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Employee Laptop Agreement Form Template

Secure laptop usage with a clear and responsible agreement

Are you managing the distribution of company laptops and need to ensure accountability? This Employee Laptop Agreement Form Template helps you establish clear terms of usage between your organization and employees, protecting both parties in case of issues. With this template, you can document laptop receipt, specify responsibilities, enhance compliance with company policies, and ensure that equipment is maintained properly. Plus, it's easy to customize to fit your organization's specific requirements. Explore the template to streamline your laptop agreements effortlessly.

Use this Template (FREE) Live Preview
Employee full name
Employee ID
Department or team
Job title
Work email
Laptop make and model
Serial number or asset tag
Accessories issued (select all that apply)
Please Specify:
If other accessories were issued, list them
Issue date
Condition at time of issue
New
Like new
Good
Fair
Poor
Not inspected
Will this device store or access sensitive company data?
Yes
No
Not sure
I will comply with company acceptable use and IT policies.
Yes
No
I will set a strong password and enable device encryption if available.
Yes
No
I will not install unlicensed or unauthorized software.
Yes
No
I will promptly report loss, theft, or suspected compromise.
Yes
No
I will return the laptop and all issued accessories upon request or when my role changes or employment ends.
Yes
No
I understand I may be responsible for costs resulting from negligence or misuse, as allowed by law and policy.
Yes
No
I acknowledge receipt of the listed device and accessories.
Yes
No
Employee typed signature (enter full name)
Employee signature date
Company representative typed signature (enter full name)
Company representative signature date
I have read and agree to the Employee Laptop Agreement terms above.
Yes
No
{"name":"Employee full name", "url":"https://www.quiz-maker.com/QPREVIEW","txt":"Employee full name, Employee ID, Department or team","img":"https://www.quiz-maker.com/3012/images/ogquiz.png"}
paper art illustration depicting employee laptop agreement form for FormCreatorAI article

When to use this form

Use this form any time you assign a company laptop to an employee, contractor, or intern. It fits new hires, short project loans, remote work setups, and replacements after a repair. You will document who has the device, its make, model, serial, accessories, and the care, security, and acceptable use terms. Pair it with the Technology equipment checkout form for short-term sign-outs, or use the Equipment loan form for longer assignments. The result is a clear record that protects your company and sets expectations, so you can recover devices on time, bill for loss or damage when needed, and reduce IT back-and-forth.

Must Ask Employee Laptop Agreement Questions

  1. Who is receiving the laptop, and what is their role and department?

    Identifying the person and team creates clear accountability and speeds approvals. It also tells IT and managers who to contact for follow-up or cost center charges.

  2. Which laptop and accessories are being issued (make, model, serial or asset tag, charger, and peripherals)?

    Specific device and accessory details prevent mix-ups and disputes later. If you track accessories separately, pair with the Personal property inventory form to keep a complete audit trail.

  3. What is the issue date, expected return date, and purpose of use?

    Dates and purpose set clear timelines and help IT plan refreshes and audits. A due date also supports reminders and escalation if a device is overdue.

  4. Do you accept the care, security, and acceptable use terms, including passwords, encryption, updates, and loss/damage responsibility?

    This confirms the user understands obligations and financial responsibility, reducing risk and surprises. It documents consent to security practices and quick reporting if a device is lost or stolen.

  5. Where will the laptop be stored and who is responsible for returning it when the assignment ends?

    Location details support asset tracking for remote teams and after-hours security. Define the hand-back steps and reference your Equipment return form so employees know exactly how to return the device.

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