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Cybersecurity Policy Acknowledgement

A cybersecurity policy acknowledgement is a signed confirmation that an employee has read the company's information security policy and agrees to its key rules on passwords, phishing, devices, data handling and incident reporting. HR or IT collects it at joining and after each annual awareness training.

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[Company Logo][Company Name]

CYBERSECURITY POLICY ACKNOWLEDGEMENT

Policy:: [Policy Name], Version [Policy Version]
Policy available at:: [Intranet Link / HR Portal]
Date:: [Date]

Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Category: Employee / Intern / Contractor / Consultant
Security awareness training attended on	[DD/MM/YYYY]

Key Rules I Agree to Follow

Passwords: I will use strong, unique passwords for company accounts, keep MFA enabled and never share passwords or OTPs with anyone, including IT staff.
Phishing: I will not click links or open attachments in unexpected emails or messages, and will report suspicious messages to [Email ID].
Devices: I will lock my screen when away, keep company devices updated, and not disable antivirus or encryption.
Removable media: I will not use USB drives or external storage unless approved by IT.
Software: I will install only approved software and will not use unapproved cloud tools or AI tools to process company or client data.
Data: I will handle data according to its classification, share confidential data only with authorised persons, and not send company data to personal email or chat accounts.
Remote work: I will use the company VPN and avoid unsecured public Wi-Fi for company work.
Physical security: I will wear my ID card, prevent tailgating and keep confidential papers locked.
Incidents: I will report any lost device, suspected breach or virus to IT immediately at [Mobile Number].

Monitoring and Consequences

I understand that company systems, email, internet usage and devices may be monitored for security purposes as described in the policy. Violation of the policy may lead to withdrawal of access and disciplinary action in accordance with company rules, after due process.

Declaration

I confirm that I have read and understood the [Policy Name] and the key rules above, have had the opportunity to ask questions, and agree to comply with them during my association with [Company Name].

Employee
[Employee Name]
Date: [Date]

Recorded by
[HR Name] / [IT Security Name]
Date: [Date]

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What this template includes

Policy name, version and where to read it
Plain-language summary of the most important rules
Phishing and suspicious email reporting
Rules for devices, removable media and personal devices
Data classification and sharing rules
Consent to monitoring and consequences of breach

When to use it

During induction for every new employee, intern and contractor
After annual security awareness training
When the information security policy is revised
For client audits that require proof of employee awareness

How to customise this template

1Insert your policy title, version and intranet link
2Keep the rule summary to the top 8–10 behaviours you care about
3Add your phishing report address and helpdesk number
4Include client-specific requirements for IT or BPO projects
5Record the training date if signed after training

HR tips

Collect the acknowledgement after a short training, not as a box-ticking form at induction
Re-collect it every year so the record stays current
Keep the language simple and avoid copying the full policy
Store acknowledgements where auditors can retrieve them by employee ID

Monitoring and disciplinary terms should match your published policies, standing orders and applicable data protection law; review with a legal adviser.

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Frequently asked questions

Why do employees sign a cybersecurity policy acknowledgement?+

It shows that the employee was informed of the security rules and agreed to follow them, which supports awareness programmes, client audits and fair handling of breaches.

How often should the acknowledgement be renewed?+

Many companies renew it annually with security awareness training, and whenever the policy changes significantly.

Do contractors need to sign it?+

Yes, anyone with access to company systems or data should sign, including contractors, interns and consultants.

All 50 it assets, admin & company property →

[Company Logo][Company Name]

ASSET ACKNOWLEDGEMENT FORM

Ref. No.:: [Reference Number]
Date:: [Date]
Asset Policy Version:: [Policy Version]

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Work Location / Mode	[Work Location] – Office / Hybrid / Remote

Summary of Assets Held

Asset ID	Asset Type	Make / Model	Serial Number	Date Received
[Asset ID]	[Asset Type]	[Make / Model]	[Serial Number]	[DD/MM/YYYY]
[Asset ID]	[Asset Type]	[Make / Model]	[Serial Number]	[DD/MM/YYYY]
[Asset ID]	[Asset Type]	[Make / Model]	[Serial Number]	[DD/MM/YYYY]

Detailed list, accessories and condition: as per Asset Handover Form No. [Handover Form Number].

