A declaration is a written statement in which a person confirms a fact about themselves, and an undertaking is a written commitment to do or not do something in future; the two usually sit in one letter. This page has an undertaking letter template in four formats: general declaration, undertaking of responsibility, non-repetition undertaking and financial undertaking. Type the name, organisation and subject into the page, then copy the text or download it.
The essentials: the signatory's name, the organisation, a specific subject, the date and the signature. In the financial example, a SAR 6,000.00 advance is repaid in 3 instalments of SAR 2,000.00 each.
How to use the undertaking letter template
- Choose the format from the tabs, then the closest example, and pick Mr. or Ms.
- Type your name, ID number (optional), the organisation and the subject into the page.
- Check the essentials list above the page; anything missing is named.
- Switch to Advanced for job title, mobile and witness, and for the instalment schedule in the financial undertaking.
- Copy the text, download it in Word to edit, or as a PDF to sign.
Declaration and undertaking: what each one is
A declaration reports something that has happened: "I confirm that I received the laptop". An undertaking commits to something ahead: "and I undertake to return it when asked". Employers ask for a declaration when staff read a policy or receive equipment, and for an undertaking after a violation or before handing over an asset or paying an advance. The undertaking of responsibility combines both.
Types of declarations and undertakings
- General declaration: having read a policy, accuracy of information, or taking part in an activity with a liability waiver.
- Undertaking of responsibility: for a laptop, a car or safe keys in an employee's custody.
- Non-repetition undertaking: after absence, lateness or a safety breach, with reference to the work regulations.
- Financial undertaking: an amount owed, its reason and how it will be repaid. It is not a promissory note, which has a separate tool on our site.
How to write a valid undertaking
Start with the signatory's full details as on their ID, then state the subject precisely: "laptop asset no. IT-0412 with its charger and bag", not "company laptop". Write the commitment as clear actions (look after it, use it for work, return it), give a period or date if there is one, then the date and signature. In a financial undertaking, write the amount in figures and words; the page writes the words from the figure.
When to get a legal review
When the amount is large, when the undertaking relates to a contract, a guarantee or giving up a right, or when one party is outside the Kingdom. The wording here is guidance only, and a declaration does not remove a right protected by the Saudi Labor Law or make an employee bear more than the law provides. Ask a lawyer before signing in these cases.
Common mistakes in declarations and undertakings
- A vague subject such as "I undertake to follow the rules" with no specific event.
- A financial undertaking with no amount in words and no repayment date.
- No date, so nobody knows when the commitment started.
- Only one copy, kept by the organisation, with none for the signatory.
When signed declarations pile up in staff files
Microtec's ERP accounting system, built by our team for businesses in Saudi Arabia, includes an HR module that keeps each employee's file and documents.
Frequently asked questions
Is the declaration template enough on its own?
It depends on the organisation. Some accept a signed declaration on company letterhead; others require their own form or a notarised copy. Ask before you submit it.
Can I copy the undertaking of responsibility text?
Yes. Copy text copies the filled wording so you can paste it into an email or another document, and it does not ask for your details.
Is the undertaking letter template free?
Yes. Filling in and copying are free, and Word or PDF downloads ask for your details once. There is also a blank version to fill in by hand.