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Documents Required for Joining a New Company: Full Checklist

Joining a new job? Keep these documents ready so your joining, salary account and PF are set up without delay. Includes a checklist for freshers and experienced hires.

By Raaz sharma. Published 2 Nov 2026. 3 min read.

The short answer: on your joining day, carry your ID and address proof (Aadhaar, PAN), education certificates, passport-size photos, bank details and — if you have worked before — your previous offer, experience or relieving letter, salary slips and UAN (PF number). Keep originals and two sets of photocopies.

Joining documents checklist

Identity and address

  • Aadhaar card
  • PAN card (needed for salary and tax)
  • Address proof if different from Aadhaar (rent agreement, utility bill)
  • Passport, if the job involves travel

Education

  • Class 10 and 12 mark sheets and certificates
  • Degree or diploma certificate and mark sheets
  • Course certificates (computer, ITI, typing) if mentioned in your resume

Previous employment (if experienced)

  • Offer letter or appointment letter of your last job
  • Experience letter and relieving letter — see experience letter format
  • Last three months' salary slips
  • UAN (Universal Account Number) for PF
  • Form 16 or salary details for tax, if you changed jobs mid-year

Bank and photos

  • Cancelled cheque or bank passbook copy for salary credit
  • 4–6 passport-size photos

Other

  • Signed copy of your offer letter
  • Medical fitness certificate, if the company asks
  • Police verification, for security, driver and some delivery roles
  • Emergency contact details

Forms you may fill on the first day

FormPurpose
Joining formYour personal, contact and family details
PF declaration (Form 11)Links you to PF; mention your old UAN if you have one
PF/ESIC nominationNames who receives benefits in an emergency
Bank details formAccount for salary credit
Code of conduct / NDACompany rules and confidentiality

Tips for a smooth joining

  • Carry originals for verification but hand over only photocopies unless a document must be kept by law.
  • Do not give your original certificates to be "kept" by the employer — this is not normal practice.
  • Keep scanned copies of everything on your phone or email.
  • If you already have a UAN, give it to HR so your PF continues in the same account — you can check it on the EPFO website.
  • Read your appointment letter carefully before signing — check salary, notice period and probation. See notice period explained.

Red flags

  • Any fee for joining, documents or ID cards
  • A request for your ATM PIN, UPI PIN or OTP
  • Being asked to deposit original certificates

These are signs of a fake job — read how to identify a fake job offer. Still looking for the right job? Browse jobs on JobZeno.

Frequently asked questions

What documents are required for joining a company as a fresher?

Aadhaar, PAN, education certificates and mark sheets, passport-size photos, bank details and your signed offer letter.

What is UAN and why does HR ask for it?

UAN is your Universal Account Number for PF. Giving your existing UAN keeps all your PF in one account when you change jobs.

Can a company keep my original certificates?

It is not normal practice. Companies may check originals but should keep only photocopies. Be careful if anyone insists on keeping originals.

What if I don't have a relieving letter from my last job?

Give your offer letter, salary slips and bank statements as proof of employment, and explain the situation to HR honestly.

Sources

  1. EPFO — Employees' Provident Fund Organisation, accessed 2026-11-02

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