Free agreement template · Word

Company Vehicle Acknowledgement

This acknowledgement is signed when a company car, two-wheeler or delivery vehicle is assigned to an employee. It records the vehicle, documents and odometer reading, confirms the employee holds a valid driving licence, and sets rules on permitted use, fuel, maintenance, accidents, traffic challans and return.

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[Company Logo][Company Name]

COMPANY VEHICLE ACKNOWLEDGEMENT

Ref. No.:: [Reference Number]
Date:: [Date]

I, [Employee Name], [Designation], Employee ID [Employee ID], acknowledge receipt of the following vehicle from [Company Name]:

Item	Details
Vehicle Type / Model	[Car / Two-Wheeler – Model]
Registration Number	[Registration Number]
Odometer at Handover	[Reading] km
Insurance Valid Until	[DD/MM/YYYY]
Documents Handed Over	RC copy, insurance, PUC
Accessories	[Spare Wheel / Toolkit / Helmet]

Driving Licence Number
Licence Class
Licence Valid Until

Terms of Use

I hold a valid driving licence for this class of vehicle and will inform HR if it is suspended or expires.
The vehicle is for official use [and limited personal use as per policy]. I will not allow anyone else to drive it without written approval.
I will follow traffic laws, wear seat belts or helmets, and never drive under the influence of alcohol or drugs.
Fuel will be provided through [Fuel Card / Reimbursement] for official use.
I will get the vehicle serviced on schedule at authorised centres and report faults promptly.
In case of an accident, I will inform [Admin Contact] immediately and support the police and insurance process.
Traffic fines and challans arising from my own violations will be my responsibility.
I will return the vehicle with all documents and accessories when asked or on my last working day.

Employee
[Employee Name]
Date: [Date]

For [Company Name]
[Admin Head]
Date: [Date]

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What this template includes

Vehicle details and odometer reading
Driving licence verification
Permitted and prohibited use
Fuel and maintenance responsibilities
Accident and insurance process
Traffic fines and return

When to use it

When a company car is given to a manager
For sales or delivery staff using company two-wheelers
When a pool vehicle is assigned for a long period
When vehicle rules change

How to customise this template

1Fill vehicle and insurance details
2State whether personal use is allowed
3Set fuel card or reimbursement rules
4Add GPS tracking notice if fitted

HR tips

Verify the licence before handover and keep a copy
Record vehicle condition with photos
Make the challan responsibility clear in writing
Check insurance and PUC validity regularly

This template is a starting point. Review it against applicable labour laws, state rules, your standing orders and company policies, and with a legal adviser where needed.

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Frequently asked questions

Who pays traffic fines on a company vehicle?+

Policies usually make the driver responsible for challans caused by their own violations; state this clearly in the acknowledgement.

What documents should be in a company vehicle?+

Registration certificate, valid insurance, pollution certificate and any permits, as required under motor vehicle rules.

Can the employee use the company car on weekends?+

Only if the company vehicle policy allows personal use; this form records the agreed position.

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[Company Logo][Company Name]

COMPANY ASSET ACKNOWLEDGEMENT

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Department:: [Department]
Work Location:: [Work Location]
Date:: [Date]

Assets Issued

S. No.	Asset	Asset ID / Serial	Condition	Issued On	Returned On	Received By
1	[Mobile Phone]	[Serial Number]	[New / Good]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Name]
2	[SIM Card]	[Number]	[Condition]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Name]
3	[Tablet / Tools]	[Serial Number]	[Condition]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Name]
4	[Monitor / Chair]	[Asset ID]	[Condition]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Name]

Declaration

I acknowledge receipt of the company assets listed above in the condition stated. I agree that:

The assets belong to [Company Name] and are issued for official use.
I will take reasonable care of them and use them as per company policy.
I will not lend, sell or transfer them to anyone.
I will report any loss, theft or damage immediately to [Admin / IT Contact].
I will return all assets in working condition when asked or on my last working day.

Form · Word

Company Asset Acknowledgement

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[Company Logo][Company Name]
WELCOME TO [COMPANY NAME] – COMPANY INTRODUCTION
1. Company at a Glance
Item Details
Legal name [Company Name]
Founded [Year]
Headquarters [Company Address]
Offices / Plants [Locations]
Employees [Number]
Industry [Industry]
2. Our Story
[Company Name] was started in [Year] by [Founder Names] with the aim of [Founding Purpose]. Over the years we have grown from [Starting Point] to [Current Position]. Key milestones include [Milestone 1], [Milestone 2] and [Milestone 3].
3. What We Do
We provide [Products / Services] to [Customer Segments] across [Markets]. Our main business lines are:
Report · Word
Company Introduction Document
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[Company Logo][Company Name]
EMPLOYEE HANDBOOK ACKNOWLEDGEMENT
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Handbook Version:
[Version]
Date Received:
[Date]
Declaration
I, [Employee Name], acknowledge that I have received a copy of (or online access to) the [Company Name] Employee Handbook, version [Version], dated [Date].
1. I have read the handbook and understood its contents.
2. I had the opportunity to ask HR about anything that was unclear.
3. I agree to follow the policies and procedures described in it.
4. I understand that the handbook summarises company policies and that my appointment letter and applicable law prevail where they differ.
5. I understand that the company may revise the handbook, and I will follow revised versions once they are communicated to me.
I also understand that detailed policies referred to in the handbook are available at [Policy Portal / HR Office], and that I should consult them or HR when in doubt.
Employee
[Employee Name]
Signature: ____________
Date: [Date]
Received by HR
[HR Name]
Signature: ____________
Date: [Date]
Form · Word
Employee Handbook Acknowledgement
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Item	Details
Legal name	[Company Name]
Founded	[Year]
Headquarters	[Company Address]
Offices / Plants	[Locations]
Employees	[Number]
Industry	[Industry]

[Company Logo][Company Name]

CODE OF CONDUCT ACKNOWLEDGEMENT AND DECLARATION

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Department:: [Department]
Code Version:: [Version]
Date:: [Date]

I have received and read the [Company Name] Code of Conduct, version [Version]. I understand it applies to me in all my work for the company, inside and outside the workplace.

