How to Check ESI Number

The Employees' State Insurance (ESI) scheme is a comprehensive social security and health insurance program in India, designed to protect workers in the organized sector against various contingencies such as sickness, maternity, disability, and employment injury. Every employer registered under the ESI Act is assigned a unique 17-digit ESI number, which serves as the official identifier for their establishment in the ESI system. This number is critical for compliance, payroll processing, employee benefits, and audit readiness.

Knowing how to check an ESI number is essential for employers, HR professionals, and even employees who need to verify their coverage or resolve discrepancies in their records. Whether you're setting up a new payroll system, reconciling contributions, or responding to a regulatory inquiry, accurately identifying and validating the ESI number ensures seamless access to benefits and avoids penalties for non-compliance.

This guide provides a complete, step-by-step walkthrough on how to check an ESI number, covering official portals, internal verification methods, best practices, tools, real-world examples, and common questions. By the end of this tutorial, you will have the confidence and knowledge to verify any ESI number accurately and efficiently.

Step-by-Step Guide

Method 1: Verify Through the Official ESI Corporation Portal

The most authoritative and reliable way to check an ESI number is through the official website of the Employees State Insurance Corporation (ESIC). The portal provides a public search function that allows users to validate registered establishments using basic details.

Follow these steps:

1. Open your web browser and navigate to the official ESIC website: https://www.esic.nic.in.
2. On the homepage, locate the Services section in the top navigation menu. Click on Employer Services or Establishment Search.
3. You will be redirected to the Establishment Search page. Here, you will find three search options: by ESI Code, by Establishment Name, or by State/Region.
4. Select Search by ESI Code. Enter the 17-digit ESI number you wish to verify in the provided field. Ensure there are no spaces, hyphens, or special characters.
5. Enter the CAPTCHA code displayed on the screen. This step prevents automated bots from accessing the system.
6. Click Search. The system will display the establishments registered details, including the name, address, date of registration, and status (active/inactive).
7. Compare the displayed information with your records. If the name and address match your employers details, the ESI number is valid and active.

Important: If the system returns No record found, the number may be incorrectly entered, not yet registered, or deactivated. Double-check the number format and try again. If the issue persists, contact your employers HR or accounts department for confirmation.

Method 2: Check Through the ESI Contribution Portal

Employers who are registered under the ESI scheme are required to file monthly contributions via the ESI Contribution Portal. If you are an authorized employer user, you can verify your own ESI number directly from your login dashboard.

Heres how:

1. Go to the ESI Contribution Portal: https://www.esic.in/employer-login.
2. Log in using your Employer ID (which is your ESI number) and password. If youve forgotten your password, use the Forgot Password option and follow the OTP verification process.
3. Once logged in, your ESI number will be prominently displayed at the top of the dashboard, usually under your profile or establishment details.
4. Navigate to the Establishment Profile or Company Details section. Here, you can view the full registered information, including the registered address, contact details, and the date of registration.
5. For additional verification, go to the Contribution History tab. Your ESI number will appear on all contribution challans and payment receipts generated from this portal.

This method is particularly useful for employers who manage their own ESI filings. It eliminates the need to rely on third-party sources and ensures you are working with the most current, system-verified data.

Method 3: Use the ESI Challan or Payment Receipt

Every time an employer makes an ESI contribution, a payment challan is generated. This document contains the ESI number and is legally valid as proof of registration.

To locate your ESI number on a challan:

1. Retrieve a recent ESI contribution challan from your payroll or accounting records. This may be in digital format (PDF) or printed copy.
2. Look at the top-left or top-right corner of the challan. The ESI number is typically labeled as ESI Code, Establishment Code, or Registration Number.
3. The number is always 17 digits long and follows a specific format: two letters (state code), followed by a hyphen, then 15 numeric digits (e.g., TN-123456789012345).
4. Compare this number with the one you have on file. If they match, your records are accurate.
5. If you dont have a physical or digital copy of the challan, log in to the ESI Contribution Portal and download a recent payment receipt under the Payment History section.

