Remote Employee Equipment Agreement Template

Before you start sending out laptops and other equipment to remote workers you can read some remote work stories, it is essential that you have an employee equipment agreement. 

This agreement sets standards for any remote employee, contractor, or independent contractor for using and returning company equipment. 

It is a document that protects both the employer and the employee from any liability should the worker leave the company or be terminated.

Check out how to create one and our free template below. 

How to write an employee equipment agreement

In your employee equipment agreement you want to include specific conditions that represent your laptop management and company values. A variety of things can happen to equipment so it makes sense to prepare your company for any unforeseen circumstances.

The most common are holding the employee financially responsible for lost or damaged property if it was done purposely. However, each device should also come with some type of insurance or warranty for accidents or theft.

This way the employee isn't held accountable for events outside of their control. For maintenance, the employee should be given remote access software, so that the IT department can resolve any issues without the remote worker having to bring it to a physical location.

The next conditions you want to stipulate are the actual use. If there is sensitive company or client data on the device then it would make sense to put in the agreement that it can only be used for work-related purposes. Personal use would be prohibited. 

Finally, you want to make very clear the consequences if a remote team member does not return the equipment after they leave the company. One way is give the ex-employee the option to buy the device after it has been wiped clean.

Another option is withholding final compensation until the equipment has been returned. However, this can be a somewhat dicey legal situation so we recommend delaying the final paycheck for a certain amount of weeks if the device is not returned on time. 

The last point is to clearly state that failure to return equipment will be considered theft and may lead to criminal prosecution by the company.

What you do if an employee will not sign a agreement for equipment

If you have a remote employee who will not sign an agreement for equipment you are really only left with two options:

1. Have them use their own equipment for their job and don't offer any type of work from home stipend.
2. Do not proceed with the contract offer. 

Remote Employee Equipment Agreement Template

Agreement

I understand that: 

• The equipment that I will be using is [Company Name] property and will be used for work-related purposes only;
• I will take proper care of all company equipment that is given to me and will be responsible for reporting to my supervisor should any damages or issues that may occur during its use;
• In the event that the equipment is lost or damaged due to my own fault, than I shall be solely responsible for the cost of replacement;
• In the event that an accident occurs, the device is stolen, or stops working under reasonable wear and tear conditions, I shall immediately notify my supervisor and IT department.
• Additionally, I understand that upon the termination of my employment, I will return all [Company Name] property and that each piece of equipment will be returned in its correct working order.
• In the case that the equipment is not returned in the time given by my supervisor, the company has the right to delay my final payment until the equipment is proven to be successfully returned.
• Failure to return equipment will be considered theft and may lead to criminal prosecution by Company.

By signing below, I acknowledge that I have reviewed each point of this agreement and agree to all the conditions above. 

_____________________________
Employee Name


_____________________________
Employee Signature

_____________________________
Supervisor Signature

___________________
Date

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