Can this be signed electronically?

Yes. Under the federal ESIGN Act and state UETA rules, most Mobile Device Use Agreements may be signed electronically if the parties consent and the record can be retained and reproduced.

Are notarization or witnesses required?

Typically no for routine device policies, but state-specific requirements or employer preference may require notarization or witnesses for certain attestations; verify local rules if unsure.

What if a device is lost or stolen?

Follow the reporting procedure in the agreement immediately; IT should initiate remote wipe or containment and document actions to meet breach-notification and insurance requirements.

How do I revoke device access?

Revoke credentials and MDM enrollment per the agreement's remediation steps, record the action, and notify the employee; include steps for data recovery or retention as needed.

How should signed copies be stored?

Store signed records in encrypted cloud storage with role-based access, maintain an audit trail (timestamp, IP, signer), and apply retention rules consistent with legal requirements.

What if an employee refuses to sign?

Treat refusal as a policy exception; evaluate job role risk, consider revoked device access or alternative controls, and document the refusal and any subsequent employment action.

Electronic Signature
Templates
Miscellaneous
Mobile Device Use Agreement

Mobile Device Use Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

MOBILE DEVICE USE AGREEMENT

This Mobile Device Use Agreement ("Agreement") is entered into on between the following parties.

Company Name: Employee / User Name:

WHEREAS

WHEREAS, Company issues mobile devices and related accessories to certain employees and contractors for business use; and

WHEREAS, User requires access to a Company-issued mobile device to perform job duties and agrees to the terms and conditions set forth in this Agreement governing possession, use, maintenance, and return of the device; and

WHEREAS, the parties desire to set forth payment responsibilities, confidentiality obligations, and procedures for loss, damage, and termination of device privileges.

DEVICE IDENTIFICATION

Device Make/Model: Serial/Asset Tag:

SCOPE OF WORK

The User's authorized responsibilities and expected use of the device are described below. Use not directly related to these duties is subject to Company policy and may result in discipline.

AUTHORIZED USE AND RESPONSIBILITIES

User shall ensure the device is used only for lawful activities and in compliance with Company acceptable use policies. User must maintain reasonable physical security of the device, report loss or theft within of discovery, and cooperate with Company investigations concerning device misuse.

Installation of unauthorized software, bypassing security controls, or permitting unapproved third-party access to Company systems via the device is strictly prohibited. Company reserves the right to monitor device use and to remotely manage, lock, or wipe Company-owned devices where necessary to protect Company assets or data.

PAYMENT TERMS

The parties agree the following financial arrangements apply to device issuance, monthly stipends, and repairs.

Device Purchase / Replacement Cost (if applicable): Payment Schedule: Late Fee / Interest on Outstanding Amounts:

In the event of damage due to negligence or misuse beyond normal wear, User shall be responsible for reasonable repair or replacement costs, subject to Company review and applicable law.

TERM AND TERMINATION

This Agreement commences on and continues until unless earlier terminated in accordance with this Agreement.

Either party may terminate this Agreement without cause by providing days' prior written notice. Company may terminate immediately for cause, including but not limited to misuse of the device, violation of data security policies, or failure to remit amounts due.

Upon termination or separation of service, User shall return the device and all accessories in good working order within days. Company may offset unpaid device costs from final wages to the extent permitted by law.

CONFIDENTIALITY AND DATA PROTECTION

User acknowledges the device may contain confidential Company information. User shall not disclose, copy, transmit, or otherwise disseminate confidential information except as required in the performance of assigned duties. User shall implement reasonable safeguards, including use of Company-approved passcodes and locks, and shall not disable or circumvent security controls.

Company may from time to time perform remote management actions, including removal of data or full device wipe, to protect Company information. User consents to such actions for Company-owned devices and understands that personal data may be affected.

LIMITATION OF LIABILITY AND INDEMNIFICATION

Except where prohibited by applicable law, Company shall not be liable for incidental, consequential, or indirect damages arising from device use. User shall indemnify and hold Company harmless from claims, losses, or liabilities arising from User's intentional misconduct or gross negligence in connection with device use.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles.

ENTIRE AGREEMENT

This Agreement constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior agreements, representations, and understandings, whether written or oral. Any amendment or modification must be in writing and signed by authorized representatives of both parties.

MISCELLANEOUS PROVISIONS

If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect. Headings are for reference only and do not affect interpretation.

