OSHWC contractor half-yearly return: within 30 days

OSHWC contractor half-yearly return: within 30 days

Send Form XVIII electronically to the concerned Deputy Chief Labour Commissioner (Central) not later than 30 days after January–June or July–December closes. The resulting ordinary dates are 30 July and 30 January respectively. Check applicable extensions separately.

Who should review this entry?

Contractors within the scope of rule 98(7) of the OSHWC Central Rules. Read rule 98(7) and the connected form before assigning the return.

Prepare and reconcile

Identify the reporting establishment, activity and period. Compile the prescribed particulars from the underlying employee and establishment records, reconcile the totals and preserve the filed acknowledgement. A calendar event is not a submission or a finding that a particular establishment is covered.

Check changes before filing

Read any later official extension or portal direction. Dates are not automatically moved for weekends or holidays. One-time entries are intentionally limited to the named reporting year.

Occupational Safety, Health and Working Conditions (Central) Rules, 2026: Key Provisions and Employer Compliance Guide

Published on: 22 October 2026
Notification date: 8 May 2026
Notification number: G.S.R. 345(E)
Issued by: Ministry of Labour and Employment, Government of India

Introduction

The Ministry of Labour and Employment, Government of India, notified the Occupational Safety, Health and Working Conditions (Central) Rules, 2026 through Gazette Notification No. G.S.R. 345(E), dated 8 May 2026.

These rules have been framed under Sections 133 and 134 of the Occupational Safety, Health and Working Conditions Code, 2020. They establish detailed requirements concerning establishment registration, employee appointment letters, workplace safety, occupational health, accident reporting, safety committees and other working-condition requirements.

The rules extend throughout India and state that they come into force on the date of publication in the Official Gazette.

For employers, HR professionals, compliance officers, contractors and industrial establishments, understanding these provisions is essential for effective labour law compliance and workplace risk management.

1. Overview of the Occupational Safety, Health and Working Conditions Rules, 2026

The 2026 Central Rules supersede specified earlier central rules relating to areas including dock workers, building and other construction workers, mines, contract labour, inter-state migrant workmen, working journalists, cinema workers and sales promotion employees, subject to the notification's provisions concerning earlier acts or omissions.

The notification consolidates detailed requirements under the OSHWC Code framework.

Key compliance areas include:

• Registration and updating of establishment details.

• Issuance of appointment letters to employees.

• Annual health examinations for specified categories of workers.

• Reporting workplace accidents and dangerous occurrences.

• Establishment of safety committees where applicable.

• Appointment of safety officers for specified workplaces.

• Maintenance of employee, attendance, wage and other prescribed records.

• Compliance with provisions concerning contract labour and other covered employment categories.

• Workplace safety arrangements for women working during specified night hours.

Employers should examine the complete rules and identify the provisions applicable to their establishment, industry, workforce and jurisdiction.

2. Establishment Registration and Updating of Details

Rule 3 prescribes the procedure for registration of establishments.

Employers seeking registration must submit an electronic application in Form I through the Shram Suvidha Portal or another portal designated by the Central Government.

The application must contain the required establishment particulars and supporting documents relating to registration, identity and address.

Important registration requirements

1. Submit the prescribed electronic registration application with the required documents.

2. Ensure that the application is complete and accurate.

3. A registration certificate in Form III is to be issued electronically within seven days of submission of a complete application.

4. If the certificate is not issued within the prescribed period, the rules provide for deemed registration and automatic generation of the certificate.

5. The registration certificate is non-transferable and must be displayed at specified places within the establishment.

6. Employers already registered under another applicable Central Labour Law must update their registration particulars in Form I within six months from the date the rules come into force.

7. Changes in the particulars submitted in Form I must be updated on the portal within 30 days of the change.

The rules also address delayed registration, closure of establishments and cancellation of registration.

Employer action: Review existing registration certificates, establishment details, employee numbers, addresses and other particulars. Ensure that required updates are completed within the applicable deadlines.

3. Appointment Letters for Employees

Rule 6 provides that an employee must not be employed in an establishment unless an appointment letter has been issued in the prescribed format.

The prescribed particulars include:

• Employee's name and date of birth.

• Father's or mother's name.

• Aadhaar number, after obtaining consent.

• Establishment worker identification number.

• Universal Account Number (UAN) or insurance number, where available.

• Designation and type of employment.

• Skill category and date of joining.

• Wages, basic wages and dearness allowance.

• Applicable accommodation and other allowances.

• Applicability of EPFO and ESIC social security benefits.

• General nature of duties to be performed.

• Applicable maternity benefits for women employees.

• Other relevant information.

