How to Check ESI Number: A Complete Guide for Employers and Employees

The Employees' State Insurance (ESI) scheme is a vital social security program in India, designed to provide comprehensive medical and financial protection to workers in the organized sector. One of the most critical components of this scheme is the ESI number — a unique identification code assigned to every registered establishment and its employees. Knowing how to check your ESI number is not just a procedural formality; it is essential for accessing medical benefits, claiming wage compensation during illness or injury, and ensuring compliance with labor laws. For employers, verifying and managing ESI numbers ensures accurate payroll processing and legal adherence. For employees, it guarantees uninterrupted access to healthcare services and cash benefits. This guide provides a detailed, step-by-step walkthrough on how to check your ESI number, along with best practices, tools, real-world examples, and answers to frequently asked questions.

Step-by-Step Guide

For Employers: Checking the ESI Number of Your Establishment

As an employer registered under the ESI Act, you are required to maintain accurate records of your establishment’s ESI number. This number is typically issued after successful registration with the Employees’ State Insurance Corporation (ESIC). Here’s how to verify it:

1. Locate your ESI Registration Certificate — This document is provided to you by the ESIC office after your establishment’s registration is approved. The certificate contains your 17-digit ESI number, along with your establishment’s name, address, and registration date.
2. Access the ESIC Employer Portal — Visit the official ESIC portal at www.esic.gov.in. Click on “Employer Login” and enter your credentials (User ID and password). If you haven’t registered yet, you must first complete the registration process using your establishment’s details.
3. Navigate to the “Establishment Details” section — Once logged in, go to the dashboard and look for “View Establishment Details” or “Registration Information.” Your ESI number will be clearly displayed alongside other registration information.
4. Verify the number against your records — Cross-check the ESI number on the portal with the number on your registration certificate and payroll records. Ensure there are no typos or discrepancies.
5. Download or print the confirmation — Use the “Print” or “Download PDF” option available on the portal to save a digital copy of your establishment’s ESI registration details for future reference.

If you have forgotten your login credentials, use the “Forgot Password” option on the portal. You will need your registered mobile number or email address to reset access. If you are unable to recover access, contact the local ESIC office with your establishment’s registration number and proof of identity to request assistance.

For Employees: Finding Your ESI Number

Every employee enrolled in the ESI scheme is assigned a unique 17-digit ESI number. This number is linked to your personal information and is used to access medical services and claim benefits. Here’s how employees can locate their ESI number:

1. Check your ESI Smart Card — The ESI Smart Card, issued by ESIC, displays your name, photograph, ESI number, and other personal details. This card is your primary identification for availing medical benefits at ESI hospitals and dispensaries.
2. Review your salary slip — Most employers include the employee’s ESI number on monthly salary slips, typically under the “Deductions” or “Statutory Details” section. Look for labels like “ESI No.” or “ESI ID.”
3. Access the ESIC Employee Portal — Visit www.esic.gov.in and click on “Employee Login.” You will need your ESI number or your employer’s ESI number to proceed. If you don’t know your number, select “Know Your ESI Number” under the “Employee Services” tab. Enter your name, date of birth, father’s/husband’s name, and mobile number as registered with ESIC. The system will display your ESI number if your details are correctly recorded.
4. Contact your HR or Payroll Department — If you are unable to locate your ESI number through the above methods, reach out to your employer’s Human Resources or Payroll team. They have access to the ESI contribution records and can provide your number upon request.
5. Visit a nearby ESI Dispensary — If you have visited an ESI medical facility before, your ESI number may be recorded in their system. Present a valid photo ID and request a printout of your registration details.

It is important to note that your ESI number remains the same throughout your employment, even if you change jobs. However, your new employer must link your existing ESI number to their establishment during registration. If you are unsure whether your number has been transferred correctly, verify it using the employee portal or consult your new HR department.

