Employee Equipment Agreement Template

When you hand a $1,500 laptop to someone without signing anything, you're betting on memory. This one-page agreement sets expectations for both sides — what's assigned, how to care for it, and what comes back when they leave.

The Template

EMPLOYEE EQUIPMENT ASSIGNMENT AGREEMENT

Company: [Company Name]
Date: _______________

EMPLOYEE INFORMATION
Name: _______________________________________________
Department / Role: ___________________________________
Start Date: _________________________________________

EQUIPMENT ASSIGNED

Item                    Serial Number          Condition at Assignment
─────────────────────── ────────────────────── ──────────────────────
1. ___________________ ____________________ ____________________
2. ___________________ ____________________ ____________________
3. ___________________ ____________________ ____________________
4. ___________________ ____________________ ____________________
5. ___________________ ____________________ ____________________

(Include all peripherals: charger, dock, case, mouse, headset, etc.)

TERMS OF USE

1. Company Property. All equipment listed above is the property of
   [Company Name] and is assigned to the employee for work purposes.

2. Reasonable Personal Use. Reasonable personal use is permitted
   (checking personal email, streaming music). The following are
   prohibited:
   - Installing unauthorized software
   - Disabling security features or antivirus
   - Lending equipment to others
   - Using equipment for outside businesses without permission

3. Care and Security. The employee agrees to:
   - Take reasonable care of all assigned equipment
   - Keep equipment physically secure (not left unattended in
     public places, not stored in unlocked vehicles)
   - Report any damage, loss, or theft promptly to [manager/ops]
   - Not attempt self-repairs

4. Damage and Repairs. [Choose one option and delete the others]

   Option A — Company covers all repairs:
   The company will cover all repair costs for assigned equipment,
   including accidental damage. Normal wear and tear is expected.

   Option B — Negligence clause:
   The company covers normal wear and tear and accidental damage.
   The employee may be financially responsible for damage resulting
   from negligence (e.g., leaving equipment in an unlocked car,
   spilling liquids on an open laptop).

5. Return Requirements.
   - All equipment must be returned by the last day of employment
     or within [5] business days.
   - Equipment must be returned in the same condition as assigned,
     minus normal wear and tear.
   - All company data must remain on the device (do not wipe before
     returning).
   - All peripherals must be returned with the primary device.
   - Remote employees: a pre-paid shipping label will be provided.
     Equipment must be shipped within [5] business days of the
     last day.

6. Failure to Return. Equipment not returned within [10] business
   days of the last day of employment may be treated as personal
   property converted, and the company reserves the right to pursue
   recovery, including deducting the replacement cost from final
   compensation where permitted by law.

ACKNOWLEDGMENT

I have received the equipment listed above and agree to the terms
of this agreement.

Employee Signature: _________________________ Date: ____________

Company Representative: _____________________ Date: ____________

Employee Printed Name: _____________________

Company Representative Name: ________________

What to Customize

Company name. Replace [Company Name] throughout.
Damage policy. Choose Option A (company covers all) or Option B (negligence clause). Delete the one you don't use. Most small teams go with Option A — it's simpler and builds trust.
Return timeline. 5 business days is standard. Adjust if your company needs more or less time.
Manager name. Replace [manager/ops] with the actual role or person who handles equipment.
Add equipment rows. If someone has more than 5 items, add more rows. Don't forget peripherals — chargers and docks are the most commonly unreturned items.
Legal review. This is a template, not legal advice. Have your lawyer review it before using it, especially the "Failure to Return" section which references wage deduction laws that vary by state.

When to Use It

New hires. Sign as part of onboarding, when you hand over the equipment.
New equipment. When you issue a new device to an existing employee, create a new agreement or update the existing one.
Equipment swaps. When someone trades in a laptop for a newer one, close the old agreement and open a new one.

For more context on what to include and why, read our full guide on employee equipment agreements. For the return process specifically, see our equipment tracking guide.

Attach agreements to asset records

AssetJay lets you store signed agreements alongside receipts and warranty information. Everything about an asset in one place.

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