Free policy template · Word

IT Acceptable Use Policy

An IT acceptable use policy (AUP) is the umbrella rulebook for how employees may use all company IT resources — computers, networks, accounts, software, cloud tools and printers. It lists what is permitted and prohibited, sets account and password rules, explains monitoring, and is signed by every user before access is given.

Editable Word (.docx)
Made for India
11 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the policy

[Highlighted] = fill in

[Company Logo][Company Name]

IT ACCEPTABLE USE POLICY

Policy No.:: [Reference Number]
Version:: [Version Number]
Effective Date:: [Date]
Policy Owner:: Information Technology

1. Purpose

This policy defines acceptable and unacceptable use of the IT resources of [Company Name], to protect employees, customers and the company from security, legal and reputational risks.

2. Scope

It applies to all employees, contractors, interns and third parties who use company devices, networks, email, applications, cloud services or data, from any location.

3. Definitions

IT resources: hardware, software, networks, accounts, cloud services and data owned or licensed by the company.
User: any person given access to IT resources.
Credentials: user IDs, passwords, tokens and authentication devices.

4. Policy

4.1 Permitted use: IT resources are provided for business purposes. Limited personal use is allowed if it is brief, lawful, does not affect work and does not consume significant resources.

4.2 Prohibited use: Users must not:

Access, store or share illegal, obscene, defamatory or discriminatory material.
Install unlicensed or unapproved software, browser extensions or AI tools that process company data without approval.
Attempt unauthorised access, scan networks, bypass security controls or disable antivirus.
Share credentials or use another person's account.
Use resources for personal business, crypto-mining, gambling or political campaigning.
Copy company data to personal devices, personal email or unapproved cloud storage.
Send harassing messages or impersonate others.

4.3 Accounts: Passwords must be at least [Number] characters, unique and changed when compromised. Multi-factor authentication is mandatory for email and remote access.
4.4 Monitoring: The company may log and review use of its systems for security, compliance and investigations. Users should not expect privacy in content stored or sent on company systems, though monitoring will be proportionate and access to logs restricted.

5. Procedure

Users accept this policy before accounts are activated and every year thereafter.
Software or tool requests go through [IT Helpdesk] for approval.
Suspected incidents, phishing or lost devices are reported to [IT Security Email] immediately.
Access is reviewed by managers every [Number] months and removed on exit.

6. Responsibilities

Users: follow this policy and report incidents.
Managers: approve access on need-to-know and ensure team compliance.
IT: provide secure systems, monitor and respond to incidents.
HR: include the policy in onboarding and handle disciplinary matters.

7. Non-compliance

Violations may lead to suspension of access and action under the Disciplinary Policy, and where the law is broken, reporting to authorities.

8. Review & Approval

IT will review this policy annually or after a significant incident.

Approved by
[Authorised Signatory]
[Designation]
Date: [Date]

User acknowledgement
[Employee Name]
Employee ID: [Employee ID]
Date: [Date]

Download Word (.docx) — free

What this template includes

Covered resources — devices, network, accounts, SaaS tools, printers
Permitted use — business purposes with limited personal use
Prohibited use — illegal content, hacking, crypto-mining, piracy, harassment
Account and password rules — no sharing, multi-factor authentication
Monitoring notice — no expectation of privacy on company systems
User acknowledgement — signed before access

When to use it

Giving system access to new joiners and needing a signed acknowledgement
A client or ISO/SOC audit asks for your acceptable use policy
Employees install personal software or share accounts
Explaining that company systems may be monitored

How to customise this template

1List your key systems and SaaS tools
2Set password length and MFA requirements
3Decide the extent of personal use allowed
4Insert your IT helpdesk and incident reporting contact
5Cross-refer to the Internet, Email and Information Security policies

HR tips

Keep the AUP short and readable — users actually need to understand it
Make acceptance part of the first login, and renew annually
Explain monitoring openly; hidden monitoring erodes trust
Revoke access on the last working day, not after

Monitoring and use of employee data must be proportionate and comply with the Information Technology Act, 2000, the Digital Personal Data Protection Act, 2023 and related rules. Review this template with legal and IT security advisers.

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

What is an acceptable use policy?+

It is a policy that sets out the rules for using an organisation's computers, networks and software, including what is allowed, what is prohibited and the consequences of misuse.

Can a company monitor employees' work computers?+

A company can generally monitor its own systems for security and compliance if employees are informed, the monitoring is proportionate and data is handled lawfully. Disclose it in the AUP.

How is an AUP different from an information security policy?+

The AUP tells users how to behave on IT systems. The information security policy is broader, setting the organisation's controls for protecting information, including access control, risk and incident management.