Checking ESI Number via SMS or Mobile App

ESIC has introduced mobile-friendly services to improve accessibility. While there is no direct SMS service to retrieve your ESI number, you can use the official ESIC mobile application to streamline the process:

1. Download the “ESIC Mobile App” from the Google Play Store or Apple App Store.
2. Register using your mobile number and complete the OTP verification process.
3. Select “Employee Services” and choose “View ESI Number.”
4. Enter your personal details — name, date of birth, and father’s/husband’s name — exactly as they appear in your ESIC records.
5. The app will display your ESI number if your data matches the central database.

The mobile app also allows you to check your contribution history, view your medical records, and locate nearby ESI hospitals. Ensure your mobile number is updated with your employer to receive notifications and alerts related to your ESI account.

What to Do If Your ESI Number Is Not Found

If you are unable to retrieve your ESI number using the above methods, it may indicate one of the following issues:

• Your employer has not yet registered you with ESIC.
• Your details were entered incorrectly during registration.
• You are not eligible (e.g., your salary exceeds the ESI wage ceiling or you work in an exempted establishment).
• Your ESI number has been deactivated due to non-contribution or administrative error.

In such cases, take the following actions:

1. Confirm with your employer that you are enrolled in the ESI scheme and that your monthly contributions are being deducted and deposited.
2. Request a copy of the ESI contribution challan filed by your employer — this document will include your ESI number.
3. If your employer confirms enrollment but you still cannot locate your number, visit your nearest ESIC branch office with your ID proof, salary slips, and employment letter. Request a manual search of your records.
4. If you are a new employee and your ESI number has not been generated, your employer must initiate the registration process immediately. The process typically takes 7–10 working days after submission of Form 1.

Best Practices

For Employers

Proper management of ESI numbers ensures compliance, reduces administrative errors, and protects employee rights. Follow these best practices:

• Register Immediately — As soon as your establishment employs 10 or more employees (20 in some states), initiate ESI registration. Delaying registration can result in penalties and back-dated contributions.
• Use Digital Records — Maintain a centralized digital database of all employee ESI numbers. Link them with payroll software to automate deduction and reporting.
• Verify New Hires — Before adding a new employee to your ESI list, confirm whether they already have an existing ESI number. Avoid duplicate registrations.
• Update Changes Promptly — Notify ESIC of any changes in employee details such as name, address, or date of birth. Use Form 12 for updates.
• Conduct Monthly Audits — Cross-check your ESI contribution reports with the ESIC portal to ensure all numbers are active and contributions are correctly credited.
• Train HR Staff — Ensure your HR and payroll team are well-trained on ESI procedures, including how to check, update, and troubleshoot ESI numbers.
• Display ESI Registration Certificate — Keep a printed copy of your establishment’s ESI registration certificate displayed in a visible area of your workplace for employee reference and compliance audits.

For Employees

Employees play an active role in safeguarding their ESI benefits. Adopt these habits:

• Keep Your ESI Smart Card Safe — Treat it like a government ID. Carry it to all medical appointments.
• Verify Contributions — Check your salary slips monthly to ensure the correct ESI contribution (0.75% of wages) is being deducted from your salary.
• Update Personal Information — If your address, phone number, or marital status changes, inform your employer immediately so they can update ESIC records.
• Check Medical Records — After visiting an ESI hospital, verify that your ESI number was correctly recorded in your treatment file.
• Report Missing Benefits — If you are eligible for medical or cash benefits but are denied, escalate the issue through your employer or directly to the ESIC office with supporting documents.
• Do Not Share Your ESI Number — Treat your ESI number as confidential. Avoid sharing it with unauthorized individuals or third-party websites.
• Retain Documentation — Keep copies of your salary slips, ESI Smart Card, and medical receipts for at least five years for future reference or dispute resolution.

General Best Practices

• Always Use Official Channels — Only access ESI services through the official ESIC website or app. Avoid third-party portals claiming to provide ESI number checks — many are fraudulent.
• Enable Notifications — Register your mobile number and email with ESIC to receive alerts about contribution deadlines, benefit eligibility, and system updates.
• Regularly Check for Updates — ESIC periodically updates its portal and procedures. Subscribe to official newsletters or follow ESIC’s social media channels for announcements.
• Report Suspicious Activity — If you suspect misuse of your ESI number or unauthorized access to your account, report it immediately to the nearest ESIC office.

