When starting a new job, the documents required for social insurance should be gathered and handed over to the employer. When you begin work at a workplace, the employer will request certain documents so your insurance registration can be processed. The documents required for insurance must be collected in an up-to-date manner and submitted to the relevant workplace. Because these papers often need to be provided quickly, it is important to know where and how to obtain them.
The list of documents typically required for insurance includes the following:
- Medical report
- Residence certificate
- Criminal record certificate
- Graduation certificate or copy of diploma
- Family declaration form
- Two passport-size photos
- The form provided by the employer that must be completed
How and Where to Obtain the Medical Report for Insurance?
The medical report, one of the main documents requested for employment registration, is mandatory depending on the hazard level of the job. For workplaces classified as hazardous or very hazardous under the law, it is required to obtain a medical report to determine whether the worker is fit for the job. The medical report required under Law No. 6331 is important both for the workplace and the employee.
The medical report for employment must be obtained:
- When starting a job,
- When changing jobs,
- In cases of workplace accidents, occupational diseases, or when an employee must be absent for health reasons,
- During ongoing employment, at intervals determined by the ministry according to the nature of the worker’s job and the workplace’s hazard class.
Medical reports for insurance cannot be issued by private hospitals. The authorized physicians for the initial employment medical report are occupational physicians at authorized occupational health and safety units (OSGB). After the physician’s examination, they assess whether the worker is fit for the job and issue the medical report accordingly.
Fees for medical reports when issued by a single physician are as follows:
- The fee for a medical report from the Ministry of Health is 50 TL.
- The fee for a medical report from university hospitals is 75 TL.
- If a medical board report is required, the Ministry of Health fee is 200 TL; at university hospitals it is 300 TL.
- Medical reports issued by workplace physicians can be provided free of charge.
Where and How to Obtain a Residence Certificate for Insurance?
A residence certificate documents the official address of citizens registered in the Republic of Turkey. This certificate is often requested for applications to certain institutions, when starting a job, and during insurance registrations. There are two main ways to obtain a residence certificate.
These options are as follows:
- You can obtain a residence certificate by visiting population directorates (nüfus müdürlükleri). Bring your identity card to the office to request the certificate.
- You can also obtain the residence certificate easily through the e-Government (e-Devlet) system. The steps are generally as follows:
- Go to the “Address Certificate Inquiry” page.
- Click the “Verify My Identity Now” option to proceed to the identity verification screen.
- If you have an e-Government password, complete verification with your password and Turkish ID number. If you do not have an e-Government password, you can obtain one at PTT branches or use alternative identity verification methods.
- After identity verification, you will see a notice explaining that you can create at most one document per calendar day and other relevant warnings.
- Mark the box next to “I have read the above information” and click the “Continue” button at the bottom of the page.
- On the next page, select for whom the document will be issued — yourself or a spouse/child — then click “Continue.”
- You will see your identity details displayed. Under these, choose the reason the document is being issued from the available options.
- Select one of “Submission to Institution,” “Institution Request,” or “Personal Request,” then click the “Query” button at the bottom of the page.
- The residence certificate will be prepared. If you wish, click the “Print” option in the top right corner to print the document.
Where and How to Obtain a Criminal Record Certificate for Insurance?
The criminal record certificate, commonly known as a “criminal record” (sabika kaydı), is an official document that shows a person’s criminal record kept by the state. While this document used to be obtained from courthouses, it can now be accessed easily through the e-Government system. To obtain a criminal record via e-Government, follow these general steps:
- Go to the criminal record page on the e-Government portal.
- Click “Verify My Identity Now” on the opened page.
- Complete identity verification and log in to the system.
- Read the notice about the document and, once read, check the box next to “I have read the above information” and click “Continue.”
- On the next page your identity details will appear. Select the type of institution that will receive the document and state the reason for issuing the certificate, then click “Query.”
- After these steps your criminal record certificate will be generated. Click “Print” in the top right corner of the page to print the document if needed.
What Is the Family Declaration Form and How Is It Filled Out?
When starting a first job, employees must complete the family declaration form to apply for the tax relief called the minimum living allowance (known as AGI) and to benefit from family and child allowances. The family declaration form can be obtained online. It asks for information such as whether the person is married, if so whether the spouse works, and details about any children. Completing this form allows the employee to receive applicable tax relief.
Requirements for Passport-Size Photos for Insurance
One of the documents required for insurance is a passport-size photo. Because this photo is used for starting employment and insurance registration, it must be recent—taken within the last six months. A white background is preferred. All documents submitted for insurance must be current; outdated documents will require updating before they are accepted.