What to do if your employee doesn't return their laptop
As a small business owner in the UK, providing your employees with company laptops enables them to work flexibly and stay productive. But what happens when an employee leaves your company and fails to return their laptop? This can be a frustrating and costly issue for your business. Fortunately, there are steps you can take to retrieve the laptop and protect your company's assets.
Establish clear policies upfront
Prevention is the best approach. Make sure you have clear, written policies in place regarding company equipment like laptops. Your policy should specify that laptops remain company property, expectations for proper handling and return of laptops, and consequences for not returning a laptop. Have all employees sign an agreement acknowledging these terms when issued a laptop or include it in your standard Employment Contract.
Send a written request for return
If an employee leaves and doesn't return their laptop, start by sending them a polite but firm written request. Remind them of the laptop return policy they agreed to and provide instructions on how to return the device. Give a reasonable deadline and offer to provide shipping materials if needed. An email is good, but also send a physical letter by certified mail so you have proof it was received.
Follow up with a phone call
If you don't get a response to the written request, try contacting the former employee by phone. Politely explain that you need the laptop returned and answer any questions they may have about the return process. Take notes on the conversation in case you need to refer back to what was discussed. If you can't reach them by phone, try contacting their emergency contact or other references.
Send a formal demand letter
If the employee still hasn't returned the laptop after a written request and phone call, it's time to escalate to a formal demand letter. This letter should come from your company's legal representative and firmly state that the laptop must be returned by a specified date or further legal action will be taken. It should be sent by certified mail so you have proof of receipt.
Consider legal action as a last resort
If all other retrieval attempts have been exhausted, you may need to consider legal action against the former employee. Consult with your company's legal representative on the best approach. This could include filing a civil lawsuit for the value of the unreturned laptop or even pursuing criminal charges for theft. Take this step cautiously as legal action can be costly and time-consuming.
Make laptop returns easy with a laptop return kit
Many of the hassles of retrieving laptops from former employees can be avoided by making the return process as easy as possible. At techrecover, we provide laptop return kits containing everything the employee needs to return their device, including a laptop shipping box, protective packaging, return instructions, and a prepaid return shipping label. With the return materials in hand, the former employee is more likely to send the laptop back promptly.
By establishing clear policies, communicating expectations, and providing simple return options, you can increase the odds of getting your company laptops back from departing employees. If a laptop still isn't returned, following an escalation process from friendly reminders to formal legal requests will help demonstrate you've made every effort to retrieve the company's property. And if you need assistance with the laptop return process, techrecover is here to help with our prepaid laptop return kits and return management services.