All 50 hr policies →

[Company Logo][Company Name]
HR POLICY MANUAL
Company:
[Company Name]
Document No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
[HR Name], Human Resources
Approved By:
[Authorised Signatory]
Chapter 1: Introduction
1.1 Purpose: This manual sets out the human resource policies, procedures and practices of [Company Name] so that employees are treated fairly and consistently and the company complies with applicable labour laws.
1.2 Scope: It applies to all employees on the company's rolls at all offices, plants and sites, including [Work Location]. Consultants, trainees and contract workers are covered where expressly stated.
1.3 Precedence: Where this manual conflicts with any law, certified standing order or individual appointment letter, the law and then the more favourable term for the employee will apply.
Chapter 2: Definitions
- Company: [Company Name] and its branches.
- Employee: any person employed on the company's rolls on a permanent, probationary or fixed-term basis.
- Reporting Manager: the person to whom an employee reports as per the organisation chart.
- HR: the Human Resources department or the person designated to perform the HR function.
- Wages / Basic Salary: as defined in the employee's appointment letter and applicable law.
Chapter 3: Employment
Policy · Word
HR Policy Manual
Download .docx
[Company Logo][Company Name]
LEAVE POLICY
Company:
[Company Name]
Policy No.:
[Reference Number]
Effective Date:
[Date]
Version:
[Version]
1. Purpose
This policy sets out the types of leave available to employees of [Company Name], how leave is earned, applied for and approved, and how unused leave is treated, so that employees can rest and attend to personal needs while business continuity is maintained.
2. Scope
This policy applies to all employees on the rolls of the company at all locations, including probationers, unless their appointment letter states otherwise. Where state laws, standing orders or settlements provide more favourable terms, those terms will prevail.
3. Definitions
Policy · Word
Leave Policy
Download .docx
[Company Logo][Company Name]
ATTENDANCE POLICY
Company:
[Company Name]
Policy No.:
[Reference Number]
Effective Date:
[Date]
Version:
[1.0]
Owner:
Human Resources
1. Purpose
This policy sets out how attendance is recorded at [Company Name], what is expected of employees regarding punctuality and absence, and how attendance issues will be handled fairly and consistently.
2. Scope
It applies to all employees on the company's rolls at all locations, including probationers and fixed-term employees. Contract workers follow this policy as applied by their contractor and site rules.
3. Definitions
Policy · Word
Attendance Policy
Download .docx
Policy · Word
Working Hours Policy
Download .docx
[Company Logo][Company Name]
OVERTIME POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources
1. Purpose
This policy sets the rules for approving, recording and paying overtime (OT) at [Company Name] so that extra work is planned, fairly compensated and kept within legal and safe limits.
2. Scope
It applies to all employees and workers at [Work Location] whose role and wage level make them eligible for overtime under applicable law. Employees in managerial, supervisory or administrative grades [Grade List] are not paid OT but may receive compensatory off as set out in clause 4.6.
3. Definitions
Policy · Word
Overtime Policy
Download .docx
[Company Logo][Company Name]
WORK-FROM-HOME POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources
1. Purpose
[Company Name] is an office-first organisation. This policy allows employees to work from their residence on an occasional basis while ensuring business continuity, availability and protection of company information.
2. Scope
It applies to confirmed employees at [Work Location] whose work can be done remotely. Roles requiring physical presence, such as reception, facilities, plant and field service, are excluded. This policy does not cover permanent remote or hybrid arrangements, which are governed by separate policies.
3. Definitions
Policy · Word
Work-from-Home Policy
Download .docx
[Company Logo][Company Name]
REMOTE WORK POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources
1. Purpose
This policy sets out the terms on which [Company Name] engages employees who work permanently from a location other than a company office, so that remote employees are productive, connected, secure and treated equally with office-based colleagues.
2. Scope
It applies to employees whose appointment letter or a written amendment designates them as 'Remote', with a specified Remote Work Location in India. Occasional work from home and hybrid arrangements are covered by separate policies.
3. Definitions
Policy · Word
Remote Work Policy
Download .docx
[Company Logo][Company Name]
HYBRID WORK POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources
1. Purpose
[Company Name] follows a hybrid model that combines in-person collaboration with focused remote work. This policy sets a clear, common rhythm so teams get the benefit of both.
2. Scope
It applies to all employees in hybrid-eligible roles at [Work Location]. Roles marked 'on-site' (facilities, reception, labs, plant) and roles designated 'remote' are excluded.
3. Definitions
Policy · Word
Hybrid Work Policy
Download .docx