Offboarding Equipment Return Checklist (Laptops + Peripherals)
Most “missing equipment” problems aren’t random — they’re offboarding problems that never got closed properly.
This checklist is designed for small IT teams managing shared employee equipment (laptops, docks, chargers, adapters). It’s not for warehouse stock, consumables, or reordering workflows.
Download the printable checklist: offboarding-equipment-return-checklist.txt Return policy template: IT Asset Return Policy (Template)
TL;DR
- Always start from an assigned-items list (not memory).
- Verify serial numbers and accessories physically.
- Update assignment/location immediately and log what happened.
- If something is missing, treat it as an active follow-up (owner + deadline).
If you also run periodic audits, use: IT Asset Audit Checklist (for Small IT Teams).
What to Return (Don’t Skip Peripherals)
Small IT teams often track laptops but lose money on “small” items that never come back:
- charger + power cable
- docking station
- USB-C adapters / HDMI adapters
- laptop bag/case (if issued)
- spare keyboard/mouse (if issued)
To keep peripherals consistent, treat issued equipment as a kit: Laptop / Peripheral Kit Checklist (Template).
If you want a simple register to keep this consistent, use: IT Asset Register Template (CSV).
Offboarding Equipment Return Checklist
Before the last day
- Pull the assigned-items list
- Export or view the employee’s assigned items (laptop + peripherals).
- Confirm whether anything is stored at a second location (home office, satellite office).
- Decide the return path
- In-office handoff (preferred), or
- Shipping label + packaging instructions + deadline.
- Assign an escalation owner
Someone must own the follow-up if the return doesn’t happen (usually IT lead or ops).
Day-of return (verify physically)
- Verify identity (serial numbers)
- Confirm the laptop serial number matches the record.
- Confirm the dock serial number matches (if you track it).
- Verify accessories
Use a “kit” mentality:
- laptop present
- charger present
- dock present
- adapters present (if issued)
- Check condition + note issues
- working? (basic boot check is enough)
- visible damage?
- missing parts?
- Update records immediately
Do not leave this as “we’ll update later”.
At minimum update:
- assignee removed
- location updated (e.g., “IT Storage”)
- status updated (e.g., “In storage / Needs repair”)
- notes added (what was missing / damaged)
If you want a structured verification workflow, run returns as a mini-audit: Inventory sessions.
Security + closure
- Follow your device security policy
Examples:
- remove MDM profiles (as required)
- ensure encryption is enabled for storage before wipe
- wipe and reimage per policy
- Close the return
Mark the offboarding return as:
- complete (all items recovered), or
- incomplete (missing items follow-up created with a deadline)
If Something Is Missing (Follow-up Checklist)
- Check history and last verification date
- Who had it last?
- When was it last verified?
- Contact the employee + manager with the exact list
Be precise:
- item name(s)
- serial(s) if you have them
- the deadline
- Escalate if needed
If unrecovered:
- mark the item as missing/lost per policy
- record what happened (don’t leave ambiguity)
Common Failure Modes (and Fixes)
- “We didn’t know what to ask for.” Fix: assigned-items list + kit checklist.
- “We got the laptop back but not the dock.” Fix: track peripherals as first-class items (or as a kit).
- “The spreadsheet wasn’t updated.” Fix: update records at handoff, not later.
How InvyMate Helps Small IT Teams Close Offboarding Returns
- Track assignments and history (so you know what was issued).
- Keep audit-ready change history.
- Run inventory sessions when you need to reconcile reality.
Start here: Asset tracking built for small IT teams.
Related reading
Try InvyMate
Start tracking assets with QR codes and scheduled audits.