The parties acknowledge that they have read this Agreement, understand its terms, and agree to be bound by them.

Company - Printed Name:

By:

Date:

User - Printed Name:

By:

Date:

What a Mobile Device Use Agreement Covers

The Mobile Device Use Agreement is a written policy and enforceable contract that sets terms for employee or contractor access to corporate mobile devices and bring-your-own-device (BYOD) setups. It defines permitted uses, security requirements (passcodes, encryption, remote wipe), data ownership, reporting obligations for loss or theft, and disciplinary or remediation measures. Employers use the agreement to allocate responsibility for device configuration, acceptable apps, and access to corporate systems. When signed by authorized representatives and employees, the agreement documents consent to monitoring and remediation and supports compliance with HIPAA, FERPA, and internal IT policies.

Why an Agreement Matters for Security and Compliance

A Mobile Device Use Agreement reduces security risk by defining expectations for acceptable use, data protection, incident reporting, and device management. It creates a clear legal basis for enforcement, supports regulatory compliance, and documents employee consent for monitoring and remote management actions.

Which Roles Should Adopt and Sign the Agreement

Common users and stakeholders who should adopt or sign a Mobile Device Use Agreement include employers and mobile workforce members, human resources, and IT security teams.

IT administrators — manage device enrollment, security policies, and remote wipe capabilities.
Employees and contractors — agree to acceptable use, reporting loss, and data handling rules.
HR and legal — enforce policy, handle disciplinary matters, and retain signed records.

Use the agreement to centralize responsibilities, document consent, provide clear remedies for breaches, and note exceptions.

Who Signs and Why

IT Manager

An IT manager typically reviews technical controls, approves MDM enrollment, and verifies enforcement capabilities. Their signature confirms device configuration requirements, permitted apps lists, and agreed remote actions such as remote wipe or selective wipe to protect corporate data.

Employee

The employee or contractor signs to acknowledge understanding of acceptable use rules, security responsibilities, and reporting obligations. This signature documents consent to monitoring where permitted and grants the employer limited authority to manage corporate data on the device.

Step-by-Step: Fill, Sign, and Implement the Agreement

Follow these steps to complete and sign a Mobile Device Use Agreement for an employee or contractor.

01

Prepare Document: Include policy, security, and monitoring clauses.
02

Identify Parties: Enter full legal names and job titles.
03

Set Effective Date: Use MM/DD/YYYY; aligns obligations and review cycles.
04

Sign and Distribute: Collect signatures and store copies securely.

Typical Workflow for Issuance and Enforcement

Typical workflow for issuing, signing, and enforcing a Mobile Device Use Agreement in an organization.

Draft: HR and IT prepare the agreement
Authorize: Manager or legal approves final version
Sign: Employee signs electronically or on paper
Enforce: IT applies settings and monitoring tools

Essential Clauses to Include

Include clear, enforceable clauses that balance security needs with employee privacy and operational flexibility when drafting a Mobile Device Use Agreement.

Permitted Use

Describe allowed business activities, prohibitions on illegal or excessive personal use, and rules for installing third-party applications; specify any limits on tethering or hot-spotting corporate networks.

Security Requirements

Mandate passcodes, device encryption, automatic lock timeouts, mandatory MDM enrollment, and procedures for regular updates and vulnerability patching to protect corporate data.

Data Ownership

Clarify whether corporate data stored on personal devices is company property, who may access it, and how data will be segregated or deleted upon termination or loss of access.

Loss & Recovery

Require immediate reporting of loss or theft, remote wipe authorization, reimbursement for device replacement where applicable, and steps for forensic preservation when needed for investigation.

Monitoring & Privacy

Explain monitoring scope, the types of data collected, limits on personal data access, and privacy protections consistent with state law and organizational policy.

Discipline & Remedies

Specify progressive discipline, remedial actions, and conditions under which access will be revoked; include dispute resolution or arbitration clauses if applicable.

Configuring an Electronic Signing Workflow

Settings and configurations commonly applied when implementing an electronic Mobile Device Use Agreement workflow in organizations.

Field	Configuration
Authentication	Email link, SMS code, or stronger MFA
Signature Type	Click-to-sign or drawn signature image
Field Logic	Conditional fields for role-specific clauses
Storage	Encrypted cloud storage with access controls

Technical and Integration Considerations

Technical and platform considerations for eSigning and distributing a Mobile Device Use Agreement across devices and user groups.

