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Information Security Declaration

An information security declaration is a formal statement in which an employee confirms they understand the company’s information security management system, including data classification levels, handling rules for each level, and breach reporting duties. It is commonly used by ISO 27001-certified firms and companies serving overseas clients.

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[Company Logo][Company Name]

INFORMATION SECURITY DECLARATION

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Department:: [Department]
Declaration Type:: [Joining / Annual]
Date:: [Date]

I declare that I have read the following information security policies of [Company Name]: [Information Security Policy], [Access Control Policy], [Data Classification Policy] and [Incident Management Procedure].

Data Classification and Handling

Classification	Examples	Handling Rule
Public	Website content, brochures	May be shared freely
Internal	Internal circulars, org charts	Share only within the company
Confidential	Client data, contracts, salaries	Need-to-know access; encrypted when sent outside
Restricted	Source code, personal data, credentials	Named access only; never stored on personal devices

I Declare That

I will handle information according to its classification.
I will process personal data only for authorised purposes and in line with the data privacy policy.
I will follow client security requirements on the projects I work on.
I will not try to access information or systems I am not authorised to use.
I will report any actual or suspected security incident to [Security Contact] without delay.

I understand that violation of these responsibilities may result in disciplinary action and may also have legal consequences.

Employee
[Employee Name]
Date: [Date]

Information Security Officer
[Name]
Date: [Date]

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What this template includes

Reference to the ISMS policy set
Data classification table with handling rules
Declaration on handling client and personal data
Breach and incident reporting duty
Annual re-declaration
Signatures

When to use it

At joining in ISO 27001 or SOC 2 environments
For annual information security re-declaration
When employees join client projects with security clauses
After major ISMS policy changes

How to customise this template

1Match the classification labels to your ISMS
2List the policies employees must read
3Add client-specific security requirements
4Set the re-declaration frequency

HR tips

Make classification labels visible on documents
Keep a register of who has declared and when
Use the declaration as audit evidence

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Frequently asked questions

What is an information security declaration?+

A signed statement that an employee has read the information security policies and will handle information according to its classification.

Is this needed for ISO 27001?+

ISO 27001 expects staff awareness of security responsibilities; a signed declaration is a common way to evidence it.

How often should it be signed?+

At joining and then annually, or when the policies change significantly.

All 50 onboarding & induction →

[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]
ASSET DAMAGE DECLARATION
Ref. No.:
[Reference Number]
Date:
[Date]
Ticket No.:
[Ticket Number]
Part A: Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Part B: Asset Damaged
Asset ID Asset Type Make / Model Serial / IMEI No. Date Issued Issue Form Ref.
[Asset ID] [Laptop / Mobile / Tool] [Make / Model] [Serial Number] [DD/MM/YYYY] [Reference Number]
Part C: Employee's Account
Form · Word
Asset Damage Declaration
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[Company Logo][Company Name]
EMPLOYEE ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Date of Joining:
[Date of Joining]
Reporting Manager:
[Reporting Manager]
HR Coordinator:
[HR Name]
Phase 1: Pre-Joining (Offer Acceptance to Day Before Joining) – Owner: HR
- Signed offer letter received and filed
- Background and reference checks initiated
- Pre-joining document list emailed to the candidate
- Joining date, time, reporting address and dress code confirmed
- IT, admin and reporting manager informed of the joining date
- Workstation, laptop and email ID requested
- Welcome email sent with day-one agenda
Phase 2: Joining Day – Owner: HR and Admin
- Original documents verified and copies taken (education, experience, relieving letter)
- PAN, bank account details and cancelled cheque collected
- Aadhaar (last 4 digits / masked copy) collected for KYC
- UAN obtained or new UAN generated; EPF nomination (Form 2) completed
- ESI registration done where applicable
- Appointment letter issued and signed copy received
- ID card, access card and welcome kit handed over
- Employee added to HRMS, attendance and payroll
Phase 3: First Week – Owner: HR, IT and Reporting Manager
Checklist · Word
Employee Onboarding Checklist
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[Company Logo][Company Name]
HR ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Employment Type:
[Permanent / Contract / Intern]
HR Executive:
[HR Name]
A. Offer and Pre-Joining
- Offer letter issued and acceptance received within validity
- CTC breakup shared and agreed
- Background verification consent form signed
- Pre-joining document checklist sent
- Joining instructions sent (date, time, address, contact person)
B. Document Verification (Joining Day)
- Educational certificates – originals sighted, copies taken
- Experience and relieving letters from previous employers
- Last three salary slips or Form 16 (for tax computation)
- PAN card copy
- Aadhaar (last 4 digits / masked copy)
- Address proof (current and permanent)
- Passport-size photographs
- Bank account details with cancelled cheque
C. Statutory Registrations
Checklist · Word
HR Onboarding Checklist
Download .docx
[Company Logo][Company Name]
MANAGER ONBOARDING CHECKLIST
Manager Name:
[Employee Name]
Designation:
[Designation]
Department:
[Department]
Effective Date:
[Date of Joining]
Reports To:
[Reporting Manager]
Team Size:
[Number] direct reports
Before the Start Date – Owner: Skip-Level Manager and HR
- Announcement to the team drafted and scheduled
- Handover note prepared by outgoing manager or skip-level
- List of direct reports with roles, tenure and last ratings
- Open positions and in-process hiring shared
- Budget, cost centre and vendor list prepared
Week 1 – Access and Authority
- Approver rights set up in HRMS for leave, attendance and regularisation
- Expense and purchase approval limits configured
- Access to team dashboards, reports and shared drives
- Introduced to the team in a meeting led by the skip-level manager
- Introduced to HR business partner, finance and admin contacts
Weeks 1–3 – Know the Team
Checklist · Word
Manager Onboarding Checklist
Download .docx
[Company Logo][Company Name]
IT ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Date of Joining:
[Date of Joining]
Work Mode:
[Office / Hybrid / Remote]
Ticket No.:
[Reference Number]
1. Hardware Provisioning
- Laptop/desktop allocated – asset tag [Asset Tag], serial [Serial Number]
- Charger, mouse, headset and bag issued
- Operating system updated and patched
- Full-disk encryption enabled
- Endpoint protection installed and reporting
- Device enrolled in device management
2. Accounts
- Directory/domain account created
- Official email ID created: [Email ID]
- Collaboration tools (chat, video) enabled
- Added to department distribution lists and shared drives
- HRMS and attendance login activated
3. Role-Based Access (Approved by Reporting Manager)
Checklist · Word
IT Onboarding Checklist
Download .docx
[Company Logo][Company Name]
FINANCE AND PAYROLL ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Annual CTC:
₹[CTC]
Cost Centre:
[Cost Centre]
Stage 1: Data Received from HR
- Employee master and CTC breakup received
- Bank account number and IFSC verified (cancelled cheque / bank letter)
- PAN verified
- UAN linked to the employee record
- ESI number generated where applicable
Stage 2: Tax Setup
- Tax regime choice recorded
- Investment declaration received
- Previous employer income and TDS details collected (mid-year joiners)
- HRA rent details and landlord PAN where required
- Professional tax applicability set as per state of work location
Stage 3: Statutory Deductions
Checklist · Word
Finance Onboarding Checklist
Download .docx