Email template · Resignation and offboarding
Return of company property email
In short
A return company property email tells a departing employee exactly which items to return, how and by when: laptop, badge, phone, keys, headset, tools or uniforms. It gives shipping instructions for remote workers and explains what happens if items aren't returned. Below are templates for a first request, a remote laptop return, a reminder and a final notice.
When to send it: Send the first request as soon as the separation date is confirmed, ideally a week before the last day. Send reminders at three to five business days and ten business days after the deadline if items are still outstanding.
Return of company property email: 4 versions
First request (onsite)
SubjectReturning your company equipment by [Return Deadline]
Hi [First Name], As part of your offboarding, please return the following company property by [Return Deadline]: - [Laptop, model and asset tag] - [Charger and accessories] - [ID badge / access card] - [Keys, fobs or parking pass] - [Mobile phone, headset, scanner, tools or uniforms] You can hand everything to [Person] at [Location] between [Time Range]. They'll check each item against our records and give you a signed receipt. If any item is lost or damaged, just let me know before the deadline so we can sort it out. Thanks, [Your Name] [Title], [Company]
Remote laptop return
SubjectYour laptop return kit is on its way
Hi [First Name], We've sent a prepaid return box to [Shipping Address] with tracking number [Tracking Number]. It should arrive by [Delivery Date]. Please pack: - [Laptop, asset tag] - [Charger] - [Monitor, dock, headset or other items listed on your equipment record] Then drop the box at any [Carrier] location by [Return Deadline]. The label is already paid for. A few things to know: - Don't factory reset or wipe the laptop. IT will do that securely. - Save any personal photos or documents before [Access End Date], when your login stops working. - Keep your drop-off receipt until we confirm delivery. If the box doesn't arrive, or you've moved, reply with your current address and we'll send another. Thanks, [Your Name] [Title], [Company]
Reminder
SubjectReminder: company equipment still outstanding
Hi [First Name], Our records show we haven't yet received the following items, which were due back on [Return Deadline]: - [Outstanding Item 1, asset tag] - [Outstanding Item 2] Could you return them by [New Deadline]? [Repeat return instructions or note that a new prepaid label is attached.] If you've already sent them, please reply with the tracking number and I'll follow up with our IT team. Thanks, [Your Name] [Title], [Company]
Final notice
SubjectFinal request: return of [Company] property
Dear [First Name], We've written to you on [Date of First Request] and [Date of Reminder] about the company property listed below, which has not been returned: - [Item, asset tag, replacement value] Please return these items by [Final Deadline] using [return method]. If we don't receive them by that date, [state the next step allowed by your signed equipment agreement and applicable law, e.g. we will request reimbursement of $[Amount], the current replacement value, as set out in the equipment agreement you signed on [Agreement Date]]. If there's a reason you can't return the items, please contact me at [Phone Number] before [Final Deadline]. [Your Name] [Title], [Company]
Subject line ideas
- Returning your company equipment by [Return Deadline]
- Your laptop return kit is on its way
- Equipment return instructions for your last day
- Reminder: company equipment still outstanding
- Please return your badge and laptop
- Final request: return of [Company] property
- Action needed: return your [Company] laptop
SMS and WhatsApp version
Hi [First Name], it's [Your Name] from [Company]. Your laptop return box arrives [Delivery Date]. Please pack the laptop and charger and drop it at any [Carrier] location by [Return Deadline]. The label is prepaid. Reply if you've moved.
Placeholders to replace: [First Name], [Return Deadline], [Person], [Location], [Time Range], [Shipping Address], [Tracking Number], [Delivery Date], [Carrier], [Access End Date], [New Deadline], [Final Deadline], [Amount], [Agreement Date], [Phone Number], [Your Name], [Title], [Company]
Start with an accurate equipment list
The email is only as good as your records. If you don't know that a contact center agent took home a headset, a USB dongle and a second monitor during a remote-work period, you can't ask for them back. Return rates go up sharply when the request names each item with its asset tag, because the employee can tick things off rather than guess.
The list should come from the equipment issue form signed at onboarding or when the item was handed out. When items come back, record them on a company property return form and give the employee a copy. That receipt protects both sides if there's a dispute later.
Remote returns need a kit, not a request
Asking a former remote employee to "ship the laptop back" without a box or a label is how laptops end up in closets. The working approach is to ship a prepaid return kit with padding and a label so the employee only has to drop it off. Kits typically cost far less than a replacement laptop, and most companies see much higher return rates once they stop asking people to find their own box.
Time it so the kit arrives before the last day, while the employee still feels connected to the company. Tell them clearly not to wipe the device: IT needs to recover files and remove it from device management properly. Pair this email with the last working day email so the employee sees equipment return as part of a normal process rather than a demand.
Deductions from final pay: be careful
It's tempting to deduct the cost of an unreturned laptop from the final paycheck. In many places that's risky or not allowed. Under the federal FLSA, deductions for employer property cannot bring a non-exempt employee's pay below minimum wage or cut into overtime owed. Many states go further: some require specific written authorization for each deduction, and some, such as California, sharply restrict deductions for lost or damaged equipment except in cases of dishonesty or gross negligence.
The safer path is to ask for return or reimbursement in writing, document the requests, and involve HR or counsel before deducting anything or referring the matter to collections or law enforcement. Rules vary by state and country, so check the law where the employee works before the final notice goes out.
Tone and sequence
Most employees return equipment if you make it easy and remind them politely. Keep the first request friendly and practical. Make the reminder neutral and factual. Save formal language and consequences for the final notice, and only state consequences you are actually entitled to apply.
For involuntary departures, collect onsite equipment during the separation meeting where possible, and send the request alongside the termination email for anything not collected. Send messages to the personal email address, since work email will be off. Tracking replies in one email thread per employee keeps the record clean.
Mistakes to avoid
- Asking for items you never issued or that were already returned. Reconcile with IT first.
- Threatening deductions or police reports in the first email.
- Sending the request only to a work inbox that shuts off on the last day.
- Leaving security keys active while you wait for equipment. Turn off badge and system access on schedule regardless.
Frequently asked questions
How do I ask an employee to return company property?
Email them a list of each item with asset tags, the return method, the deadline and who receives it. For remote staff, send a prepaid return kit. Confirm receipt in writing once items arrive.
How do I write a laptop return email?
Name the laptop and accessories, tell the employee how the return kit or label works, give a drop-off deadline, ask them not to wipe the device, and give a date when their access ends so they can save personal files.
What if an employee does not return company equipment?
Send a reminder and then a final notice listing the items, previous requests and a deadline. Before deducting from pay or taking further action, check your signed equipment agreement and state wage deduction rules.
Can I deduct an unreturned laptop from a final paycheck?
Sometimes, but rules are strict. Federal law bars deductions that drop non-exempt pay below minimum wage, and many states require written authorization or limit deductions for lost equipment. Get HR or legal review first.
How long should an employee have to return equipment?
For onsite staff, the last day. For remote staff, about five to seven business days after the return kit arrives is a common window.