EPF Specimen Signature Letter Format & Guide for Employers

The Specimen Signature Letter (formally known as the Specimen Signature Card) is a critical compliance document submitted by an employer to the Employees' Provident Fund Organization (EPFO). It officially introduces the owners and authorized signatories who are empowered to attest employee claims, sign returns, and handle legal compliance for the establishment.

While the modern EPFO system relies heavily on Digital Signature Certificates (DSC) for online tasks, this physical specimen signature card remains essential. It serves as the primary reference for the Regional PF Commissioner to verify signatures on any physical correspondence, manual claim forms, or legal notices. Without this updated record on file, the PF office will reject any offline applications or physical claims submitted by your employees.

Sample Format: EPF Specimen Signature Letter

Below is the standard text format derived directly from the official EPFO Specimen Signature Card. You can copy this structure onto your company letterhead or use it to verify if your current template is compliant.

SPECIMEN SIGNATURE CARD FOR UPLOAD WITH THE ONLINE APPLICATION FOR REGISTRATION WITH EMPLOYEES' PROVIDENT FUND ORGANISATION

(This card is for the specimen signature of the employers of the establishment at the time of registration of the establishment with the Employees' P F Organization)

NAME OF ESTABLISHMENT: _______________________________________________________

ADDRESS OF THE ESTABLISHMENT: ____________________________________________________

(Please upload for all employers and for Authorized Signatory if any)

For P F Office Use:

Code Number Allotted: _______________________

Note: As seen in the document title, this specific format is primarily designed for upload during the Online Application for Registration .

Legal Validity 

This letter is not just a formality; it serves as a binding "Intimation of Authority" under the administrative provisions of the Employees' Provident Funds and Miscellaneous Provisions Act, 1952.

1. The Statutory Link to Form 5A

Under Paragraph 36A of the Employees' Provident Funds Scheme, 1952, every employer must furnish a "Return of Ownership" (Form 5A) to the Regional Commissioner.

• Form 5A tells the PF office who the owners/directors are.

• The Specimen Signature Card tells the PF office what their signatures look like.

While Form 5A is the statutory return, the Specimen Signature Card is the operational tool that validates the authority claimed in Form 5A.

2. Why it Matters in the Age of Digital Signatures (DSC)

You might wonder why physical signatures are needed when you already use a Digital Signature Certificate (DSC). The Regional PF Commissioner requires this physical card for specific "offline" scenarios:

• Cross-Verification: If a legal dispute arises regarding a claim, or if an employee alleges fraud, the PF Enforcement Officer will cross-verify the signature on the disputed document against this physical card.

• DSC Failure or Expiry: If your DSC expires or is revoked, and you need to file a physical claim (like a transfer claim or death case processing) urgently, this card becomes the primary source of authentication.

• Legal Correspondence: Responses to legal notices (e.g., 7A Inquiries) often require physical signatures. If the signature on your reply doesn't match this card, your submission may be disregarded as unauthorized.

When Is This Form Required?

While most daily compliance is now digital, the physical Specimen Signature Card remains a mandatory requirement for specific "trigger events" in the lifecycle of a company's relationship with the EPFO.

1. New Registration (Coverage)

As explicitly stated in the document header, this card is required "at the time of registration of the establishment". When a company applies for a new PF Code Number via the Shram Suvidha Portal or SPICe+ (for new incorporations), this card must be uploaded to validate the identity of the initial owners/directors.

2. Change in Management or Signatory

If a Director resigns or a new Authorized Signatory (like an HR Manager) is appointed, their signature must be formally introduced to the PF Department.

• The Process: You must submit a fresh Specimen Signature Card along with a covering letter and an updated Form 5A (Return of Ownership) to the Regional PF Commissioner.

• Why: Without this, the new signatory’s digital signature (DSC) approval request may be rejected because the PF database does not yet recognize them as an authorized person.

3. DSC Expiry or Revocation

When an authorized signatory leaves, their Digital Signature Certificate (DSC) must be revoked. During this transition period—or if technical issues prevent DSC usage—the Specimen Signature Card becomes the fallback document. It allows the PF office to verify physical documents (like manual returns or legal replies) until a new DSC is registered.

4. Bank KYC & Dispute Resolution

In cases where a bank requires the employer to attest a PF-related claim (often for older employees or transfer disputes), the bank or the PF field officer may cross-verify the physical signature on the claim form against the Specimen Signature Card held in the official PF file.

Key Components of the Specimen Signature Card

To ensure your document is not rejected by the "Accounts Group" or "Nodal Officer" at the PF Office, ensure it contains these five critical elements:

1. Establishment Code (PF Number)

Located at the bottom of the card under "For P F Office Use," this field is crucial. For new registrations, it may be left blank (as the code is not yet allotted), but for Change in Signatory requests, you must write your existing Establishment ID (e.g., MH/BAN/0012345/000) here to link the card to your file.

2. Name and Designation

Clearly state the full name and official designation (e.g., "Director," "Proprietor," "Manager") of the person being authorized. This must match the details provided in Form 5A exactly.

3. Three Distinct Specimen Signatures

The form requires three (3) separate samples of the signature for each person (labeled 1, 2, and 3). This helps the PF officer identify the signer even if their signature varies slightly on different days.