My Commitments

I will act honestly and with integrity in all dealings.
I will not offer, give or accept bribes or improper payments.
I will follow the gifts and hospitality rules and declare gifts as required.
I will avoid situations where my personal interests conflict with the company’s interests, and disclose any that arise.
I will treat colleagues, customers and vendors with respect and will not harass or discriminate against anyone.
I will protect company assets and confidential information.
I will report any breach I become aware of through the channels provided, and I understand the company does not permit retaliation for good-faith reports.

Conflict of Interest Disclosure

Do you or a close relative hold an interest in any vendor, customer or competitor? (Yes / No – details)
Do you hold any outside employment, directorship or business? (Yes / No – details)
Is any close relative employed with the company? (Yes / No – name and department)

Form · Word

Code of Conduct Acknowledgement

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[Company Logo][Company Name]

HR POLICY ACKNOWLEDGEMENT

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Department:: [Department]
Date of Joining:: [Date of Joining]

I confirm that I have received, read and understood the following policies of [Company Name]:

S. No.	Policy	Version / Date	Acknowledged (Tick)
1	Leave and Holiday Policy	[Version / Date]	[ ]
2	Attendance and Working Hours Policy	[Version / Date]	[ ]
3	Code of Conduct	[Version / Date]	[ ]
4	Prevention of Sexual Harassment (POSH) Policy	[Version / Date]	[ ]
5	IT Acceptable Use Policy	[Version / Date]	[ ]
6	Data Privacy Policy	[Version / Date]	[ ]
7	Travel and Expense Policy	[Version / Date]	[ ]
8	Separation and Exit Policy	[Version / Date]	[ ]

Declaration

I agree to comply with these policies as amended from time to time. I understand that revised versions will be communicated to me by email or on [Policy Portal], and that I may contact HR for clarification. I understand that non-compliance may lead to action under the company’s disciplinary procedure.

Employee
[Employee Name]
Date: [Date]

HR
[HR Name]
Date: [Date]

Form · Word

HR Policy Acknowledgement

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[Company Logo][Company Name]
CONFIDENTIALITY ACKNOWLEDGEMENT
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Date:
[Date]
During my employment with [Company Name], I will have access to information that is not public. I acknowledge that this includes, for example:
- Business plans, pricing, costs and financial information
- Customer, vendor and partner lists and their data
- Product designs, processes, software and know-how
- Employee salary and personal information
- Any information marked or reasonably understood as confidential
I Confirm That
1. I will use confidential information only to do my job.
2. I will not disclose it to anyone outside the company, or to colleagues who do not need it.
3. I will not copy, email to personal accounts, photograph or remove confidential material without authorisation.
4. I will report any accidental disclosure to my manager immediately.
5. On leaving the company, I will return all documents and data, and I will continue to keep the information confidential.
I understand that breach of confidentiality may result in disciplinary action and that the company may take other remedies available under law.
Form · Word
Confidentiality Acknowledgement
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[Company Logo][Company Name]

NON-DISCLOSURE AGREEMENT (NDA) ACKNOWLEDGEMENT

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Department:: [Department]
NDA Reference:: [Reference Number]
NDA Signed On:: [Date]

Part A: Company NDA

I, [Employee Name], confirm that on [Date] I signed the Non-Disclosure Agreement with [Company Name], reference [Reference Number]. I confirm that:

I was given time to read the NDA and to seek clarification or independent advice.
I understand the definition of confidential information and my obligations under it.
I have received a signed copy for my records.
I understand the obligations continue after my employment ends for the period stated in the NDA.

Part B: Client / Project NDAs

Client / Project	NDA Reference	Date Briefed	Employee Initials
[Client Name]	[Reference Number]	[DD/MM/YYYY]	[Initials]
[Client Name]	[Reference Number]	[DD/MM/YYYY]	[Initials]
[Client Name]	[Reference Number]	[DD/MM/YYYY]	[Initials]

Form · Word

NDA Acknowledgement

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[Company Logo][Company Name]
IT SECURITY ACKNOWLEDGEMENT
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Briefing Date:
[Date]
Briefed By:
[IT Executive Name]
I have attended the IT security briefing and agree to follow these rules on all company devices, accounts and networks:
Access and Passwords
- I will keep my password private and will not share my account with anyone.
- I will use multi-factor authentication wherever enabled.
- I will lock my screen whenever I leave my device.
Devices and Software
- I will not install software that is not approved by IT.
- I will not use unapproved USB drives or external storage.
- I will not disable antivirus, encryption or update settings.
- I will connect to company systems remotely only through approved VPN or tools.
Form · Word
IT Security Acknowledgement
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Company Vehicle Acknowledgement

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Terms of Use

What this template includes

When to use it

How to customise this template

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