Need Help with Laptop Responsibility Letter Format for Employees in Pharma Company

Hello All HR,

I am working in a pharma company. We provide laptops to employees, and I need to issue a letter to all of them regarding the same. In case of any damage, they will be held responsible.

Is there a specific format for this letter? Does anyone have a template they can share?

Thanks in advance.

Regards,
Pooja Bhatia

I think the format of the letter can be decided as per your company's policy since the letter regarding the "repair of damaged laptops" may vary according to different companies' management policies. However, I would like to bring to your attention that the value of laptops, with the passage of 3-4 years, will be depreciated. This aspect also needs to be considered.

In one of the government organizations, this issue has been taken into consideration. If you would like, the policy letter regarding the same can be made available. Feel free to contact via email at [Email Removed For Privacy Reasons].

Regards

Liabilities When Providing Laptops to Employees

It is a very common policy to give laptops to employees. However, it is important to know that when a company hands over a laptop to its employee, there are liabilities that can be attached. While there are clear benefits in providing such a tool to employees in terms of flexibility and productivity, there may be legal risks from an employer’s perspective. These risks need to be assessed and managed appropriately to avoid potential liability.

Precautions to Be Specified to All Employees

- Get acknowledgement in writing:
- Employees will not install any personal software on company-provided laptops.
- Employees are not to use company laptops for personal work of any nature, be it personal emails, IMs, web browsing, etc.
- Employees will report the loss or theft of company laptops to IT or management immediately.
- Employees will take all reasonable measures to ensure the physical and digital security of the laptop, which includes:
- Locking the laptop in a secure location when not being used for company work.
- Changing the password as per company policy.
- Keeping company-provided antivirus, firewall, or encryption software functional.

In the event of termination, all company property, including company laptops, must be returned to the employer.

Additional Policies

- Spell out the depreciation policy of laptops.
- The policy on repairs should be laid down.
- Employees should not access company Wi-Fi or systems using personal laptops.

This thread is worth reading: https://www.citehr.com/73869-policy-...-download.html. It will answer most queries.

Regards.