I Acknowledge and Agree That

Form · Word

Asset Acknowledgement Form

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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 Logo][Company Name]
CONFIDENTIAL INFORMATION ACKNOWLEDGEMENT
Ref. No.:
[Reference Number]
Date:
[Date]
Occasion:
Joining / Role Change / Project Assignment / Exit
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Project / Client (if applicable) [Project Name]
1. What Is Confidential Information
I understand that confidential information includes any non-public information I receive or create in the course of my work at [Company Name], in any form, including but not limited to:
- Customer, vendor and employee data, including contact and financial details
- Pricing, margins, budgets, financial results and business plans
- Product designs, formulations, source code, processes and know-how
- Client project information shared with the company in confidence
- Salary, appraisal and HR records
- Passwords, system configurations and security information
2. How I Will Handle It
Form · Word
Confidential Information Acknowledgement
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[Company Logo][Company Name]

LAPTOP ISSUE FORM

Form No.:: [Reference Number]
Date of Issue:: [Date]
Company:: [Company Name]
Location:: [Work Location]

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Mobile Number	[Mobile Number]
Official Email ID	[Email ID]
Work Mode: Office / Hybrid / Remote

2. Laptop Details

Asset ID	Make / Model	Serial Number	Configuration	Condition at Issue
[Asset ID]	[Make / Model]	[Serial Number]	[Processor / RAM / Storage / OS]	New / Good / Fair – [Remarks]

3. Accessories Issued

Form · Word

Laptop Issue Form

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[Company Logo][Company Name]
LAPTOP RETURN FORM
Form No.:
[Reference Number]
Date of Return:
[Date]
Original Issue Form No.:
[Issue Form Number]
Reason for Return:
Resignation / Replacement / Long Leave / Project End / Other
1. Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Last Working Day (if exiting) [Last Working Day]
2. Laptop Returned
Asset ID Make / Model Serial Number Condition at Issue Condition at Return
[Asset ID] [Make / Model] [Serial Number] [Condition] Good / Minor wear / Damaged
3. Physical Inspection
Form · Word
Laptop Return Form
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Asset ID	Make / Model	Serial Number	Condition at Issue	Condition at Return
[Asset ID]	[Make / Model]	[Serial Number]	[Condition]	Good / Minor wear / Damaged

[Company Logo][Company Name]

DESKTOP / WORKSTATION ISSUE FORM

Form No.:: [Reference Number]
Date of Issue:: [Date]
Office / Floor:: [Work Location] / [Floor]
Seat / Bay No.:: [Seat Number]

A. User Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department / Process	[Department]
Shift: General / Morning / Evening / Night
Team Leader / Reporting Manager	[Reporting Manager]

B. Hardware Components Issued

Component	Asset ID	Make / Model	Serial Number	Condition
CPU / Mini PC	[Asset ID]	[Make / Model]	[Serial Number]	[Condition]
Monitor	[Asset ID]	[Make / Model / Size]	[Serial Number]	[Condition]
Keyboard and Mouse	[Asset ID]	[Make / Model]	[Serial Number]	[Condition]
UPS	[Asset ID]	[Make / VA Rating]	[Serial Number]	[Condition]
Headset / Webcam	[Asset ID]	[Make / Model]	[Serial Number]	[Condition]

C. System and Network Configuration

Form · Word

Desktop Issue Form

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[Company Logo][Company Name]

DESKTOP / WORKSTATION RETURN FORM

Form No.:: [Reference Number]
Date:: [Date]
Seat / Bay No.:: [Seat Number]
Issue Form Ref.:: [Issue Form Number]

Part 1: Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Department	[Department]
Reporting Manager	[Reporting Manager]
Reason: Exit / Transfer / Seat Change / Switch to Laptop / Hardware Retirement
Last Working Day or Move Date	[Date]

Part 2: Component Verification

Component	Asset ID	Serial Number (as issued)	Serial Number Matches?	Condition / Remarks
CPU / Mini PC	[Asset ID]	[Serial Number]	Yes / No	[Remarks]
Monitor	[Asset ID]	[Serial Number]	Yes / No	[Remarks]
Keyboard and Mouse	[Asset ID]	[Serial Number]	Yes / No	[Remarks]
UPS	[Asset ID]	[Serial Number]	Yes / No	[Remarks]
Headset / Webcam / Other	[Asset ID]	[Serial Number]	Yes / No	[Remarks]

Part 3: Data and Access

Form · Word

Desktop Return Form

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[Company Logo][Company Name]

COMPANY MOBILE PHONE ISSUE FORM

Ref. No.:: [Reference Number]
Date:: [Date]
Company:: [Company Name]
Issued from:: [Work Location]

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department / Territory	[Department]
Reporting Manager	[Reporting Manager]
Personal Contact Number	[Mobile Number]
Purpose of handset: Field sales / Service / On-call / Management / Other

2. Handset Details

Asset ID	Make / Model	Colour / Storage	IMEI 1	IMEI 2	Condition
[Asset ID]	[Make / Model]	[Colour / GB]	[IMEI 1]	[IMEI 2]	New / Refurbished – [Remarks]

3. Accessories

Form · Word

Mobile Phone Issue Form

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Cybersecurity Policy Acknowledgement

Preview of the form

Key Rules I Agree to Follow

Monitoring and Consequences

Declaration

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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