--- title: "India Hiring Guide 2026 | EPF and Visa Before Day One" description: "Hire in India 2026: Employment Visa before day one, appointment letter, EPF and ESIC registration. Employer notice 30 days. Teamed handles all five steps." canonical: https://www.teamed.global/country-hiring-guides/india/hiring-guide --- India · Hiring guide child Served by Teamed vetted partner-entity network in India # How do you *hire an employee in India* in 2026? Every foreign national you hire in India needs a valid Employment Visa before they start work. For Indian nationals, the hire process triggers mandatory EPF and ESIC social-security registration from day one. The employer notice floor for workmen is 30 days. Probation runs up to 6 months, and the law sets no statutory notice floor during that period. Last reviewed 13 Jun 2026 · India guide ![A modern office building in Mumbai with palm trees and a busy street below.](/images/country-guides/india-hiring-guide.webp) Illustration · Mumbai, India Answer.cite this The India hire process has five steps. Appointment letter, visa or work-authorisation check, written contract, EPF and ESIC registration, first payday. Foreign nationals must hold a valid Employment Visa before starting. There is no separate right-to-work check for Indian nationals, but every eligible new hire triggers EPF and ESIC registration from day one. Probation runs up to 6 months. The law sets no statutory notice floor during probation. After 12 months of service, workmen gain retrenchment protection under the Industrial Relations Code 2020. ![Hands reviewing an employment appointment letter at a desk in an Indian office.](/images/country-guides/india-hiring-guide-polaroid-1.webp) Day one starts here ## What does the end-to-end India hire process look like? Five steps take you from accepted offer to first payslip: appointment letter, visa or work-authorisation check, written contract, EPF and ESIC registration, first payday. The critical path for foreign hires is the Employment Visa. It must be in place before the employee starts, not after. For Indian nationals, EPF registration drives the day-one compliance clock. | Step | What happens | Owner | Timing | | --- | --- | --- | --- | | 1. Appointment letter | Written offer with role, salary, start date, and key terms | Client / Teamed drafts | Same day after verbal accept | | 2. Visa or work-authorisation check | Verify Employment Visa for foreign nationals; confirm nationality and eligibility for Indian nationals | Teamed | Before the employee starts | | 3. Written contract | Detailed employment agreement covering all terms required by the applicable Shops and Establishments Act and labour codes | Teamed (legal employer) | On or before day one | | 4. EPF and ESIC registration | Register the employee with the Employees Provident Fund Organisation and, if eligible, the Employees State Insurance Corporation; collect PAN, Aadhaar, and bank details | Teamed | Days 1 to 7 | | 5. First payday | First payslip issued, TDS deposited with the Income Tax Department by the 7th of the following month | Teamed | End of first pay cycle | 1. Issue the appointment letter Send a written appointment letter the same day as verbal acceptance. Include role, gross salary, start date, probation period up to 6 months, and any conditions such as visa confirmation or background checks. 2. Complete the work-authorisation check Verify Employment Visa status for foreign nationals before they start. For Indian nationals, confirm identity and collect PAN. This step cannot happen after day one. 3. Issue the written contract The full employment agreement must be in place on or before day one. Teamed's standard India contract meets state Shops and Establishments requirements and the Labour Codes. Clients choose commercial terms; Teamed signs as the legal employer. 4. Complete EPF and ESIC registration Register the employee with the EPFO and, where eligible, the ESIC. Collect PAN, Aadhaar, and bank account details. Set up Professional Tax enrolment where required by the relevant state. This runs across days one to seven. 5. Issue the first payslip and file TDS Run the first payroll at the end of the pay cycle. Deposit TDS with the Income Tax Department by the 7th of the following month. The employee receives their payslip and is on the payroll record. ## What must an India appointment letter include? The appointment letter is the first binding document the employee receives. It sets the terms before the full contract is issued. Include role title, reporting line, start date, gross monthly salary, working hours up to 48 hours per week, place of work, probation period up to 6 months, notice terms, and any conditions such as visa confirmation or background verification. Three traps to avoid in Indian appointment letters: - **Quoting CTC without a breakdown.** Cost-to-Company figures include employer EPF and other variable components. Candidates compare CTC across offers, but the take-home can differ widely depending on how the CTC is structured. Break the offer down into fixed gross, variable pay, and employer contributions. - **Inconsistent probation terms.** If the appointment letter sets a probation period of 6 months but the contract then contradicts it, disputes follow. Align both documents before issuing either. - **Vague notice terms.