Employers are legally required to retain these challans for a minimum of six years. HR departments should maintain a secure digital archive of all ESI-related documents, including challans, for audit and verification purposes.

Method 4: Contact Your Employers Accounts or HR Department

If you are an employee and need to verify your ESI number, the most straightforward approach is to request the information from your employers Human Resources or Accounts team. They are responsible for maintaining accurate ESI records and have access to official documentation.

When requesting this information:

• Ask for your ESI number in writing via email or official memo to create a documented record.
• Request a copy of your ESI card or the employers registration certificate if available.
• Verify that the name on the ESI record matches your full legal name as per your Aadhaar or PAN card.

Employees should never rely on verbal confirmation alone. Always obtain written documentation, as this will be required when claiming benefits such as medical treatment, maternity leave, or disability compensation.

Method 5: Cross-Verify Using Aadhaar or PAN Linkage

Since 2020, the ESIC has mandated the linkage of employee Aadhaar and PAN numbers with their ESI records. This integration enhances accuracy and reduces duplication or fraud.

To cross-verify:

1. Log in to the ESI Contribution Portal as an employer.
2. Go to the Employee Master or Employee Registration section.
3. Search for an employee by name or ID. The system will display their linked Aadhaar and PAN numbers.
4. If you are an employee, visit the ESIC member portal at https://www.esic.in/member-login and log in using your Aadhaar number and registered mobile number.
5. Once logged in, your ESI number will be displayed on your profile page along with your contribution history and benefit eligibility status.

This method is especially useful for resolving mismatches. If your name appears differently on your ESI record than on your Aadhaar, you can initiate a correction request directly through the portal.

Method 6: Visit the Local ESI Office

If online methods fail or you require in-person assistance, you can visit your nearest ESI Branch Office. These offices are located in most major cities and industrial areas.

To prepare for a visit:

• Carry a copy of your employers registration certificate, recent ESI challan, or a letter on company letterhead requesting verification.
• Bring your government-issued photo ID (Aadhaar, PAN, or passport) and proof of employment (salary slip or appointment letter).
• Ask for the Establishment Verification Section or Registration Desk.
• Provide the ESI number you wish to verify, and the staff will cross-check it against their database.
• They may issue a confirmation letter or update your records on the spot if discrepancies are found.

This method is recommended for complex cases, such as multiple registrations under the same name, mismatched addresses, or unregistered establishments.

Best Practices

Maintain Accurate Internal Records

Employers must maintain a centralized, up-to-date register of all ESI numbers assigned to their establishments. This register should include:

• ESI number (17 digits)
• Establishment name and registered address
• Date of registration
• Name and contact details of the authorized signatory
• Number of employees covered
• State code and regional office

Use a digital spreadsheet or HR management software to store this data. Ensure it is backed up regularly and accessible only to authorized personnel.

Verify New Hires ESI Eligibility

Under the ESI Act, employees earning up to ?21,000 per month (?25,000 for persons with disabilities) are eligible for coverage. When hiring new employees:

• Collect their Aadhaar, PAN, and bank account details.
• Register them on the ESI portal within 15 days of joining.
• Verify the ESI number assigned to them during registration.
• Confirm that their contribution is reflected in the next monthly challan.

Failure to register eligible employees within the stipulated time may result in liability for back contributions and penalties.

Regularly Audit ESI Contributions

Conduct quarterly audits of your ESI compliance. Compare:

• The number of employees on your payroll
• The number of employees registered on the ESI portal
• The total contributions paid

Any discrepancy should be investigated immediately. Common issues include employees who left but were not de-registered, duplicate entries, or incorrect salary slabs used for contribution calculation.

Update Changes Promptly

Any change in your establishments details such as a change in address, ownership, or number of employees must be reported to the ESIC within 15 days. Failure to do so may lead to:

• Incorrect benefit disbursement
• Penalties for non-compliance
• Delays in claim settlements

Use the Update Establishment Details feature on the ESI Contribution Portal to submit changes. Attach supporting documents like a new lease agreement or certificate of incorporation.

