Covering letter for PF joint declaration(4 samples)

This article will list samples of “Cover letters for a PF joint declaration.”

Samples of cover letters for PF joint declaration

Many a time it happens that a withdrawal claim is denied if the Provident Fund account of the applicant does not reflect the correct information. The best format for writing a cover letter for a PF joint declaration is as follows:

  • Address the recipient with a formal salutation. For example, “Dear/Hello (name of the recipient).” If you do not know the recipient’s name, you can refer to them as sir/madam.
  • The next step is to state why you are writing the letter. Mention the name of the employee whose details you want to rectify along with the name of the establishment.
  • Enter the correct details, i.e. the details you want to be reflected on your PF account.
  • List the relevant documents you have enclosed.
  • Conclude your letter with a forward-looking statement. 

Sample 1:

“The Regional Provident Fund Commissioner,

Employees Provident Fund Organization,


Subject: Joint Declaration by the Member & Employer.

Dear Sir,

We have submitted the joint declaration by our employee Mr./Ms. __________[Employee Name] and the undersigned regarding correction of member’s name vide our letter (for joint declaration letter) submitted in your office on 20.11.2017 (copy enclosed for ready reference).

The member is pressing very hard for correction of his/her name. We are also not in a position to update his/her KYC data through Aadhaar and PAN No. as there is mismatch in his/her name.

It is also pointed out that employer portal site of EPFO is also not functioning properly and hence we are not in a position to update KYC i.e. Aadhaar and PAN.

As such, you are requested to kindly get the needful done at the earliest under information the member.

Thanking you,

Your’s faithfully,

For _______ [Company name]

Authorized Signatory

Encls: As Above”

 Sample 2:


Provident Fund commissioner,

PF Sub-regional office,

Marripalem Vuda Lay-out,

NAD Post,


Sub: Name Correction

Respected Sir,

                              Mr. K Prasad worked in our company (XYZ Company Ltd) as an Accountant in the Finance department since 01-05-2017. In the PF portal his name is mentioned as Mr. K Prasad ( PF No: GR/VSP/6000X/123) . But his actual full name is Koduru V V Prasad Kumar. Request you to make correction of his name to Koduru V V Prasad Kumar.

Thanking you in advance.

    Yours Sincerely,

                                                                                                                          P Srinivasa Rao.

                                                                                                                           President  “

Sample 3:


The Regional P F Commissioner 


Sub: Joint declaration by the member and the employer 

Dear Sir, 

I, _____________________________________________ am/ was an employee/ex-employee of ______________________________________________ furnishing below herewith correct details with aforesaid establishment:­ 

Particulars                             Correct                                             Wrong 


Father/ Husband Name 

PF / EPS Account No. 

Date of Birth (DD/MM/YYYY) 

Date of joining (DD/MM/YYYY) 

Date of leaving (DD/MM/YYYY) 

I am also enclosing herewith a self-attested copy of ID proof (Any one­ PAN card/ Voters’ Identity Card/ Passport/ Driving License/ Aadhar Card) for your ready reference. Therefore, you are requested to make necessary changes in your records (if required) under intimation to me. An early action in this regard will be highly appreciated. 

Yours Faithfully 

Name & Signature of Applicant: 

Name of Authorized Signatory: 

Signature With Establishment Seal : 

Encl.: As Above”

Sample 4:

“To                                                                                                Date:

The Provident Fund Commissioner,                                     Place:

PF Office Address.


Name of the EPF member,

PF member Id:

UAN Number:

Sub:  Request For PF Final Settlement

Dear Sir,

Please find enclosed PF withdrawal forms of mine along with supporting documents like cancelled cheque which are attested by my employer.

Here are the details of the documents which I have submitted:

S No Documents Submitted

1 PF form 19

2 PF form 10 C

3 Cancelled cheque

I request you to please process my PF final settlement as soon as possible.

Thanking you.


Signature of the EPF member.”

Frequently Asked Questions:

How do you Check PF Joint Declaration Form Status?

EPF members who have applied for EPF corrections can check the status of their PF joint declaration form by observing their online PF passbook or UAN member portal profile.

Can you submit a joint declaration form online?

No, there is no option to submit a Joint declaration form online, you need to submit the hard copy of the filled PF joint declaration form offline directly to your regional PF office.

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