Forms XXV explained: this guide covers what it means, who it applies to, the step-by-step process, documents required, fees, due dates and penalties in India — so you can stay compliant with confidence and avoid costly mistakes.
Three forms support Chapter XIII of the Code (Employment Information and Monitoring). Form-XXV is how an employer reports a vacancy to a career centre; Form-XXVI is the yearly Employment Information Return; and Form-XXVI(A) is the form for job seeker information that feeds the career centres' registers.
Employers report each vacancy in Form-XXV, separately for each type of post, at least fifteen days before the last date for applications (career centre Regional) or at least forty days before (career centre Central). Selection results go back within thirty days of selection. The yearly Employment Information Return (Form-XXVI) goes to the Regional career centre within thirty days of 31 March. The career centre must issue a unique vacancy reporting number within three working days (seven in the north-eastern States) (rule 56).
Where the forms come from
The forms are cited under rule 56 ("Reporting of vacancies and result of selection etc."), which works with rule 55 (career centres) and sections 139 and 140 of the Code. See rules 55 and 56 and sections 139 and 140. The Central Rules apply where the Central Government is the appropriate Government; for State establishments, the State's own rules, notifications and career centres apply, and the dates from which private establishments must report depend on the appropriate Government's notification. If you want to map which of your units must report and when, our labour law compliance team can help.
| Form | Rule | Who | Purpose | Time |
|---|---|---|---|---|
| XXV | 56(1)(d), 56(3)(b) | Employer | Report vacancies to a career centre | Regional: at least 15 days before last date for applications; Central: at least 40 days before |
| XXVI | 56(1)(d), 56(6) | Employer | Yearly Employment Information Return | Within 30 days of the due date of 31 March |
| XXVI(A) | 56(1)(d) | Job seeker information | Report of job seeker particulars | As notified; shared with Career Centre (Central) |
Who must report (rule 56 context)
- Public sector establishments report vacancies before filling any vacancy, from the commencement of the Code (56(1)(a)).
- Private sector establishments (not public sector, with 20 or more employees or another notified number) report from the date in the appropriate Government's notification (56(1)(b) and Explanation).
- Technical and scientific posts carrying a notified minimum pay, in Central-sphere establishments, and vacancies an employer wants circulated outside the State, go to the Career Centre (Central); others go to the Regional centre (56(2)).
- The career centre must give a unique vacancy reporting number immediately, but not later than seven working days in north-eastern States and three working days in other States, extendable up to seven by notification (56(1)(c)).
Form-XXV: reporting a vacancy
It is headed "Form for reporting vacancies to career centres", with a line that separate forms are to be used for each type of post. Sections as printed:
- Employer particulars: name, address with pin code, telephone, mobile, email; name and type of establishment (Central or State Government, PSU, autonomous, private and so on); registration number under the Code; economic activity.
- Indenting officer: name, designation, contact details.
- Particulars of vacancies: designation; duties; sector; essential and desirable qualifications and skills (educational, technical, experience); age limits; preferences (ex-servicemen, persons with disabilities, women); number of vacancies; duration of employment (3 to 6 months, 6 to 12 months, 12 months and more) with the number of posts; probation and pay during it; provision for pension or provident fund; hours, holidays, shifts and promotion; travelling allowance; employer facilities (housing, living conditions, education and medical); last date to apply.
- Reservation or preference obligations, with a category-wise table (SC, ST, OBC, EWS, ex-serviceman, PwD, women, others) and the number of vacancies, including priority candidates for Central Government vacancies.
- Pay and allowances: pay level or scale for Government posts; minimum total emoluments per month for others.
- Place of work; 7. mode of application and last date; 8. contact person; 9. place of interview; 10. mode of recruitment (through career centre, placement agency, self-management or other); 11. whether the employer wants a list of eligible registered candidates; 12. other information.
It ends with the authorised signatory's signature, name, designation, seal and date, and an official use block for the career centre: its name and address, date of receipt, NIC code, NCO code of the post, unique vacancy ID and order or diary number.