Train Your HR and Payroll Team

Ensure that your HR and payroll staff are trained on ESI regulations and procedures. Conduct at least one training session annually covering:

• How to check and verify ESI numbers
• How to register and de-register employees
• How to file monthly contributions
• How to handle employee claims

Provide access to official ESIC manuals and reference guides. A well-informed team reduces errors and ensures compliance.

Keep Digital and Physical Copies

Always maintain both digital and physical copies of:

• ESI registration certificate
• Monthly contribution challans
• Employee registration forms
• ESI cards issued to employees

Store digital copies in encrypted, password-protected folders. Keep physical copies in a fireproof safe or secure filing cabinet. Retain all records for at least six years, as per legal requirements.

Tools and Resources

Official ESIC Portals

• Employer Portal: https://www.esic.in/employer-login For filing contributions, managing employees, and checking your ESI number.
• Member Portal: https://www.esic.in/member-login For employees to check their ESI status, view contributions, and apply for benefits.
• Establishment Search: https://www.esic.nic.in/estabsearch Public tool to validate ESI numbers by code or name.
• ESI Mobile App: Available on Google Play and Apple App Store Allows employers and employees to access ESI services on mobile devices.

HR and Payroll Software Integration

Many modern HR and payroll platforms now offer direct integration with the ESI portal. Tools like:

• Zoho Payroll
• GreytHR
• Keka
• PeopleStrong

automatically generate ESI challans, validate ESI numbers during employee onboarding, and sync contribution data with the ESIC system. These tools reduce manual errors and save time. Ensure your software provider is ESIC-certified and updated with the latest API standards.

ESI Reference Documents

Download and keep these official documents handy:

• ESI Act, 1948 The foundational legislation governing the scheme.
• ESI (General) Regulations, 2021 Details on contribution rates, eligibility, and procedures.
• ESI Contribution Calculator Available on the ESIC website for calculating employer and employee shares.
• ESI Claim Form Manual Guides for filing medical, maternity, and disability claims.

All documents are available for free download on the ESIC website under the Downloads section.

State-Specific ESI Offices

Each state has designated ESI regional offices. You can find contact details and jurisdictional boundaries on the ESIC website. Use this to determine which office handles your establishment. For example:

• Tamil Nadu: ESI Regional Office, Chennai
• Uttar Pradesh: ESI Regional Office, Lucknow
• Maharashtra: ESI Regional Office, Mumbai

Knowing your regional office helps when you need to escalate issues or submit physical documents.

Third-Party Compliance Services

For businesses without dedicated HR teams, third-party compliance service providers offer ESI number verification, registration, and monthly filing services. These providers specialize in labor law compliance and can act as your ESI agent. Always choose a provider with:

• Proven track record and client testimonials
• Direct access to the ESIC portal
• Transparent pricing and service agreements

While these services come at a cost, they reduce the risk of non-compliance and administrative burden.

Real Examples

Example 1: Employer Verifying a New Registration

ABC Manufacturing Pvt. Ltd. recently registered under the ESI scheme for its new plant in Hyderabad. The HR manager received a provisional ESI number: AP-098765432109876.

Before filing the first contribution, the manager:

• Visited the ESIC Establishment Search portal
• Entered the number and clicked Search
• Confirmed that the establishment name matched ABC Manufacturing Pvt. Ltd. and the address was correct
• Downloaded the registration certificate
• Added the number to the companys compliance register

By verifying the number before filing, the company avoided errors that could have delayed employee benefits.

Example 2: Employee Discovering a Mismatch

Rahul, an employee at XYZ Tech Solutions, noticed that his ESI card showed his name as Rahul Kumar Singh while his Aadhaar card reads Rahul S. Singh. He couldnt access medical benefits because of the mismatch.

He:

• Logged into the ESIC Member Portal using his Aadhaar
• Confirmed the name discrepancy
• Submitted a name correction request through the portal
• Uploaded a copy of his Aadhaar and a letter from his employer
• Received confirmation within 7 working days

His ESI card was updated, and he was able to claim medical reimbursement without delay.