4. Attestation by the Director/Proprietor

If an HR Manager is being authorized, their signature card generally needs to be countersigned by the primary employer (Proprietor or Director) to validate the delegation of authority.

5. Company Seal

The "Address of the Establishment" section and the signature blocks should be stamped with the official Company Seal (Round Stamp). A signature without the company stamp is often treated as invalid for official filing.

Step-by-Step Instructions

Follow this exact protocol to ensure your Specimen Signature Card is accepted without objection by the Regional PF Commissioner.

1. Draft on Letterhead

While the document provided is a "Card" format, best practice dictates that for standalone submissions (outside of the initial SPICe+ registration), this content should be printed on your official company letterhead.

• Why: It adds an extra layer of authenticity and ensures the "Name of Establishment" and "Address" match your official stationery.

• Note: If submitting online via the OLRE portal, you may print the generated PDF, but ensure the company seal is affixed clearly.

2. Verify Details

Before printing, triple-check the Code Number Allotted section at the bottom .

• For New Registrations: Leave this blank if you haven't received the code yet.

• For Existing Companies: You must write the full alpha-numeric Establishment Code (e.g., MH/BAN/0012345/000) clearly. A missing code is the #1 reason for document misplacement in the PF office.

3. Sign in Black Ink

• The Rule: All signatories must sign using a Black Ink Pen.

• Reason: These cards are scanned into the EPFO's digital repository. Blue or gel ink often fades or reflects light during scanning, leading to "Illegible Signature" rejections.

• Placement: Ensure the three (3) specimen signatures stay strictly within the horizontal lines provided . Signatures touching the text or lines may cause verification errors.

4. Attach Proof of Identity

The mere signature is not enough; you must prove the signatory exists.

• Mandatory: Attach a self-attested copy of the authorized signatory’s PAN Card or Aadhaar Card.

• Match Check: Ensure the signature on the self-attested ID proof matches at least one of the three specimens provided on the card.

5. Submit to RPFC

• The Duplicate Rule: Always prepare two (2) original sets of this document.

• Submission: Visit the "Inward Section" of your jurisdictional Regional PF Commissioner’s (RPFC) office.

• Acknowledgment: Submit one copy to the officer and get the second copy stamped and dated as an acknowledgment (Receiving). File this acknowledged copy safely in your statutory compliance register; it is your proof of submission in case of future disputes.

Common Rejection Reasons

To avoid delays in your compliance or claim settlement, ensure you do not commit these frequent errors that lead to the rejection of the Specimen Signature Card by the Regional PF Commissioner.

1. Signature Mismatch with ID Proof

• The Issue: The signature on the card differs significantly from the signature on the attached self-attested ID proof (PAN/Aadhaar).

• The Fix: Ensure the signatory signs the card in a manner consistent with their official ID. If their signature has evolved, they should update their ID proof first or provide an affidavit explaining the change.

2. Letter Not Printed on Official Letterhead

• The Issue: Submitting the card on plain white paper (except for the initial online registration) often leads to rejection for established companies.

• The Fix: Always print the content on the company's official letterhead with the logo and registered address clearly visible.

3. Missing Establishment Seal (Rubber Stamp)

• The Issue: The signature block is signed but not stamped with the official round seal of the company.

• The Fix: Every authorized signatory’s block must have the company seal affixed. A signature without a seal is considered a personal capacity signature, not an official company authorization.

4. Failure to Update Form 5A Online Concurrently

• The Issue: You submit the physical card to the PF office, but the "Return of Ownership" (Form 5A) in the online portal still lists the old directors/signatories.

• The Fix: This is a two-step process. First, update Form 5A online to add the new signatory. Then, submit the physical Specimen Signature Card to validate that online entry. The physical card and online database must mirror each other.

5. Illegible or Improper Ink

• The Issue: Using blue ink, gel pens that smudge, or signing outside the designated box.

• The Fix: Always use a Black Ballpoint Pen. It scans clearly and does not smudge. Ensure the three specimen signatures do not touch each other or the border lines.

FAQs

Q1. Is this letter mandatory if I have a Digital Signature (DSC)?

Yes. Even with a DSC, this physical card is required. It validates the identity of the DSC holder during initial registration and acts as a mandatory legal backup for the PF Commissioner to verify manual signatures in case of DSC failure, legal notices (7A inquiries), or offline claim processing.

Q2. Can I submit this letter online?

It depends. For new registrations, you must scan and upload it via the Shram Suvidha/OLRE portal. For existing companies changing signatories, it is a hybrid process: you must upload the scan online to initiate the request and submit the physical hard copy (in duplicate) to the Regional PF Office to finalize the update.

Q3. Who can attest the specimen signature?

It must be attested by the primary employer (Proprietor, Director, or Managing Partner). If the Proprietor/Director is themselves the authorized signatory, they must sign as the "Signatory" and also stamp/sign the "Employer" section to self-validate the document.

Q4. What documents must accompany this letter?

You must attach three things:

1. A Covering Letter on company letterhead.

2. A copy of the updated Form 5A (Return of Ownership).

3. Self-attested copies of the new signatory's PAN and Aadhaar Card.

Q5. How long does it take for the PF office to update the signature?

Typically 15 working days from the date you submit the physical documents to the "Inward Section" of the Regional PF Office.