It’s a company policy that explains how employees must return company property when they no longer need it — typically during:
- employee offboarding (end of employment)
- device replacement
- assignment of new equipment
- end of a project or role
What an Equipment Return Policy usually includes:
- What items must be returned (laptop, phone, access cards, keys, tools, etc.)
- Return deadlines
- Required condition of returned equipment
- Who to return items to (IT, office manager, supervisor)
- Consequences for non-return (fees, payroll deduction where legally permitted, internal procedures)
- Verification process (checklist, documentation, signature)
Why your company needs an Equipment Return Policy
Helps ensure all equipment is returned by employees. Small and medium-sized businesses want to prevent situations where:
- an employee doesn’t return a laptop
- an access card is lost
- the employee retains company software or access
- the company faces loss or security risk