A fuel station typically employs 10 to 25 people across shifts. Pump attendants, shift supervisors, cashiers, and mechanics all need appointment letters and monthly payslips. Most petrol pump owners manage this manually in Excel or paper, which works until an OMC inspection or labour enquiry asks for records.
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Offer Letters
Create offer and joining letters for Pump Attendants, Shift Supervisors, Cashiers, and Mechanics in minutes. Ready templates for all standard fuel retail roles. See all formats.
Attendance
Attendants check in from a shared device or their own mobile at the start of each shift. Outlet-wise daily logs for review and payroll. Open Atndnz.
Payroll
Generate payslips with PF, ESI, and PT. Add night shift allowances, overtime inputs, and attendance-linked components per employee.
Multi-Outlet
Multi-site dealers with 2 to 5 outlets keep all staff records, attendance, and payslips under one login. Switch between outlet views instantly.
Exit Letters
Pump attendant turnover is high in most urban areas. Experience and relieving letters generated quickly keep exits clean and prevent backlog. See supported documents.
Pricing
Rs.99 per document or Rs.50 per active employee per month. Single-outlet pumps with 10 to 15 staff find the monthly plan cost-effective. See pricing.
Fuel retail sits under the state Shops and Establishments Act, same as any other commercial enterprise operating within municipal limits. Written appointment letters for every worker. Wage register. Leave register. Weekly off and working hours within the state ceilings. The Act is boring and most dealers have never read it. Inspectors don’t usually either, but they know what they want to see when they walk in.
PF and ESI obligations sit on top. Twenty or more employees on your rolls triggers PF registration. Ten or more triggers ESI if your outlet falls in a scheduled area, which in practice covers almost every urban location in India. Counting matters here. Attendants on full time rolls, cleaners on part time arrangements, security on shift, and in many cases the accountant who comes twice a week, all of them count toward these thresholds depending on how they are engaged. Casual labour paid off the books does not escape the count if a dispute ever goes before a labour officer.
OMC inspections are the third pressure. HPCL, BPCL and IOCL do not publish a uniform labour audit checklist, and the depth of any given visit varies by territory manager. What stays consistent is that a dealer who cannot produce appointment letters and recent payslips for the staff on duty that day loses ground fast. The conversation shifts from operational items to dealership compliance, which is not where any dealer wants to be.
Dealers running multiple outlets have the additional headache of consolidation. Three outlets run by three different managers usually means three different Excel files, three WhatsApp groups for attendance, and three payout calculations. The moment you need a single view, whether for a term loan, an OMC review, a family handover, or a sale to another dealer, that patchwork becomes the problem. Starting all outlets on one HR system from the first month is easier than untangling three years of separate ledgers later.
A territory manager rarely gives more than a day of notice. The visit is usually framed as a routine check of operations. Fuel quality samples, pump calibration, tank dips, forecourt safety. Labour records come up almost as an afterthought, midway through, when the conversation has already moved past the operational items. The ask sounds casual. Show me appointment letters for the staff on shift today. Do you have payslips for last month? Can I see the attendance register for the past week?
What the dealer hands over in that moment decides the tone of the rest of the visit. Neat printouts with the dealer letterhead, signed copies acknowledged by staff, payslips that reconcile to the attendance, and the conversation stays routine. A laptop, a folder search, a visible scramble, and the tone changes. The territory manager may not formally report anything, but the next visit will be more thorough.
The follow on risk is not the immediate visit. It is the dealership review at the next renewal, or the complaint letter that occasionally reaches the OMC regional office from a dismissed employee. Both of those tend to surface a year or two later, when memory of which staff worked which shifts has faded and the records are harder to reconstruct. Dealers who have been through one of these audits usually tighten up their documentation for six months and then drift back. The ones who do not drift back are the ones who moved the whole thing to a system that generates records as a byproduct of the day work rather than as a separate task.
The Shops and Establishments Act in each state covers registration, hours, leave, and wage payment norms for commercial enterprises, petrol pumps included. Each state has its own Act and its own thresholds. Tamil Nadu, Karnataka, and Maharashtra all require appointment letters in writing, though the exact wording differs. Check your state labour department portal for the current text.
The Employees’ Provident Funds and Miscellaneous Provisions Act, 1952 governs PF registration and contributions. Establishments with twenty or more employees are required to register. Contribution is 12% of basic wages from both employee and employer, with the employer share split between PF at 3.67% and pension at 8.33%. The wage ceiling for mandatory coverage under Para 26A sits at ₹15,000 a month, so a pump attendant earning above that line is not automatically in the scheme. Registration and returns are handled through epfindia.gov.in.
The Employees’ State Insurance Act, 1948 applies to establishments with ten or more workers earning up to ₹21,000 a month in gross wages, or ₹25,000 where the employee has a disability. Employee contributes 0.75% of gross, employer 3.25%. The scheme is managed by esic.gov.in.
The Code on Wages 2019, effective from 21 November 2025, standardises wage definitions across central laws and requires a written appointment letter for every employee under Section 17(2). A worker without one is in a weak position in any dispute. The Ministry publishes notifications at labour.gov.in.
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Yes. Offrd works for any fuel retail dealer in India regardless of the oil marketing company.
Add night shift allowance as a separate pay component in the payroll section. It appears as a labeled line item on the payslip.
Yes. Add each outlet as a separate location. Staff records and attendance are organized by outlet under one login.
Generate an experience letter directly from the employee record. The dates and designation pull through automatically.
No. Offrd works for fuel stations of any size, including those with fewer than 10 employees.