Complete UK Employee Offboarding Checklist: Ensuring Laptop and Equipment Returns
When an employee leaves your company, whether voluntarily or through termination, a smooth offboarding process is essential for both the organisation and the departing staff member. One of the most challenging aspects of offboarding—especially in today's remote and hybrid work environments—is ensuring the return of company-owned equipment such as laptops, mobile phones, and other devices.
For UK small and medium businesses, unreturned equipment represents a significant financial liability. A standard company laptop can cost between £800-£1,500, while the sensitive data it contains may be worth considerably more in terms of potential security risks.
This comprehensive offboarding checklist will help UK businesses establish a reliable process for equipment returns, minimising losses while maintaining positive relationships with departing employees.
Before the Employee's Last Day
1. Document All Assigned Equipment
As soon as resignation notice is given or termination is decided:
☐ Review the employee's equipment assignment records
☐ Create an itemised list of all company property to be returned:
Laptop and charger
Mobile phones
Tablets or other mobile devices
External monitors
Keyboards, mice, and other peripherals
Security access cards/fobs
Company credit cards
Physical files or documents
Pro tip: Maintain an up-to-date asset register throughout employment that includes serial numbers and approximate values. This documentation proves invaluable during offboarding and for insurance purposes.
2. Schedule an Exit Interview
☐ Set a calendar appointment for the exit interview
☐ Include equipment return as a specific agenda item
☐ For remote employees, discuss logistics of equipment return during this meeting
☐ Prepare a receipt or return form for the employee to sign upon equipment return
3. Communicate Return Expectations Clearly
☐ Send a written communication (email) detailing:
Exact list of items to be returned
Expected condition of returns
Deadline for returns (typically the last day of employment)
Process for return (in-person handover or shipping arrangements)
Consequences of non-return (if applicable, per employment contract)
Sample email template:
Subject: Equipment Return Process - [Employee Name]
Dear [Name],
As you prepare for your last day with [Company] on [date], I wanted to outline the process for returning company equipment.
Our records show that you currently have the following company items:
- [List specific items with serial numbers if available]
Please return these items on your last day. [For remote employees: We will be sending you a prepaid return kit to make this process easy.]
All equipment should be returned in good working condition, with normal wear and tear expected. Please include all accessories and chargers.
If you have any questions about this process, please don't hesitate to contact me.
Thank you for your cooperation, and we wish you all the best in your future endeavours.
Regards,
[Your Name]
[Position]
4. Prepare Return Logistics
For in-office employees:
☐ Designate a specific person and location for equipment drop-off
☐ Prepare equipment return form for signature
☐ Schedule time for brief inspection of returned items
For remote employees:
☐ Arrange for a prepaid return shipping kit to be sent to the employee
☐ Include clear return instructions and prepaid shipping labels
☐ Consider using a laptop return service like techrecover that handles the entire process
☐ Set up tracking for the return shipment
On the Employee's Last Day
5. Conduct Equipment Return (In-Office)
☐ Collect all items on the equipment list
☐ Inspect each item for obvious damage beyond normal wear and tear
☐ Have the employee sign the equipment return form
☐ Provide the employee with a copy of the signed form
☐ Document any missing items and discuss recovery plan
6. Initiate Remote Return Process (Remote Employees)
☐ Confirm the employee has received the return kit
☐ Walk through packing instructions if needed
☐ Verify the employee understands return timeframe expectations
☐ Provide contact information for any questions during the return process
☐ Set expectations for confirmation once equipment is received
7. Revoke Digital Access
Simultaneously with equipment return:
☐ Disable corporate account access
☐ Revoke VPN and remote access capabilities
☐ Change passwords for shared accounts
☐ Remove access to cloud services and software licenses
☐ Transfer ownership of important files and documents
Important: For remote employees, coordinate timing carefully. You want to ensure they can log out properly and prepare the device for return before access is revoked.
After the Last Day: Follow-Up Procedures
8. Track Returns from Remote Employees
☐ Set up a calendar reminder to check shipping tracking
☐ Follow up with the employee if the package hasn't been shipped within 2-3 days
☐ Document all communication regarding equipment return
☐ Send a confirmation email once equipment is received
9. Inspect Returned Equipment
☐ Check all returned items against the original equipment list
☐ Test equipment functionality
☐ Note any missing items or damage
☐ Prepare equipment for redeployment or storage
☐ Update your asset management system
10. Address Unreturned Equipment
If equipment hasn't been returned within the agreed timeframe:
☐ Send a friendly reminder email
☐ Follow up with a phone call if no response within 48 hours
☐ Send a formal written request with a specific deadline
☐ Consider sending a prepaid return kit if logistics is the barrier
☐ Escalate according to company policy if necessary
Sample escalation email:
Subject: URGENT: Outstanding Company Equipment - [Item Details]
Dear [Name],
According to our records, we have not yet received the following company property:
- [List specific items with serial numbers]
As per your employment contract, all company property was to be returned by [original deadline]. Please arrange for these items to be returned immediately.