Tools and Resources

Official ESIC Portals

The primary digital tools for managing and checking ESI numbers are maintained by the Employees’ State Insurance Corporation:

• Employer Portal — https://www.esic.gov.in — Used by employers to register establishments, file returns, and view contribution records.
• Employee Portal — https://www.esic.gov.in — Employees can log in using their details to view their ESI number, contribution history, and medical records.
• ESI Smart Card Portal — https://esic.in/smartcard — Allows employees to apply for or reissue their ESI Smart Cards.
• ESIC Mobile App — Available on Android and iOS — Provides on-the-go access to ESI services, including number lookup and hospital locator.

Payroll and HR Software Integration

Many modern HR and payroll platforms offer direct integration with ESIC systems. Tools like Zoho Payroll, GreytHR, and TallyPrime can automatically fetch and validate ESI numbers during employee onboarding. These platforms:

• Auto-populate ESI numbers from ESIC’s database during registration.
• Generate ESI contribution reports in the required format.
• Send alerts for missed or late payments.
• Allow employees to view their ESI details through self-service portals.

Employers using such software should ensure the integration is active and that data synchronization occurs monthly. Regularly test the system by comparing reports generated by the software with those on the ESIC portal.

Government and Third-Party Resources

Additional resources that support ESI number verification and compliance:

• Ministry of Labour and Employment — Provides policy updates and guidelines on ESI scheme implementation.
• State ESI Offices — Each state has regional ESIC offices that offer in-person assistance and offline record retrieval.
• ESI Hospital Directory — Available on the ESIC website, this tool helps locate nearby medical facilities that accept ESI cards.
• Labour Commissioner Websites — Many state labour departments offer downloadable templates for ESI registration and reporting.

Document Checklist for ESI Number Verification

When verifying or applying for an ESI number, always have the following documents ready:

• Employer: PAN Card, GST Registration Certificate, Business Registration Proof, Bank Account Statement, List of Employees with Names and IDs
• Employee: Aadhaar Card, PAN Card, Salary Slip, Employment Letter, Passport-Sized Photograph

Ensure all documents are clear, legible, and up to date. Scanned copies should be in PDF or JPEG format with a file size under 2MB for online submission.

Real Examples

Example 1: Employer Failing to Register — Consequences

Mr. Arjun owns a small garment manufacturing unit in Ludhiana with 15 employees. He assumed that since his business was “small,” ESI registration was optional. After one of his employees suffered a workplace injury, he was unable to claim medical benefits because the establishment was not registered. The employee filed a complaint with the ESIC office. An inspection revealed non-compliance. Mr. Arjun was issued a notice to pay all outstanding contributions for the past two years, along with a penalty of 10% of the unpaid amount. He was also required to register immediately and submit monthly returns going forward. His business was placed under enhanced scrutiny for the next 12 months.

Example 2: Employee Misplaced Smart Card — Resolution

Sunita, a factory worker in Chennai, lost her ESI Smart Card. When she needed medical treatment for a fracture, the hospital refused to provide services without the card. She contacted her HR department, who accessed the ESIC employer portal and retrieved her ESI number. Sunita then visited the local ESIC office with her Aadhaar and employment letter. The staff verified her identity, issued a temporary ESI number for immediate medical use, and processed a replacement Smart Card within 10 days. She was later able to claim reimbursement for her treatment costs using the temporary number.

Example 3: Incorrect ESI Number in Payroll — System Fix

A mid-sized IT firm in Bangalore used a legacy payroll system that auto-generated ESI numbers based on employee ID. When a new employee joined, the system assigned a number that matched an existing employee’s number. This caused a mismatch in ESIC records. During an audit, ESIC flagged the duplicate. The HR team corrected the error by manually updating the employee’s ESI number in the system and submitting a rectification request to ESIC via Form 12. The correction was approved, and future contributions were properly credited. The firm upgraded its payroll software to prevent recurrence.