Why this matters

Appointment letters help document employment terms, job responsibilities, wage components and applicable social security benefits. They also support HR record management and labour compliance reviews.

Employer action: Review appointment letter formats and update them to capture the prescribed particulars. Maintain signed or appropriately authenticated copies and ensure employee information is accurate.

4. Annual Health Examinations for Eligible Employees

Rule 5 requires employers in specified categories of workplaces to arrange free medical examinations for employees who have completed 40 years of age.

The requirement covers employees engaged in:

• Dock work.

• Mines.

• Building or other construction work.

• Other construction work covered by the rule.

The examination must be conducted by a qualified medical practitioner, and a certificate in Form VIII is to be provided to the employer and employee. The rules also permit employers to use medical examination facilities through ESIC.

Additional requirements apply to mine employees under the relevant provisions of the rules.

Employer action: Identify eligible employees, arrange the required examinations, retain medical examination records appropriately and ensure that applicable occupational health requirements are followed.

5. Reporting Workplace Accidents and Dangerous Occurrences

Rule 7 prescribes requirements for reporting workplace accidents and dangerous occurrences.

The reporting process and timeline depend on the nature of the incident.

Key reporting requirements

• Fatal accidents: The employer must notify the officer in charge of the jurisdictional police station and the victim's family members or relatives in Form XI.

• Injuries preventing work for 48 hours or more: The employer must submit the prescribed notice within 12 hours after the 48-hour period is completed.

• Dangerous occurrences: Specified dangerous occurrences must be reported within 12 hours to the Inspector-cum-Facilitator and the District Magistrate or Sub-Divisional Officer, as applicable.

• Subsequent death following an incident: Additional notification requirements apply, including telephone and electronic communication and written confirmation within the prescribed period.

The rules identify dangerous occurrences such as explosions, fires, hazardous gas leaks, lifting equipment failures, structural collapses, dangerous chemical releases, mining incidents and other specified events.

Rule 8 separately addresses notification of occupational diseases specified in the Third Schedule of the OSHWC Code.

Recommended employer practices

• Maintain an accident and dangerous-occurrence register.

• Establish an internal incident-reporting procedure.

• Train supervisors and safety personnel on escalation requirements.

• Preserve incident records, investigation reports and corrective-action documentation.

• Ensure that statutory notifications are submitted within the applicable timelines.

Prompt reporting and investigation can help prevent recurrence and strengthen workplace safety management.

6. Employee Responsibilities and Rights Concerning Workplace Safety

Rules 9 and 10 address employee responsibilities and rights relating to workplace safety and health.

Employees who identify unsafe or unhealthy working conditions should report them as soon as possible to the employer, safety officer, health and safety representative, manager or other appropriate workplace representative.

The matter must then be communicated to the employer.

Where information is received about an imminent danger to employee safety or health, the employer must take immediate remedial action and submit a report of the action taken to the Inspector-cum-Facilitator, even where the employer considers the remedial measures satisfactory.

Employer action: Establish a clear mechanism for reporting hazards, recording complaints, investigating risks and documenting corrective action.

7. Safety Committees: When Are They Required?

Rule 14 requires a safety committee in establishments employing 500 or more workers, subject to the applicable provisions of the rules.

The committee includes representatives of both the employer and workers.

Important requirements

• The committee's tenure is three years.

• Meetings must take place at least once every quarter.

• For mines, meetings must take place at least once a month.

• Relevant information about workplace hazards, accident statistics, working conditions and health inspections must be made available to the committee.

• The employer must take action to implement the committee's recommendations within 15 days of receiving them.

The rules also prescribe the composition and functions of safety committees, including provisions relating to worker representation and representation of women employees.

Key functions of a safety committee

• Review workplace safety and health concerns.

• Recommend corrective and preventive measures.

• Promote employee awareness and safety training.

• Discuss safety audits, risk assessments and emergency plans.

• Review accident investigations and dangerous occurrences.

• Monitor implementation of safety recommendations.

Employer action: Assess workforce strength and applicable thresholds, establish the committee where required, maintain meeting minutes and track recommendations through to closure.

8. Appointment of Safety Officers

Rule 18 specifies requirements for safety officers in certain dock-work and building or other construction establishments.

For dock-work establishments employing 500 or more workers, and building or other construction establishments ordinarily employing 250 or more workers, safety officers must be appointed according to the applicable workforce-based requirements.

The rules specify staffing scales and qualification requirements for these safety officers.

Separate provisions address safety officers in mines and other covered workplace categories.

Employer action: Determine whether the establishment meets the applicable threshold, verify the required number and qualifications of safety officers, and maintain relevant appointment and safety activity records.

