Laptop Usage Agreement

EMAIL USAGE ACKNOWLEDGEMENT

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Designation:

[Designation]

Department:

[Department]

Official Email ID:

[Email ID]

Date Issued:

[Date]

I acknowledge that the official email account [Email ID] has been issued to me for company business, and that the account and all messages in it belong to [Company Name].

I Agree To

• Use official email for business communication, in a professional and courteous tone.
• Use the standard company email signature.
• Check recipients carefully, especially before sending attachments to external addresses.
• Use BCC for large external distribution lists to protect addresses.
• Share large or confidential files through [Approved File-Sharing Tool] rather than as attachments.
• Report suspicious emails to [IT Helpdesk Email] without clicking links.

I Will Not

• Forward or auto-forward company email to a personal email account.
• Use official email to register for personal websites or services.
• Send chain mails, offensive content or unsolicited bulk mail.
• Make commitments to clients or vendors beyond my authority by email.
• Delete emails in breach of the retention policy.

INTERNET USAGE ACKNOWLEDGEMENT

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Designation:

[Designation]

Department:

[Department]

Access Type:

[Office Wi-Fi / LAN / Data Card]

Date:

[Date]

I acknowledge that internet access through [Company Name] networks and devices is provided mainly for business purposes.

Rules I Will Follow

1. Limited personal browsing is allowed only during breaks and must not affect work or network performance.
2. I will not try to access blocked categories such as gambling, adult content, piracy or hacking tools, or use proxies or VPNs to bypass filters.
3. I will not download software, movies, music or large files unrelated to work.
4. I will not stream video or music in a way that slows the network for others.
5. I will connect personal phones only to the guest Wi-Fi, not the corporate network.
6. On social media I will not share confidential information, post on behalf of the company without approval, or make offensive remarks about colleagues or customers.

Company-Provided Data Cards (if issued)

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

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

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

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)

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

ADMIN ONBOARDING CHECKLIST

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Department:

[Department]

Date of Joining:

[Date of Joining]

Work Location:

[Work Location]

Shift:

[Shift Timing]

Before Joining

• Seat / workstation allocated: [Seat Number]
• Photograph received for ID card
• ID card printed
• Access card programmed for [Floors / Areas]
• Visiting cards ordered (if eligible)
• Drawer/locker key prepared

Joining Day

• ID card and access card handed over and acknowledged
• Stationery kit issued
• Locker allocated: [Locker Number]
• Canteen/meal card issued
• Transport route or parking slot allotted
• Uniform/PPE issued where applicable

Safety and Facilities Briefing