Employment and HRForm
Company equipment agreement template
Record the laptop, phone and other equipment issued to an employee, the rules for using and securing it, what happens if it is lost or damaged, and the employee's promise to return it when they leave.
Opens in the Salsox editor with 7 signing fields already placed for Company and Employee. Add their emails and send. The free plan sends 3 documents a month.
Who signs
- Company (you)
- Employee
Preview
Company Equipment Agreement
Company: Orbital Analytics Ltd Employee: Grace Mensah, Data Analyst Date issued: 3 November 2026
1. Equipment issued
a 14-inch laptop, asset tag OA-L-1182, serial C02XK1ABC; a smartphone, asset tag OA-P-0457; a laptop charger and a USB-C hub (the "Equipment"). The Equipment belongs to the Company.
2. Use
The Equipment is provided for work. reasonable, occasional personal use is allowed, as long as it does not breach company policy or the law. The Employee will not lend the Equipment to anyone else, install unlicensed software on it, or use it for anything illegal.
3. Security
The Employee will keep the device locked with a password or biometrics, install updates when prompted, never disable the encryption or security software, and use the company VPN on public networks.
4. Loss, theft and damage
The Employee will report any loss, theft or damage to it-help@orbitalanalytics.example within 24 hours, and report theft to the police. The Company bears the cost of normal wear and accidental damage. The Employee may be asked to contribute to the cost of repair or replacement only where loss or damage was deliberate or caused by serious carelessness.
5. Monitoring
The Company may monitor and manage the Equipment remotely for security and compliance, including locking or erasing it if it is lost. The Employee should not expect privacy in personal data stored on it, and should not store personal data there they want to keep private.
6. Return
The Employee will return all Equipment in working order, apart from normal wear, by your last working day, or sooner if asked. If Equipment is not returned within 14 days of that date, the Employee agrees that its depreciated value may be deducted from final pay, as far as the law allows.
7. Changes
Equipment added or replaced later will be recorded in an update to this list, signed by both parties.
Employee initials: Initials · Employee
Signatures
For the Company: Signature · Company Date: Date · Company Name: Name · Company
Employee: Signature · Employee Date: Date · Employee Name: Name · Employee
These templates are general starting points, not legal advice. Laws differ between countries and states: check that a template suits your situation, or ask a lawyer, before you rely on it.
About the Company equipment agreement template
When a company hands an employee a laptop, phone or other equipment, both sides benefit from a short record of what was issued and the rules that come with it. It makes returning equipment at the end of employment straightforward, and it sets expectations for security, which matters because a lost laptop is often a data breach, not just a lost laptop.
This template lists each item with its asset tag and serial number, says what personal use is allowed, and sets basic security rules: screen lock, updates, encryption, and reporting loss quickly. It treats accidental damage fairly, as the company's cost unless caused deliberately or through serious carelessness, and it explains how equipment is returned.
It also tells the employee that company devices may be monitored for security and that they should not expect privacy on them. The law on workplace monitoring and on deductions from pay varies, so check yours, and keep the monitoring proportionate and described in your policies.
- Signers
- 2
- Signing fields placed
- 7
- Details to fill in
- 10
How to use this template
Open it in Salsox
Choose Use this template. Sign up free if you have no account; the template opens straight after.
Fill in the details
Type your details into each blank, or start from the sample to see how it reads. Save it as your own template to reuse it.
Add signers and send
The editor already has every signature, date and initials field in place. Add each signer's email and send; they sign on their phone, and everyone gets the sealed copy with its audit trail.
Used in
Questions
Can the employer deduct the cost of unreturned equipment from final pay?
Only where the law allows and with the employee's prior written agreement, which section 6 asks for. Deductions must not take pay below any legal minimum.
Is the employee responsible for accidental damage?
Not under this template. Normal wear and accidents are the company's cost; only deliberate damage or serious carelessness may be charged.
Can the company monitor the device?
Usually, for security and compliance, if employees are told. Section 5 tells them; your monitoring should be proportionate and set out in your policies.
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Send it for signature in minutes
Start from this template in Salsox: fill in the blanks, add your signers and send by email, WhatsApp or SMS. Signers sign one field at a time on their phone, and you can collect a payment in the same step.