Policies & Compliance Acknowledgments
Free Acceptable Use Policy Template (PDF)
An acceptable use policy sets the rules for using company computers, networks, and accounts — what's permitted, what's prohibited, and that the company may monitor activity on its own systems.
Download the template
Free, no signup required. Fill in the blanks by hand, or use it below to fill and send for signature.
When to use it
Use this for any company issuing computers, email, or network access to employees — it's the document that makes monitoring and enforcement legitimate, since employees have explicitly agreed to the rules and to the fact that Company systems aren't private.
What's typically included
- Purpose and scope
- Permitted use
- Prohibited use
- Monitoring disclosure
- Personal use policy
- Consequences of violation
- Employee acknowledgment
How to fill it in
- Fill in the personal-use section with an actual, specific standard (e.g., "brief personal email or browsing during breaks") rather than leaving it blank — an unstated personal-use policy is one of the most common sources of disagreement about what "acceptable" actually means.
- Don't skip or soften the monitoring disclosure — some states have their own employee-monitoring notice requirements, and this section is what puts employees on clear notice that Company systems aren't private, which matters if monitoring is ever relied on for a disciplinary or legal reason.
- Review the prohibited-use list against your company's actual concerns (e.g., unauthorized AI tools, unsanctioned cloud storage) and add anything specific to your business rather than relying only on the general categories listed.
This document involves employment or workplace-compliance obligations that vary by state and by employer size. It is a general starting point only — not legal advice — and should be reviewed by an employment attorney licensed in your state before use.
Frequently asked questions
Can the company really read an employee's work email?
Generally yes, on company-owned systems, once employees have been given clear notice — which is exactly what the monitoring section of this policy is for. Some states have additional notice requirements for employee monitoring, so confirm this matches the law where your employees work.
Does this policy allow any personal use of company systems?
Only whatever you state in the personal-use section — this template leaves that open for you to define, since companies vary widely on how much personal use they're comfortable with.
Is an electronically signed acceptable use policy legally binding?
Yes, under the U.S. ESIGN Act and state UETA laws, the same as any other signed policy acknowledgment.
Ready to use this template?
Every word is editable before you send — this is a starting point, not a final draft.