IT Asset Return Policy (Template for Small IT Teams)

Most “missing equipment” isn’t theft — it’s unclear policy plus incomplete offboarding.

This template helps small IT teams define a simple, audit-friendly return policy for laptops and issued peripherals.

Not for warehouse stock, consumables, or reordering workflows — this is for shared employee equipment.

Download the policy template: it-asset-return-policy-template.md

TL;DR

• Define what must be returned (laptop + peripherals).
• Define timing and method (in-office handoff or tracked shipping).
• Require serial/accessory verification at return.
• Close the loop: update records the same day, or create a tracked follow-up.

Related:

• Returns checklist: Offboarding Equipment Return Checklist
• Kit template: Laptop / Peripheral Kit Checklist
• Register: IT Asset Register Template (CSV)

Copy/Paste Policy (Template)

You can copy the full policy here: IT Asset Return Policy Template

How to Implement This Policy (Without Bureaucracy)

1) Make “assigned items” the source of truth

Policy only works if IT can pull an accurate assigned-items list.

Start with:

• IT Asset Register Template (CSV)
• and verify quarterly: IT Asset Audit Checklist (for Small IT Teams)

2) Treat returns like closure, not conversation

At return time:

• verify serial numbers
• verify peripherals (kit checklist)
• update status/location immediately

3) Decide how you handle exceptions

Pick one approach and be consistent:

• missing item follow-up with owner + deadline
• policy-based escalation to manager
• mark Missing/Lost only when you’ve exhausted follow-up

4) Lock down who can change records

Most people should be read-only. Assignments and status changes should be controlled and logged.

Guide: Role-Based Permissions in Inventory Systems.

FAQ

Should we require employees to sign a form?

Not necessarily. A repeatable verification checklist and record updates are often more effective than paperwork. If you want lightweight proof, record verification date + notes.

What about remote employees?

Remote returns need:

• a tracked shipping label
• a deadline
• a follow-up owner

What if peripherals aren’t tracked today?

Start by treating them as a kit during offboarding (dock/charger/adapters) and move them into your register over time:

• Laptop / Peripheral Kit Checklist

How InvyMate Helps

InvyMate helps small IT teams close returns cleanly:

• assignments + history
• audit-ready change logs
• inventory sessions for verification

Start here: Asset tracking built for small IT teams.

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Related reading

• Offboarding Equipment Return Checklist
• Laptop / Peripheral Kit Checklist
• IT Asset Register Template (CSV)
• IT Asset Audit Checklist (for Small IT Teams)
• Role-Based Permissions in Inventory Systems