Example 3: Audit Discovery of Unregistered Employees

During a routine internal audit, a finance officer at Green Energy Ltd. found that 12 employees earning ?18,000/month were not registered under ESI, despite being eligible.

The company:

• Immediately registered all 12 employees on the ESI portal
• Calculated and paid the outstanding contributions for the past 6 months
• Added a compliance checklist to their onboarding process
• Trained HR staff on ESI eligibility criteria

By acting proactively, they avoided potential penalties and ensured all employees received full benefits.

Example 4: Dealing with a Duplicate ESI Number

A small IT firm in Bangalore discovered that two different ESI numbers were being used for the same establishment one from an old registration and another from a new one.

The employer:

• Contacted the ESI Regional Office
• Submitted a written request for consolidation
• Provided proof of identity, registration certificates, and challans for both numbers
• Was assigned a single valid ESI number after verification
• Updated all payroll and accounting records

This resolved confusion during audits and ensured accurate reporting.

FAQs

What is the format of an ESI number?

An ESI number is always 17 digits long and follows the format: two alphabetic characters (state code), followed by a hyphen, and then 15 numeric digits. For example: KA-123456789012345. The first two letters represent the state (e.g., TN for Tamil Nadu, MH for Maharashtra).

Can I check someone elses ESI number?

As an employer, you can verify your own establishments ESI number through the official portal. As an employee, you can only access your own ESI details using your Aadhaar or mobile number. You cannot check another persons ESI number unless you are an authorized representative with proper documentation.

What if my ESI number is not found on the portal?

If your ESI number is not found, it could mean:

• The number is entered incorrectly
• The establishment is not yet registered
• The registration is pending approval
• The establishment has been deactivated

Double-check the number format. If correct, contact your employer or visit the local ESI office for assistance.

Is the ESI number the same as the employer ID?

Yes. The ESI number is also referred to as the Employer ID or Establishment Code. It is the unique identifier assigned by the ESIC to each registered establishment.

Do I need to renew my ESI number?

No. Once assigned, your ESI number remains active for the lifetime of the establishment, provided you continue to comply with contribution requirements. However, you must update your details if there are changes in address, ownership, or employee count.

Can an employee have more than one ESI number?

No. Each employee is assigned only one ESI number, linked to their Aadhaar. If an employee changes jobs, their ESI number remains the same. Employers must update their records to reflect the new employment details.

What happens if I dont check my ESI number and make errors?

Errors in ESI number entry can lead to:

• Delayed or denied employee benefits
• Rejection of contribution filings
• Penalties for non-compliance
• Legal liability during audits

Always verify the number before filing any contribution or registering an employee.

How long does it take to get an ESI number after registration?

After submitting a complete application, it typically takes 7 to 15 working days for the ESIC to process and assign the ESI number. You will receive an SMS or email notification once it is generated.

Can I download my ESI card online?

Yes. Employees can log in to the ESIC Member Portal and download their ESI card in PDF format. Employers can also generate employee ESI cards from the Employer Portal under the Employee Master section.

Is ESI registration mandatory for all employers?

Yes. Employers with 10 or more employees (20 in some states) earning up to ?21,000 per month must register under the ESI scheme. Failure to register is a punishable offense under the ESI Act.

Conclusion

Checking an ESI number is not merely a procedural task it is a critical component of legal compliance, employee welfare, and operational integrity. Whether you are an employer managing payroll, an HR professional ensuring regulatory adherence, or an employee verifying your benefits, knowing how to accurately verify your ESI number ensures that you remain protected under the law.

This guide has provided you with multiple reliable methods to check an ESI number from official portals and contribution receipts to in-person verification and digital tools. Youve also learned best practices for maintaining accurate records, avoiding common pitfalls, and resolving discrepancies efficiently.

Remember: accuracy, timeliness, and documentation are the pillars of ESI compliance. Regularly verify your ESI number, train your team, and leverage technology to automate and reduce human error. By doing so, you not only avoid penalties but also foster trust and security among your workforce.

Stay proactive. Stay compliant. And always keep your ESI records up to date because the safety and well-being of your employees depend on it.