Free template
IT asset policy template for employees
A short policy people will actually read: what they get, how to look after it, what to do when it breaks or goes missing, and what happens when they leave. Download the Word file, add your company’s details and adjust the sections to how you work.
Updated 30 October 2026
Why a written policy matters
Most disputes over company equipment come down to “nobody told me”. Who pays for a cracked screen? Can a laptop go home for the weekend, or to a family wedding in Dubai? Must a charger come back? A written policy, accepted by each employee, settles these before they come up.
It also gives every hand-over form something to point to. When the employee signs for a laptop, they accept a specific version of the policy, and that version is what you rely on later.
What the policy should cover
Keep it to two pages. Eight sections cover what Indian IT and HR teams are usually asked about.
- What the policy covers: devices, accessories, access cards and furniture issued for home
- Receiving equipment, and the time to report anything missing
- Use and care, including lending and personal use
- Security: screen lock, encryption, device management and updates
- Loss, theft and damage, with the time to report and the police complaint for theft
- Working from home and travel, including taking devices abroad
- Returning equipment at exit, on transfer or when asked
- What happens if the policy is broken
The format
Copy it as it is, or download the Word file and add your logo.
IT asset and equipment policy
- Company name
- Policy version
- Effective from
- Approved by
1. What this policy covers
Every device and item the company gives an employee, contractor or intern for work: laptops, desktops, monitors, phones, tablets, data cards, access cards, accessories, and furniture issued for use at home. It applies from the day an item is handed over until it is returned.
2. Receiving equipment
- You will sign an acknowledgement listing each item, its serial number and its condition.
- Check the items and tell IT about anything missing or damaged within 2 working days.
- Chargers, bags and other accessories are part of the item and are returned with it.
3. Use and care
- Use company equipment for company work. Limited personal use is allowed only as IT describes.
- Keep it with you. Do not lend it to anyone, including family members and colleagues.
- Do not leave it unattended in a vehicle or a public place.
- Do not remove or cover asset tags and labels.
- Do not install unlicensed software, and do not open, repair or modify the equipment yourself.
4. Security
- Keep the screen lock, disk encryption and security software switched on. Do not remove device management (MDM).
- Install updates when asked.
- Keep company data only in the places IT approves.
- Report a suspected virus, phishing or unauthorised access to IT straight away.
5. Loss, theft and damage
- Report loss, theft or damage to IT within 24 hours.
- If an item is stolen, file a police complaint and share a copy with IT.
- The company will decide how damage or loss beyond normal wear is settled, under its HR policy and the law.
6. Working from home and travel
- Equipment issued for home use remains company property. Keep your current address updated with HR.
- Show or confirm the items you hold whenever the company asks, including through a self-audit.
- Take equipment out of India only with IT’s written approval.
7. Returning equipment
- Return every item, with its accessories, on your last working day, when you change role or office if asked, or whenever the company asks.
- Devices are wiped before they are given to anyone else. Do not keep personal files on them.
- The condition of each item is recorded on return. A No-Dues certificate is issued once everything is returned or settled.
8. Breach of this policy
Breaking this policy may lead to action under the company’s HR and disciplinary policies.
Acknowledgement
I have read this policy (version ____) and agree to follow it for all company equipment I hold now and in future.
Employee: name, signature and date
HR: name, signature and date
Adapting it to your company
Change the parts that differ for you, such as how much personal use is fine and who approves taking a laptop abroad. Keep the language plain: “report a lost phone to IT within 24 hours” works better than a paragraph of legal wording.
If you intend to recover the cost of damage or loss from salary, check the wording with your payroll or legal adviser first; deductions from wages are regulated.
Versions and acceptance
Give every edition a version number and a date. When you change the policy, people sign for the new version at their next hand-over, and older hand-overs stay tied to the version accepted then. Keep every version; you may need the one that applied to a hand-over from two years ago.
Every hand-over signed against the policy
In AssetVow the employee reads your current policy on their phone and accepts it as part of signing for the items. The signed PDF records which policy version they accepted, with the time, IP address and device.
See how it worksFAQ
Common questions
Is an IT asset policy required by law in India?+
No law requires this exact document. Companies use it so employees know the rules for company equipment and accept them in writing.
Should the policy say employees pay for damage?+
Say that damage beyond normal wear will be settled under your HR policy. Before deducting anything from salary, check with your payroll or legal adviser, because deductions from wages are regulated.
Does the policy apply to contractors and interns?+
It should. Anyone who holds company equipment should accept the policy, whether or not they are on the payroll.
How often should we update it?+
When something changes, such as a new device type or a work-from-home rule. Give each edition a version number so you know which one each person accepted.
Get the policy accepted with every hand-over
Add your policy to AssetVow and send your next hand-over for signature. Free for 30 days.