Sample Cell Phone Policy


1.1         The purpose of this policy is to provide Staff members of M/s XYZ Ltd with guidelines regarding the appropriate use of their M/s XYZ Ltd supplied cell phone and private cell phones used during the course of performing duties in M/s XYZ Ltd’s business.

1.2          This policy is to help us all get the most out of the advantages cell phones offer our company while minimizing distractions, accidents, and frustrations improper cell phone use can cause. 


2.1         This Policy will commence on and from ../../2020. It replaces all other policies or arrangements governing the usage of cell phones whether written or not.


3.1         This Policy applies to all Staff members of M/s XYZ Ltd.


4.1         A Staff member may be eligible to have a Company cell phone if, in the view of M/s XYZ Ltd, it is deemed necessary for the appropriate performance of his position. For example, if the staff member’s duties require him/her to be contactable during as well as outside the normal hours of work.

4.2         Alternatively, M/s XYZ Ltd may reimburse a staff member for the cost of business-related phone calls made from his/her personal cell phone where he/she is not provided with a Company cell phone.

4.3         In all other cases, a staff member may carry his/her personal cell phone at work for which he/she shall have to bear the cost himself/herself for its use.

  1. USE

5.1         The cell phone is permitted primarily to allow contact with the staff member by other staff members or customers/vendors/suppliers or to enable the staff member to contact M/s XYZ Ltd and its customers/vendors/suppliers.

5.2         Staff members who have been provided with a cell phone with email and internet access must comply with M/s XYZ Ltd’s policies dealing with email and internet access where relevant.

5.3         The cell phone may be used for sharing of informations like training material, motivational / M/s XYZ Ltd related messages to staff members by the HR Department, etc.


6.1         M/s XYZ Ltd Cell phone is provided predominantly for work purposes. Therefore, private usage of the cell phone should be kept to a minimum. 

6.2         If M/s XYZ Ltd believes a staff member is using M/s XYZ Ltd cell phone irresponsibly or unreasonably, then the staff member may have the phone removed or be requested to reimburse M/s XYZ Ltd for excessive personal calls. In those circumstances, the concerned staff member’s phone use will continue to be closely monitored until a more reasonable proportion of business versus private use is achieved.

6.3         A staff member must not use the device in any way that may damage the legitimate interests of the M/s XYZ Ltd’s business and employment relationships.


The following are M/s XYZ Ltd’s basic guidelines for proper staff member cell phone use during work hours.

We realize cell phones can be great tools for our staff members. We encourage staff members to use cell phones when:

  • For improving communication speed ie for making or receiving work calls in the appropriate place and situation to do so.
  • For other work-related communication, such as text messaging or emailing, at appropriate places and situations. 
  • If customers expect to find a staff member on their M/s XYZ Ltd’s cell phone rather than on a regular fixed telephone in the office, then the M/s XYZ Ltd cell should be kept on, even when in the office.
  • To schedule and keep track of appo
  • intments.
  • To carry out work-related research.
  • To keep track of work tasks.To keep track of work contacts.

In general, cell phones should not be used when they could pose a security or safety risk, or when they distract from work tasks. 

  • Never use a cell phone while driving. 
  • Never use a cell phone while operating equipment. 
  • Do not use cell phones for surfing the internet or gaming during work hours.
  • Avoid using work cell phones for personal tasks.
  • Avoid using personal cell phones for work tasks.
  • Do not speak on cell phone within earshot of colleagues’ working space during working hours.
  • Do not use cell phones during meetings. 
  • Do not take a call in the middle of a face-to-face conversation.
  • Speaking on cell phone around customers is considered rude. Don’t do it.
  • Do not bring cell phones to the training programmes.
  • Turn off or silence the cell phone when asked.
  • Do not use your cell phone’s camera or microphone to record confidential information.
  • Keep the right ring tone of your cell phone.

Our company retains the right to monitor employees for excessive or inappropriate use of their cell phones. Improper use of cell phones may result in disciplinary action. If an employee’s continued use of cell phones at inappropriate times or in ways that distract from work and causes decline in productivity or interferes with our operations may lead to having cell phone privileges revoked.

Cell phone usage for illegal or dangerous activity, for purposes of harassment, or in ways that violate the company confidentiality or cause an accident by recklessly using cell phone may result in the staff member‘s counselling/dismissal, based on the gravity of the individual case.