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The Employees’ State Insurance Corporation issued a circular dated 29 January 2026 addressed to Regional Directors, Joint Directors and Deputy Directors regarding the implementation of updates and editing of Insured Person details and uploading of photographs of self, family members and dependents through the Insurance Module of the ESIC portal.
Chapter IV of the Social Security Code 2020 defines the term family in relation to an employee or an unorganised worker. The definition includes a spouse, minor legitimate or adopted children dependent on the employee, children dependent on the employee’s earnings who are pursuing education up to the age of twenty-one years, and unmarried daughters.
The definition also includes children who are infirm due to physical or mental abnormality and are fully dependent on the employee. Dependent parents including father-in-law and mother-in-law of a woman employee are also included if their income from all sources remains within the limits prescribed by the Central Government.
In circumstances where an employee is unmarried and the parents are not alive, a minor brother or sister who is wholly dependent on the earnings of the Insured Person is also treated as part of the family.
The ESIC has notified detailed procedures regarding the manner in which all personal information of an Insured Person must be updated on the ESIC portal. Two key aspects include the prescribed format for uploading documents and the required file size specifications.
The process involves providing dispensary details for the Insured Person and family members, updating present and permanent address information, adding family member details, specifying nominee details and updating bank account information along with proof of documents.
Over time, many changes may occur in the life of an Insured Person and these must be promptly reflected on the ESIC portal. These updates may include modifications in employee details, requests related to e-Pehchan cards, reporting loss of ID cards, downloading card status updates, employer workflow changes, Aadhaar seeding for Insured Persons and dependents, tracking pending requests, and updating present or previous employer information along with documentary proof.
Family details must be captured accurately in the ESIC portal with complete particulars of the Insured Person’s family members. Relevant documents, proof of evidence and photographs of family members must also be uploaded as part of the process.
After entering the information, the Insured Person must submit the details along with a declaration confirming that the information provided is correct to the best of their knowledge and belief and that any future changes will be intimated accordingly.
Once submitted, a reference number is generated, after which the employer verifies the details and the request is forwarded to the ESIC Branch Office for final processing.
Similar procedures apply when updating dependent details. Information regarding dependents must be entered accurately along with supporting documentation and photographs of dependents.
During the updation process, location selection requires specifying the name of the Regional Office and the Branch Office along with the effective date from which the changes apply.
Maintaining accurate and updated records in the ESIC portal is essential for insured members. Correct information ensures that medical claims, maternity benefits and workplace injury compensation are processed efficiently.
Incorrect or outdated information may lead to delays in claim processing or even denial of benefits. Employers who maintain accurate records also demonstrate compliance with statutory obligations and reduce the likelihood of disputes regarding contributions or eligibility for benefits.
Karma Management operates a dedicated payroll compliance team of experienced professionals who manage statutory deductions and continuous updating of PF and ESIC records for employers across India. The team supports the preparation of contribution challans and maintains updated records for more than eleven lakh employees covered under ESI.
With extensive experience handling ESIC, PF and labour law compliance across sectors, the organisation delivers efficient and reliable services through both online and offline systems for clients across the country.
Karma Management provides ESIC compliance and payroll services to organisations across multiple industries including manufacturing, healthcare institutions, information technology and software development, education institutions, construction and infrastructure, retail and service sectors, logistics and transportation, hospitality, business process outsourcing and emerging startup enterprises that have grown into medium-sized organisations.
Regardless of the size or nature of business operations, the organisation delivers customised ESIC compliance solutions designed to meet the precise operational needs of each establishment.
For more information or assistance regarding ESIC compliance, payroll management, labour law advisory and statutory governance frameworks, connect with Karma Management.
Write to: marketing@karmamgmt.com
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