Notes printed on the form. The career centre conveys the unique number in writing, by email or digitally, within seven working days (north-eastern States) or three working days (other States); an employer who advertises or recruits through any agency should quote the number; and any change in particulars is reported in writing, by official email or digitally to the career centre.
Timing (rule 56(4)). Regional centre: report at least fifteen days before the last date for receipt of applications. Central centre: at least forty days before. The employer furnishes the result of selection to the concerned centre within thirty days from the date of selection.
Form-XXVI: Employment Information Return
Titled "Form EIR (Employment Information Return)", a yearly return to the Career Centre (Regional) under Chapter XIII. Rule 56(6): furnished within thirty days of the due date, namely 31 March of the year, manually, electronically or digitally as the State Government notifies. The form's note gives the same thirty days after the end of the financial year, and states its purpose: to know vacancies, types of personnel in short supply and future job opportunities, for vocational guidance and skill needs.
Contents: employer name, contact details, establishment type and ownership, head or branch office, nature of business, LIN and establishment registration number; (1) employment at the last working day of the previous year and the year reported, by men, women and others (transgender) and skill category (highly skilled, skilled, semi-skilled), plus persons with disabilities, counting every person whose wage or salary is paid, excluding part-time workers and apprentices; (2) vacancies occurred, reported to Regional and Central centres, filled, and source; (3) manpower shortages by occupation, unfilled vacancies and required skills; (4) estimated manpower requirement for the next financial year by occupation and category. It closes with the signatory's details.
Rule 56(5) separately requires public sector establishments (and private ones from notification) to keep records as on 31 March: total employees, persons recruited, occupational details, vacancies for which suitable candidates were not found, and approximate vacancies expected next year.
Form-XXVI(A): job seeker information
Titled "Form for reporting of Job seeker Information", it is a 28-item particulars form for a job seeker (name, parents' names, date and place of birth, Aadhaar number, mobile, gender, rural or urban, marital status, category, religion, reservation category, disability type and percentage, employment status, languages, physical details, address, qualifications, training and skills, desired employment, vocational guidance, work experience, availability to join, ex-serviceman details, and reasons for leaving), with an optional self-employment section. A note says furnishing items 15 and 25 will not affect prospects of employment through employment exchanges. Under rule 56(1)(d), the Regional centre shares information with the Central centre in Forms XXV, XXVI and XXVI(A).
Example. A private company in a State that has notified reporting for its class of establishments plans to hire. Its HR team files Form-XXV for each type of post at least fifteen days before applications close, quotes the unique vacancy number in the advertisement, reports the selection within thirty days, and files Form-XXVI with the Regional centre within thirty days after 31 March.
Need help mapping reporting duties?
Whether your unit must report, to which centre, and from what date depends on the notification of the appropriate Government. Our labour law compliance team can map your units and build a hiring-and-reporting checklist.
Key takeaways
- Form-XXV: one form per type of post; 15 days before (Regional) or 40 days before (Central) the last date for applications.
- Selection results within thirty days; any change in particulars to be reported.
- Form-XXVI: yearly, within thirty days of 31 March, to the Regional career centre.
- Form-XXVI(A) collects job seeker information for the career centres.
- Private-sector reporting starts from the date in the appropriate Government's notification.
Read next
- Rules 55 and 56: career centres and reporting of vacancies
- Sections 139 and 140: reporting of vacancies and exclusions
- Forms XXII and XXIII: register and annual return
- Contract labour under the new labour codes
Disclaimer: Based on the Code on Social Security, 2020 (as enacted) and, where noted, the Code on Social Security (Central) Rules, 2026 (G.S.R. 344(E), 8 May 2026), as on 30 September 2026. The Code is in force from 21 November 2025; some provisions may be notified later, and State Governments make their own rules for establishments where the State is the appropriate Government. Verify the current position before acting.