What HR Needs to Ask: Your IT Offboarding Guide & Checklist
- Alucid Team
- Jun 19
- 3 min read
Offboarding employees can be a sensitive and fast-moving process—but overlooking the return of IT equipment can lead to costly losses, compliance issues, and potential data breaches. HR teams play a critical role in managing this process, especially in today’s remote and hybrid work environments where recovering assets isn’t as simple as collecting a laptop from a desk.
We've created this comprehensive IT Offboarding Guide to you walk through each step with confidence. Use our downloadable IT Equipment Offboarding Checklist to stay organized and ensure a smooth and secure transition.
✅ Does Your Company Have a Company Asset Policy in the Employee Handbook?
If not, start here. Every employee should clearly understand what equipment belongs to the company and what the return expectations are. This should be outlined in your onboarding documents and reinforced during employment.
✅ Did the Employee Sign an Asset Agreement During Onboarding?
Confirm whether the departing employee signed documentation acknowledging the receipt of company-issued IT equipment—and their responsibility to return it. If no such form exists, now is the time to implement one for future hires.
✅ Has the Employee Been Notified They Must Return All Company IT Equipment? Clear and documented communication is key. Notify the employee through multiple channels:
Verbal conversation
Personal email (with read receipt if possible)
Physical letter sent to their home address
Having a documented record of this outreach is crucial for accountability.
✅ Have You Provided a Detailed List of Items to Be Returned?
Make sure the employee knows exactly what needs to come back. This might include:
Laptops or desktops
Chargers and power cords
Monitors and docking stations
Keyboards, mice, headsets
Security keys or access badges
Providing a checklist ensures nothing is overlooked—and makes your job easier when verifying returned items.
✅ Have You Set a Clear Timeframe for Return?
Always give a specific deadline—don’t leave it open-ended. Set expectations early and be consistent with follow-up communication.
✅ Have You Supplied Prepaid Shipping Materials?
For remote employees, the process should be as easy and foolproof as possible. Send:
Custom boxes or packing kits
Packing instructions
A prepaid return label
This removes friction and increases the chances of full asset recovery.
✅ Are There Payroll Policies in Place Regarding Unreturned Assets?
Check your company’s policies (and applicable state laws) around:
Withholding final paychecks
Deducting the value of unreturned equipment
If these policies exist, make sure they were disclosed to the employee ahead of time and are clearly outlined in the employee handbook or asset agreement.
✅ Have You Informed the Employee About Payroll Deductions?
If deductions or paycheck withholding are an option, the employee must be notified in writing. Transparency is critical to avoid legal complications.
✅ Has Legal Counsel Been Involved in Official Communications?
If the equipment is valuable or if there’s concern about non-compliance, HR should:
Involve internal legal counsel if possible or retain outside representation when needed
Send an official letter on company letterhead requesting the return of all company assets by a specific date
This adds weight and urgency to the request while protecting the company legally.
Wrap-Up: HR’s Critical Role in IT Offboarding
IT offboarding isn’t just an IT department responsibility—HR plays a frontline role in making sure assets are recovered, policies are followed, and documentation is airtight. A proactive and structured approach helps protect your company’s equipment, data, and bottom line.
Need assistance with managing IT asset retrieval for remote employees? We can help you automate the process—from pre-labeled return kits to full-service asset recovery, sanitization and disposal. Contact Alucid Solutions today!
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