How to Track IT Assets for Remote Employees (Shipping + Returns SOP)

Remote and hybrid teams don’t lose devices because they’re remote — they lose them because shipping, assignments, and returns don’t have closure.

This SOP is designed for small IT teams tracking laptops and peripherals across remote employees. It’s not for warehouse stock, consumables, or reordering workflows.

TL;DR

• Treat shipping as part of the asset record (tracking number + dates).
• Offboarding returns need an owner, a deadline, and a checklist.
• Verify serial numbers when devices leave and when they come back.
• Audit quarterly so records don’t drift.

Start here:

• Hub: IT Asset Management Hub
• Returns checklist: Offboarding Equipment Return Checklist
• Policy template: IT Asset Return Policy (Template)
• Audit baseline: IT Asset Audit Checklist (for Small IT Teams)
• Register template: IT Asset Register Template (CSV)

The 3 Failure Points in Remote IT Asset Tracking

1. Shipping is untracked

• IT has no tracking number, no ship date, no delivery confirmation.

2. Assignments are vague

• Device is “somewhere” and responsibility is implicit.

3. Returns aren’t closed

• Offboarding becomes messages, not a checklist with outcomes.

Fix these three and your loss rate drops fast.

SOP: Shipping a Laptop to a Remote Employee

Step 1: Confirm what’s being issued (kit)

Define the issued kit:

• laptop
• charger
• dock (if issued)
• adapters (if issued)

Template: Laptop / Peripheral Kit Checklist.

Step 2: Verify identity before shipping

Record:

• serial number
• asset ID/tag ID
• condition (working / damaged)

Step 3: Record shipping details in the asset notes

Minimum fields to record:

• carrier (UPS/FedEx/etc.)
• tracking number
• ship date
• destination country (if relevant)
• expected return address (your IT storage)

If you keep a spreadsheet, add a simple “shipping tracking” note convention. If you have an API/integration workflow, this is a good place to automate: Inventory API Integrations: The Role of APIs.

Step 4: Confirm delivery

Confirm:

• delivered date
• employee acknowledgement (a short DM/email is fine)

Then finalize assignment:

• assigned_to = employee
• status = Assigned

SOP: Offboarding a Remote Employee (Returns)

Step 1: Start from the assigned-items list

Do not rely on memory.

• export assigned items (laptop + peripherals)
• include the kit list

Checklist: Offboarding Equipment Return Checklist.

Step 2: Send the return pack (label + instructions + deadline)

Return pack should include:

• shipping label
• packaging guidance
• return deadline
• escalation owner

Step 3: Track the return like you tracked shipping

Record:

• tracking number
• ship-back date
• expected arrival date

Step 4: Verify on receipt and close the loop

On receipt:

• verify serial numbers
• verify peripherals
• update assignment/location immediately
• record missing/damaged items and create a follow-up

Policy baseline: IT Asset Return Policy (Template).

Quarterly Verification (Remote Makes It More Important)

Remote teams benefit from tighter cadence because devices are harder to “just find”.

Baseline:

• laptops and issued peripherals: quarterly
• spare pool: monthly

Checklist: IT Asset Audit Checklist (for Small IT Teams).

FAQ

Do we need signatures for issuing devices?

Not necessarily. Track serials + shipment + assignment + last verified. “Audit-ready history” beats paperwork in most small teams.

What should we do if a device is not returned?

Treat it as a tracked follow-up:

• owner + deadline
• explicit missing list
• escalation path

Don’t leave it ambiguous in records.

How do we handle international remote employees?

Add two extra fields to notes:

• destination country
• customs/return constraints (if any)

Keep the process the same: track shipping and close returns.

How InvyMate Helps

InvyMate supports remote workflows by keeping assignment and verification consistent:

• QR labeling and fast identification
• assignment 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 Return Policy (Template)
• IT Asset Audit Checklist (for Small IT Teams)
• Inventory API Integrations: The Role of APIs