To make this process easier, we can:
1. Send a prepaid return kit to your address
2. Arrange for courier pickup at a time convenient for you
3. Discuss any issues preventing the return
Please respond to this email within 48 hours to confirm your preferred return method.
Regards,
[Your Name]
[Position]
11. Final Documentation
After successfully recovering equipment (or exhausting recovery attempts):
☐ Update the asset register with the status of all items
☐ Document the condition of returned equipment
☐ Note any financial implications of unreturned or damaged items
☐ Close the offboarding process file
☐ Share relevant information with finance/accounting if needed
Equipment Return Challenges and Solutions
Common Challenges
Remote employee hesitation: Some remote employees delay returns due to the perceived hassle of packaging and shipping.
Solution: Use a dedicated laptop return service like techrecover that sends a complete kit with packaging materials, instructions, and prepaid shipping labels directly to the employee.
Damaged equipment: Occasionally equipment is returned damaged, raising questions about responsibility.
Solution: Clearly document the condition upon return and refer to your company policy regarding equipment damage. Having before/after photos from when equipment was issued can be helpful.
Complete non-return: In some cases, employees simply fail to return equipment despite multiple reminders.
Solution: Ensure your employment contracts include clear language about equipment return obligations and potential consequences. As a last resort, you may need to consider legal options or withholding final payments if legally permissible.
Inconsistent processes: Ad-hoc approaches to equipment returns lead to confusion and lost assets.
Solution: Implement this standardised checklist for all departing employees, adjusting only when necessary for unique circumstances.
UK-Specific Considerations for Equipment Returns
UK employers should be aware of several specific considerations:
Employment contract clauses: Ensure your contracts clearly state equipment return requirements and consequences of non-return. These clauses are generally enforceable under UK employment law.
Final wage deductions: Under UK law, deductions from final wages for unreturned equipment are only permissible if:
The employment contract explicitly allows for such deductions
The deduction amount is reasonable and reflects actual costs
The employee has been given written notice
Data protection obligations: Under GDPR, companies have an obligation to recover devices containing personal data. Document all recovery attempts to demonstrate compliance efforts.
Small claims options: For valuable unreturned equipment, UK companies can pursue recovery through the small claims track of the County Court if other methods fail.
Equipment Return Policy Template
Below is a simple equipment return policy you can adapt for your organisation:
[Company Name] Equipment Return Policy
1. Purpose: This policy outlines the procedures for returning company-owned equipment when an employee leaves the organisation.
2. Scope: This policy applies to all employees who have been issued company equipment.
3. Equipment Return Requirements:
- All company equipment must be returned on or before the employee's last day.
- Equipment must be returned in good working condition, with reasonable wear and tear accepted.
- All accessories, manuals, and related materials must be returned.
4. Remote Employee Procedures:
- Remote employees will receive a prepaid return kit.
- Equipment must be shipped within 3 business days of receiving the kit.
- Tracking information must be provided to the HR department.
5. Consequences of Non-Return:
- Unreturned equipment may result in deductions from final pay as permitted by law and in accordance with the employment contract.
- The company reserves the right to pursue legal action for recovery of valuable equipment.
6. Exceptions: Any exceptions to this policy must be approved in writing by [position].
Making Returns Easy with techrecover
For UK businesses handling remote employee offboarding, the logistics of equipment returns can be particularly challenging. At techrecover, we specialise in making this process simple and efficient.
Our prepaid laptop return kits include everything needed for a smooth return:
A sturdy, properly sized box for secure shipping
All necessary packing materials to prevent damage
Clear instructions for the employee
Prepaid return shipping labels
Tracking and coordination with the ex-employee
By outsourcing the equipment return logistics to techrecover, your business can:
Save valuable staff time
Increase return rates
Maintain professional relationships with departing employees
Document the entire return process
Focus on other important aspects of offboarding
Learn more about our prepaid laptop return kits
Conclusion
A structured employee offboarding process with clear equipment return procedures helps protect your company's assets, maintain security, and end the employment relationship on a professional note.
By implementing this comprehensive checklist, your UK small or medium business can significantly improve equipment return rates and reduce the financial impact of unreturned assets.
Remember that the way you handle offboarding reflects on your company culture and can impact your reputation among both current employees and the broader professional community. A smooth, professional equipment return process leaves a positive final impression, even as the employment relationship ends.
This article was last updated on April 14, 2025. For more resources on managing company equipment and offboarding, visit the techrecover resources section.