9. Workplace Safety Requirements for Women Working Night Shifts

Rule 83 sets out conditions for employing women during night hours, including before 6:00 a.m. and beyond 7:00 p.m.

The conditions include:

• Obtaining the woman's consent in writing.

• Complying with applicable maternity benefit provisions.

• Providing adequate transportation to and from the employee's residence.

• Ensuring adequate lighting in the workplace and access routes to essential facilities.

• Providing suitable workplace safety and security arrangements.

• Displaying dedicated emergency contact numbers at the establishment and inside vehicles.

• Providing for compliance with the POSH Act, 2013, where applicable.

The rule also contains a specific provision for women working in underground mines.

Employers should review the complete requirements before assigning women employees to night shifts or the specified working hours.

10. Registers, Returns and Documentation

The notification includes prescribed forms for registration, employee records, attendance, wages, accidents, medical examinations, licences and returns.

The list of forms in Annexure VII includes:

Form	Purpose
Form I	Establishment registration and updating registration particulars
Form II	Application for cancellation of registration
Form III	Registration certificate
Form IV	Cancellation certificate
Form V	Register of establishments
Form VI	Notice of commencement or cessation of operations
Form VII	Notice relating to commencement, reopening or closure of mines
Form VIII	Health examination for employees other than mine employees
Form XI	Notice of accident or dangerous occurrence
Form XIII	Employee register
Form XIV	Attendance register-cum-muster roll
Form XV	Register for wages, overtime and deductions
Form XVI	Wage slip
Form XVII	Annual return
Form XVIII	Contractor's half-yearly return
Form XIX	Register of accidents and dangerous occurrences
Form XX	Register for leave with wages
Form XXI	Application for licence, renewal or amendment

Employers should review the complete annexure to identify all forms and documentation requirements relevant to their activities.

11. How Employers Can Prepare for Compliance

Organisations can take the following practical steps to prepare for compliance with the applicable provisions of the 2026 Central Rules.

Employer compliance checklist

• Identify the rules applicable to the establishment and its activities.

• Review existing registration certificates and establishment particulars.

• Update registration details within the prescribed time limits.

• Review employee appointment letters against the prescribed format.

• Identify employees eligible for required medical examinations.

• Establish a process for reporting accidents and dangerous occurrences.

• Maintain accident, employee, attendance and wage records as applicable.

• Assess whether a safety committee is required.

• Review safety officer appointment requirements.

• Check arrangements for women employees working during specified night hours.

• Review contractor and contract labour documentation requirements.

• Train HR, payroll, administration and safety teams on their responsibilities.

• Maintain evidence of compliance and corrective actions.

This checklist is a practical starting point, not a substitute for reviewing every applicable rule and form.

12. How Professional Labour Compliance Support Can Help

The implementation of workplace safety and labour requirements involves coordination between HR, payroll, administration, operations, contractors and safety teams.

Professional labour compliance support can assist organisations with:

• Establishment registration and documentation reviews.

• Labour law compliance audits.

• Employee appointment letter and HR record reviews.

• Contract labour compliance management.

• Statutory register and return maintenance.

• Workplace safety documentation and reporting procedures.

• Compliance calendars and deadline monitoring.

• Identification of gaps and preparation of corrective-action plans.

Organisations should select support based on their industry, workforce, establishment structure and applicable central or state requirements.

Conclusion

The Occupational Safety, Health and Working Conditions (Central) Rules, 2026, notified on 8 May 2026, establish detailed procedures relating to establishment registration, appointment letters, occupational health examinations, accident reporting, safety committees and other workplace requirements.

Employers should review their existing processes, identify applicable provisions and ensure that registration details, employee records, safety procedures and statutory reporting mechanisms are aligned with the rules.

A systematic compliance review can help organisations improve documentation, strengthen workplace safety practices and reduce the risk of missed statutory obligations.

Official reference: Gazette of India, Extraordinary, Part II, Section 3, Sub-section (i), Notification No. G.S.R. 345(E), dated 8 May 2026.

Disclaimer: This article is an informational summary of selected provisions from the attached notification. It is not a complete reproduction of the rules or legal advice. Applicability and compliance obligations should be verified against the complete official Gazette, the OSHWC Code, applicable state rules and subsequent notifications or amendments.

About Sankhla Corporate Services Pvt. Ltd.

Sankhla Corporate Services Pvt. Ltd. provides labour law, payroll compliance, establishment compliance, labour audits, industrial licensing and related corporate compliance services across India.

Website: https://www.sankhlaco.com

For assistance with labour compliance reviews and statutory documentation, visit our website.

Read the final official Rules.