Example 4: New Employee with Existing ESI Number

Rajesh moved from a company in Pune to a new employer in Hyderabad. He assumed he needed a new ESI number. His new employer attempted to register him, but the system showed the number was already active. Rajesh provided his old ESI number to HR, who linked it to the new establishment during registration. His medical history and contribution record were seamlessly transferred. He continued to receive benefits without interruption, and his seniority for cash benefits was preserved.

Example 5: Employer Using Third-Party Portal — Scam Alert

A small retail chain in Jaipur used a website offering “ESI Number Verification for Rs. 500.” The site collected employee details and claimed to generate ESI numbers. After three months, employees were denied medical benefits. An investigation revealed the site was fraudulent — no data was submitted to ESIC. The employer faced legal action for misrepresentation. Employees had to re-register through the official portal, causing a 45-day delay in benefits. This case underscores the importance of using only government-authorized platforms.

FAQs

What is an ESI number?

An ESI number is a unique 17-digit identification code assigned by the Employees’ State Insurance Corporation to every registered establishment and its enrolled employees. It is used to track contributions, medical records, and benefit entitlements under the ESI scheme.

Is the ESI number the same for employers and employees?

No. Employers receive a single ESI number for their entire establishment. Each employee is assigned a separate, individual ESI number linked to that establishment number.

Can I change my ESI number?

No. Your ESI number is permanent and remains unchanged even if you switch employers. Your new employer must link your existing number to their establishment.

What happens if my employer doesn’t pay ESI contributions?

If contributions are not paid, your ESI benefits may be suspended. Employers who fail to pay can face penalties, interest charges, and legal action. Employees should report non-payment to the local ESIC office.

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

For employers, registration typically takes 7–10 working days after submitting Form 1. For employees, the ESI number is generated once the employer files the first contribution return.

Can I check my ESI number without an internet connection?

Yes. You can visit your nearest ESI dispensary or regional ESIC office with valid identification to request a printout of your registration details.

Is the ESI number the same as the UAN number?

No. The ESI number is for health and medical benefits under the ESI scheme. The UAN (Universal Account Number) is for provident fund benefits under the EPFO scheme. They are two separate systems.

What if my name is misspelled on my ESI number record?

Contact your employer to submit a correction request using Form 12. Provide supporting documents like your Aadhaar card or passport to verify your correct name.

Can I use my ESI number to claim benefits at any hospital?

You can only avail benefits at ESI empaneled hospitals and dispensaries. Use the ESIC hospital locator tool on the official website to find nearby facilities.

Do contract workers get an ESI number?

Yes, if they are employed by an establishment covered under the ESI Act and their monthly wages are below the wage ceiling (currently ₹21,000, or ₹25,000 for persons with disabilities), they are eligible for ESI registration and will receive their own ESI number.

How do I know if my ESI number is active?

Log in to the ESIC employee portal. If your profile displays your contribution history and medical records, your number is active. If you see an error message, contact your employer or ESIC office.

Conclusion

Understanding how to check your ESI number is not merely a bureaucratic task — it is a fundamental step toward securing your health and financial well-being as an employee or ensuring legal compliance as an employer. The ESI scheme serves as a critical safety net for millions of workers across India, offering medical care, wage replacement, and disability support. But these benefits are only accessible when your ESI number is correctly registered, verified, and maintained.

This guide has provided a comprehensive roadmap — from the step-by-step processes for employers and employees to the best practices, tools, real-world examples, and FAQs that empower you to navigate the system confidently. Whether you’re verifying your number for the first time, resolving a discrepancy, or ensuring your organization remains compliant, the official ESIC portals and mobile applications are your most reliable resources.

Never rely on unofficial websites or third-party services for ESI number checks. Always use the government-authorized channels to protect your data and ensure accuracy. Regularly update your personal information, retain documentation, and communicate openly with your employer or HR department. In doing so, you not only safeguard your rights under the ESI scheme but also contribute to a more transparent and accountable labor ecosystem.

Remember: your ESI number is more than a string of digits — it is your gateway to dignity, security, and care in times of vulnerability. Take the time to check it, verify it, and protect it.