** The law sets no notice floor during probation. Post-probation notice under state Shops and Establishments Acts is commonly 30 days. Spell out both periods clearly in the letter. Teamed's standard Indian appointment letter template covers all required ground under the applicable state act. Clients choose commercial elements; Teamed holds the legal-employer position and issues documents in English. ## India work-authorisation checks: Employment Visa and FRRO registration India has no single national right-to-work check for Indian nationals. The employer simply confirms identity and eligibility. Foreign nationals are different. They must hold a valid Employment Visa issued by the Indian Embassy or High Commission in their home country before starting work. There is no on-arrival route to employment. ### Indian nationals There is no formal right-to-work check process for Indian citizens. The employer verifies identity using a government-issued document such as an Aadhaar card, passport, or voter ID. The employer collects the employee's PAN (Permanent Account Number) for TDS purposes. If the employee does not yet have a PAN, one must be applied for before the first payroll run. ### Foreign nationals: Employment Visa A foreign national must hold a valid Employment Visa before starting work in India. The visa is applied for from the Indian diplomatic post in the employee's home country and requires a sponsoring employer. The Employment Visa specifies the employing company. If the legal employer changes (for example, when using an EOR), the visa sponsor must be updated. The employer is responsible for verifying that the visa is current and valid for the role and employer named on it. A foreign national working on an expired or wrong-category visa is a compliance breach for the employer. ### FRRO registration for foreign nationals Foreign nationals staying in India for more than 180 days must register with the Foreigners Regional Registration Office (FRRO) within 14 days of arrival. Teamed manages this process for all foreign-national hires on behalf of the employer. Ministry of Home Affairs · Foreigner Division: Visa categories Employment Visas are granted to foreign nationals coming to India for employment or to take up an assignment in India. The visa is employer-specific and must be renewed if the employer changes. Working in India without a valid Employment Visa is an offence under the Foreigners Act 1946. Source: [Ministry of Home Affairs, Government of India: Visa Services](https://www.mha.gov.in/en/page/visa-services) ### Ongoing checks for foreign nationals Teamed tracks Employment Visa expiry dates for all foreign-national employees and triggers renewal processes ahead of the deadline. A visa expiry without renewal is a compliance breach. Teamed manages the calendar so no renewal is missed. ## The India written contract: what must it contain? India does not have a single national statute requiring a written employment contract. The requirement comes from state Shops and Establishments Acts and industry-specific standing orders. In practice, every employer issues a detailed appointment letter and a formal employment agreement. The contract should be in place on or before day one. What a complete Indian employment contract should cover: - Names and addresses of employer and employee - Job title and description of duties - Date employment begins - Place of work and mobility requirements - Gross salary structure: fixed pay, variable pay, allowances, and CTC breakdown - Working hours, up to 48 hours per week under the Occupational Safety, Health and Working Conditions Code 2020 - Annual earned leave entitlement: 18 days per year under the Factories Act and OSH Code - Public holiday entitlement: 17 central gazetted holidays per year - Probation period, up to 6 months, with notice terms for both periods - Notice required after probation: 30 days minimum for workmen under applicable acts - Maternity benefit provisions for eligible female employees (26 weeks paid for the first two children) - EPF and ESIC contribution obligations - Gratuity entitlement after 5 years of continuous service - Confidentiality, intellectual property, and non-solicitation clauses - Governing law and dispute resolution For establishments covered by the Industrial Employment (Standing Orders) Act 1946, a certified Standing Order must be displayed at the workplace and governs the terms of service for workmen. Teamed's standard Indian employment agreement aligns with state Shops and Establishments requirements and the four Labour Codes where in force. Key source: [Ministry of Labour and Employment, Government of India](https://labour.gov.in/) ## Onboarding admin in the first week Days 1 to 7: contract signed, identity documents collected, PAN verified, EPF and ESIC registration filed, bank details collected, and TDS setup completed. Teamed handles the payroll and compliance side. The client handles the operational and cultural side. | Onboarding task | Who does it | Day | | --- | --- | --- | | Employment contract signed | Employee and Teamed | Day 0 or 1 | | Employment Visa check (foreign nationals) | Teamed | Day 0 (before start) | | PAN card collected for TDS | Employee submits to Teamed | Day 1 | | Aadhaar card or other identity document collected | Employee submits to Teamed | Day 1 | | EPF registration with EPFO | Teamed | Days 1 to 7 | | ESIC registration (if salary eligible) | Teamed | Days 1 to 7 | | FRRO registration (foreign nationals staying more than 180 days) | Teamed | Within 14 days of arrival | | Bank account details collected for payroll | Teamed | Days 1 to 7 | | Professional Tax enrolment (where applicable by state) | Teamed | Days 1 to 7 | | Equipment and system access | Client | Days 0 to 1 | | Manager introduction and first-week plan | Client | Days 0 to 7 | | 30-60-90 day plan documented | Client (manager) | Days 1 to 14 | ## How does Teamed handle India employment for you? Teamed becomes your legal [employer of record](/lp/employer-of-record) in India for [**from $599 per employee per month**](/pricing), with **zero FX mark-up** in any currency. Payroll in INR, EPF and ESIC registration, the written contract, and the full India employment law stack run on **one platform**. **Real HR and legal experts** handle your India hires, from the appointment letter through every monthly TDS deposit and quarterly filing. **An actual person**, not a chatbot or a pooled queue. There is **no setup fee** and **no exit fee**. Employer cost **passes through at cost, itemised** on every invoice. EOR payroll, contractor onboarding, and entity setup all live on **one platform**. An India contractor who converts to full employment keeps their record. Run the [Crossover Calculator](https://www.teamed.global/tools/crossover-calculator) to see the month your India hire is ready to graduate to your own entity. Start from the India hiring overview; each guide here takes one layer of Indian employment law. Key sources: [Ministry of Labour and Employment](https://labour.gov.in/), [Employees Provident Fund Organisation](https://www.epfindia.gov.in/), and [Employees State Insurance Corporation](https://www.esic.gov.in/). ## Frequently asked questions How long does it take to hire someone in India through Teamed? Teamed can onboard an Indian national within a few business days once the offer is accepted. The appointment letter, contract, and EPF registration run in parallel. Foreign nationals take longer because the Employment Visa must be in place before the start date. Visa timelines depend on the employee's home country and the category of visa applied for. Does India have a right-to-work check for Indian nationals? India has no formal right-to-work check process for Indian citizens. The employer verifies identity using a government-issued document and collects the employee's PAN for TDS purposes. Foreign nationals are a different matter: they must hold a valid Employment Visa issued before arrival. Working without a valid Employment Visa is an offence under the Foreigners Act 1946. What is the probation period and notice during probation in India? Probation in India commonly runs up to 6 months, based on the Industrial Employment (Standing Orders) Act 1946 benchmark and standard industry practice. There is no statutory minimum notice period during probation. The law sets the floor at zero, so contracts commonly specify 7 to 30 days. Teamed's standard India contract sets clear probation notice terms. After probation, the minimum employer notice for workmen is 30 days. What annual leave and public holiday entitlements apply in India? Employees are entitled to 18 days of earned leave per year under the Factories Act and the Occupational Safety, Health and Working Conditions Code 2020. The central government gazetted 17 public holidays in 2026. State governments may gazette additional regional holidays on top of the central list. What social-security registrations are required when hiring in India? Every covered employer must register new employees with the Employees Provident Fund Organisation within days of joining. The employer contributes 12% of basic salary plus dearness allowance to the EPF, and the employee contributes a matching 12%. Employees whose gross salary falls below the ESIC wage ceiling must also be registered with the Employees State Insurance Corporation. Teamed handles both registrations as part of the standard onboarding process. Teamed Legal Operations India's EPF registration catches companies out more than anything else in the onboarding. The filing has to happen within days of the start date and requires PAN, Aadhaar, and bank details all collected first. We run the compliance clock in parallel with the offer process so the employee's first payslip is clean from day one. A note from Tom Price-Daniel India's Employment Visa requirement is not a formality. It must be in place before the start date, not after. EPF and ESIC registration run from day one. Getting them right early keeps the payroll clean. The admin is what we handle. Tom Price-Daniel · Co-founder, Teamed ## Related India guides - Hiring in India, overviewparent - [India termination and severance](/country-hiring-guides/india/termination-and-severance)sibling - [India tax and payroll](/country-hiring-guides/india/tax-and-payroll)sibling - [India employer cost breakdown](/country-hiring-guides/india/cost-breakdown)sibling - [Germany hiring guide](/country-hiring-guides/germany/hiring-guide)sibling - [Employer of Record overview](/lp/employer-of-record)core - [Crossover Calculator](https://www.teamed.global/tools/crossover-calculator)tool - [Talk to an expert](https://www.teamed.global/contact)CTA A note on this page. This is a guide, not legal, tax or accounting advice. Rules change and vary by jurisdiction. Verify current requirements with the Ministry of Labour and Employment and the Ministry of Home Affairs for India, or speak to a qualified professional, before relying on any specific framework.