helpdesk Portal

For technical issues related to login, document upload, or system errors, use the ESIC Helpdesk Portal. This is not a customer service line but a ticketing system where users can submit queries with screenshots and reference numbers. Responses are typically provided within 48–72 hours. Always include your Establishment Code and Insurance Number in every submission.

Document Templates and Checklists

Download the official Form 1 (Employer Registration), Form 6 (Employee Enrollment), and Form 12 (Contribution Payment) from the ESIC portal. Use these as templates to prepare your internal records. Create a checklist for each new hire: Aadhaar copy, photograph, bank details, joining date, wage details. Keep a digital folder for each employee with all submitted documents. This ensures audit readiness and quick resolution of disputes.

Real Examples

Example 1: Small Manufacturing Unit in Tamil Nadu

A small textile factory in Coimbatore with 18 employees was unaware of its ESIC obligations. The owner registered the establishment after an inspection by a labor officer. Using the ESIC portal, the employer enrolled all employees within 10 days of registration. One employee, a 32-year-old woman, submitted her application with a mismatched name on her Aadhaar (she used her maiden name on the form). The application was rejected. She updated her Aadhaar to match her employment records and resubmitted. Within 18 days, her card was approved. Three months later, she delivered her child at an ESIC hospital and received full maternity benefits, including 100% wage compensation and free medical care. The employer later reported a 25% increase in employee retention after the successful claim.

Example 2: IT Startup in Bengaluru

An IT startup with 22 employees used an external payroll provider that failed to update ESIC records after two employees changed bank accounts. As a result, their sickness allowance payments were delayed by six weeks. The HR manager discovered the issue while reviewing contribution reports. She logged into the ESIC portal, updated the bank details for both employees, and uploaded the new canceled cheque. Within five days, the system was corrected, and the pending payments were processed. The company implemented a monthly audit of employee bank details and trained its payroll team on ESIC compliance. No further delays occurred.

Example 3: Restaurant Chain in Maharashtra

A restaurant chain with 50+ staff in Pune enrolled all employees but neglected to ensure they verified their details online. Over 30% of applications remained pending. When an employee needed emergency surgery, his card was not activated. The employer contacted the regional ESIC office and learned that unverified applications were automatically archived. The company launched a workplace campaign: daily SMS reminders, printed notices, and a 15-minute orientation during shift changes. Within two weeks, 95% of employees completed verification. The restaurant later partnered with a nearby ESIC hospital to provide on-site health camps, improving employee morale and reducing absenteeism.

Example 4: Freelancer Transitioning to Regular Employment

A graphic designer working on contract was hired full-time by a digital marketing agency. The employer registered the establishment and enrolled her within 12 days. She verified her details immediately and downloaded her digital ESIC card. Two months later, she suffered a wrist injury from repetitive strain. She visited an ESIC-empaneled physiotherapy center, presented her card, and received free treatment and 70% wage compensation for 15 days. She later shared her experience on professional forums, encouraging other freelancers to seek regular employment for social security benefits.

FAQs

Can I apply for an ESIC card without an Aadhaar card?

No. Aadhaar is mandatory for ESIC enrollment. It is used for identity verification, benefit transfers, and linking medical records. If you do not have an Aadhaar, apply for one immediately through UIDAI. Until you receive it, you cannot proceed with ESIC registration.

What if my employer refuses to enroll me in ESIC?

It is mandatory for employers to enroll eligible employees. If your employer refuses, you can file a complaint with the Regional ESIC Office. Provide your employment proof (salary slips, appointment letter, attendance records). The ESIC office will investigate and may impose penalties on the employer.

Is the ESIC card valid across all states in India?

Yes. The ESIC card is valid nationwide. You can access medical services at any empaneled hospital or clinic in India, regardless of where you enrolled. The digital card is especially useful for mobile workers or those relocating.

How long does it take to receive the physical ESIC card after approval?

Typically, the physical card is dispatched within 20–30 days of approval. Delivery may take longer in remote areas. If you haven’t received it after 45 days, contact the regional ESIC office with your Insurance Number to track the status.

Can family members use my ESIC card for medical treatment?

Yes. Dependent family members—including spouse, children under 25, parents, and dependent siblings—can access medical benefits under your ESIC coverage. You must declare them during enrollment or update them later via the portal. Each dependent must be linked to your Insurance Number.

What happens if I change jobs?

Your ESIC Insurance Number is lifelong and portable. When you change employers, your new employer will use your existing IIN to continue contributions. You do not need to reapply. Ensure your new employer has your correct details and updates your employment record in the ESIC system.

Can I apply for an ESIC card if I work part-time?

Yes. Part-time employees earning below the wage ceiling are eligible if their employer is registered under ESIC. The employer must include them in the monthly contribution. The same enrollment process applies.

What should I do if I lose my ESIC card?

If you lose the physical card, request a duplicate from the ESIC office using your Insurance Number. The digital card remains accessible on the app. You can continue to use the digital version until the replacement arrives. There is no fee for replacement.

Do I need to renew my ESIC card periodically?

No. The ESIC card does not expire as long as your contributions are active. If your employment ends and contributions stop, your card remains valid for up to two years for claiming pending benefits. Reactivation is possible if you rejoin an ESIC-covered establishment.

Can I claim cash benefits without a physical ESIC card?

Yes. If you have your Insurance Number and verified Aadhaar, you can claim cash benefits such as sickness allowance or maternity benefit using your digital card or by presenting your Aadhaar at the ESIC office. However, having the physical card is recommended for smoother processing.

Conclusion

Applying for an ESIC card is not merely a compliance formality—it is an investment in long-term health security and financial resilience for employees and their families. The process, while structured and regulated, is designed to be accessible when followed correctly. By understanding the eligibility criteria, completing each step with precision, and leveraging the digital tools provided by ESIC, both employers and employees can ensure uninterrupted access to critical benefits.

Employers who treat ESIC enrollment as a strategic HR function—not just a legal obligation—build trust, reduce turnover, and foster a culture of care. Employees who actively participate in verification and stay informed about their rights maximize the value of this social safety net. In a landscape where healthcare costs are rising and job security is uncertain, the ESIC card stands as a vital shield.

Do not delay. Register your establishment today. Enroll your employees promptly. Verify your details. Use your card. And ensure no one in your workforce is left without the protection they are entitled to. The system is in place. The tools are available. All that remains is action.