Formats: PDF, DOCX supported widely
Integrations: HRIS and MDM integrations available
Authentication: Email, SMS, SSO options

Key Timing and Review Deadlines

Common timing and review cycles for Mobile Device Use Agreements, including issuance, renewals, and incident response deadlines.

Issue on hire:

Provide agreement during onboarding before device access

Annual review:

Reconfirm terms and update security clauses yearly

Report loss:

Notify IT immediately, ideally within 24 hours

Remediation timeline:

IT to remediate or wipe within 48–72 hours of report

Policy renewal:

Require signature after material policy changes

Milestones from Draft to Enforcement

Key milestones from drafting to enforcement for a Mobile Device Use Agreement with responsible parties and expected timing.

01

Drafting

HR and IT define scope and clauses

02

Approval

Legal or management approves final text

03

Deployment

Distribute electronically and record acceptance

04

Enforcement

Monitor compliance and apply remedies

Common Drafting and Implementation Pitfalls

Failing to specify which devices or apps are covered leads to ambiguous enforcement and inconsistent protection across corporate and personal devices.
Using weak or single-factor authentication increases risk of unauthorized access to corporate data, especially if remote wipe or encryption are not enforced.
Omitting a clear incident reporting procedure delays response times and can violate regulatory obligations for timely breach notification under healthcare or education rules.
Treating BYOD identically to employer-owned devices without privacy safeguards creates employee resistance and potential legal disputes over personal data access.

Risks and Consequences of an Inadequate Agreement

Policy Violation: Disciplinary action up to termination

Data Breach Liability: Potential HIPAA, FERPA exposure

Fines and Penalties: Regulatory fines possible

Unauthorized Access: Loss of credentials or privileges

Device Loss Costs: Replacement and recovery expenses

Legal Claims: Breach-related litigation risk

eSignature Vendor Pricing and Feature Comparison

Vendor pricing and feature comparison for eSignature options commonly used to execute Mobile Device Use Agreements.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Free trial available	Free trial available	Free plan available	Free plan available
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World Examples of Use

Two customer scenarios illustrate how organizations use Mobile Device Use Agreements in operational settings.

Martin Properties (Real Estate)

Tim Martin used online agreements to process device policies quickly

Mobile signing enabled remote agents to accept policies in-field
He reports faster turnaround and full compliance across property teams, improving operational consistency and document retention.

Fertility Centers of Illinois (Healthcare)

John Butler's organization applied electronic agreements for staff mobile access

HIPAA-focused clauses and BAA controls were added
The result was secure, auditable consent and simplified management of staff devices while protecting patient information.

Electronic Signature vs Digital Signature

Understand the functional differences between an electronic signature and a cryptographic digital signature when executing agreements.

Criteria	Electronic Signature	Digital Signature
Definition	any electronic mark	pki-based cryptographic proof
Legal Acceptance	recognized under esign/ueta	recognized and stronger probative value
Cryptography	not required	requires certificate and ca
Common Use	general contracts, policies	high-assurance regulated records

FAQs and Troubleshooting

Answers to common questions about execution, enforceability, and practical steps when managing Mobile Device Use Agreements.

Need help? Contact support

Can this be signed electronically?
Yes. Under the federal ESIGN Act and state UETA rules, most Mobile Device Use Agreements may be signed electronically if the parties consent and the record can be retained and reproduced.
Are notarization or witnesses required?
Typically no for routine device policies, but state-specific requirements or employer preference may require notarization or witnesses for certain attestations; verify local rules if unsure.
What if a device is lost or stolen?
Follow the reporting procedure in the agreement immediately; IT should initiate remote wipe or containment and document actions to meet breach-notification and insurance requirements.
How do I revoke device access?
Revoke credentials and MDM enrollment per the agreement's remediation steps, record the action, and notify the employee; include steps for data recovery or retention as needed.
How should signed copies be stored?
Store signed records in encrypted cloud storage with role-based access, maintain an audit trail (timestamp, IP, signer), and apply retention rules consistent with legal requirements.
What if an employee refuses to sign?
Treat refusal as a policy exception; evaluate job role risk, consider revoked device access or alternative controls, and document the refusal and any subsequent employment action.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now