Equipment Return & Access Kit
Lost laptops or lingering accounts are two of the biggest risks during offboarding. This kit standardizes the process with a chain-of-custody checklist for assets, clear return instructions, and an IT deprovisioning list for Google/M365, Slack, VPNs, and more.
Export as a PDF packet for employees and a CSV tracker for HR/IT.
Join the Waitlist…
Be the First to Access the Equipment Return & Access Kit When We Release It
Equipment Return & Access Kit: The Complete Offboarding Checklist for HR and IT
Offboarding is one of those areas that HR and IT leaders often underestimate. Everyone focuses on onboarding—making a great first impression—but how you handle the last day matters just as much.
If you miss steps during the employee offboarding process, you risk lost equipment, unrevoked system access, compliance issues, and even security breaches.
That’s why many HR teams are moving away from ad hoc spreadsheets and scattered email reminders toward a standardized Equipment Return & Access Deprovisioning Kit.
This type of tool ensures every laptop, badge, and account is tracked, nothing falls through the cracks, and the process runs consistently across the organization.
Let’s walk through what an offboarding kit includes, why it matters, and how HR and IT can use it together to make the process cleaner and safer.
What Is an Employee Offboarding Checklist?
An employee offboarding checklist is a structured list of tasks to complete when an employee leaves the company—whether voluntary or involuntary.
It’s more than a courtesy; it’s risk management.
Typical elements include:
Collecting all company equipment (laptops, monitors, phones, badges).
Removing system access (Google/Microsoft 365, Slack, SSO, VPN).
Providing final payroll, benefits continuation information, and tax documents.
Conducting an exit interview (optional but recommended).
Key takeaway: Offboarding checklists protect the company, but they also provide a smoother transition for the employee.
Why IT Offboarding Matters
The IT side of offboarding is often the most urgent. Every hour an ex-employee retains access to company systems creates risk. Consider:
A 2023 survey from Beyond Identity found that 50% of former employees still had access to at least one company app after departure.
Data leaks, unmonitored accounts, or disgruntled actions can all stem from weak deprovisioning processes.
That’s why IT offboarding checklists are so important. A solid process ensures accounts are deactivated, passwords reset, and data secured before the employee walks out the door.
Key takeaway: Offboarding isn’t just an HR responsibility—IT plays a frontline role in security and compliance.
The Equipment Return & Access Deprovisioning Kit: What It Includes
A standardized kit should cover both physical and digital assets. Done right, it saves HR and IT countless hours and reduces confusion.
1. Chain-of-Custody Checklist for Equipment
Laptop, monitor, keyboard, mouse.
Mobile phone, tablet, hotspot device.
Building badge, parking pass, keys.
Credit cards, uniforms, other role-specific gear.
Why chain of custody? Because documenting what’s returned—and when—creates an auditable trail. An asset chain of custody form ensures you can prove the equipment was returned in good order.
2. Clear Return Instructions
In-person: Drop-off appointment with HR or IT.
Courier: Prepaid shipping label with step-by-step instructions.
Hybrid: Local staff drop off in person; remote staff use courier return.
Providing an employee equipment return letter or email helps set expectations. Include deadlines, packaging instructions, and a contact if something is missing.
3. IT Deprovisioning Checklist
Covers common systems:
Google/M365: Disable accounts, forward email, transfer files.
Slack: Remove user, archive DMs if necessary.
SSO/VPN: Revoke credentials, log out sessions.
CRM, HRIS, Finance systems: Audit and disable access.
4. Export Options for Tracking
PDF Pack: For the employee, with return instructions.
CSV File: For HR/IT to track progress across employees.
Key takeaway: A kit is more than a checklist—it’s a process package that works for both the employee and the organization.
Step-by-Step Offboarding Process
Offboarding should follow a structured sequence to avoid gaps in security or asset recovery. A streamlined flow looks like this:
Notify IT & HR immediately – As soon as a termination decision is finalized, HR should alert IT and any other relevant teams (security, facilities). This coordination prevents delays and ensures access is removed on time.
Send Equipment Return Instructions – Provide written guidance with clear deadlines, packaging instructions, and prepaid shipping labels (if remote). For in-person employees, schedule a same-day handoff.
Disable Access – IT should begin deprovisioning access at the same time or immediately after the termination meeting. This includes email, collaboration tools, SSO platforms, and any sensitive internal systems.
Collect Equipment – Arrange for laptops, phones, ID badges, and any other company-issued gear to be returned via courier, drop-off, or secure shipping.
Verify Assets Returned – HR or IT logs each item on a chain-of-custody form to confirm completeness and accuracy.
Confirm Accounts Closed – Run through a formal account deprovisioning checklist to confirm no access points were missed (including hidden or role-specific apps).
Finalize the Offboarding File – Document all steps in a PDF/CSV record for compliance and audit purposes. Store securely in employee files.
Key takeaway: The order matters—especially disabling access at the right moment. When followed consistently, this process safeguards company data, recovers assets quickly, and provides a defensible compliance trail.
Templates You Can Use
HR and IT teams don’t need to start from scratch every time. Standard templates save hours of work and reduce errors:
Employee Offboarding Checklist Template – A master list covering HR, IT, and facilities tasks in one place.
IT Offboarding Checklist (PDF or digital form) – Focused purely on system access and device recovery, ensuring IT never overlooks hidden accounts.
Equipment Return Form Template – A signed acknowledgment where employees confirm each item returned, creating a chain of accountability.
Laptop Return Letter Template – A simple, customizable message or document that spells out deadlines, return instructions, and what happens if equipment isn’t returned.
Access Removal Checklist Template – Ensures critical systems like email, SSO, VPN, cloud storage, and CRMs are fully deactivated.
Offboarding Spreadsheet Template – Useful for bulk RIFs, allowing HR to track multiple exits, equipment status, and compliance steps at once.
Key takeaway: Templates are valuable on their own, but integrating them into a single standardized offboarding kit keeps every team aligned and ensures a repeatable, auditable process.
How Long Should Employees Have to Return Equipment?
Most employers require equipment to be returned within 3–5 business days of termination, balancing urgency with practicality. Remote or out-of-state employees may need a slightly longer window due to shipping times.
Best practices include:
Provide prepaid return labels or courier pickup to make returns frictionless and avoid excuses.
Set deadlines in writing within the termination or equipment return letter to eliminate ambiguity.
Tie return compliance to final pay or severance when permitted by law—many companies hold back checks or severance releases until equipment is confirmed. (Always confirm with legal counsel, as rules vary by state.)
Track returns centrally so HR, IT, and Finance know when equipment is received and logged.
Key takeaway: The faster equipment is returned, the lower the risk of loss, theft, or data exposure. Clarity and convenience are the best tools to ensure compliance.
Best Practices for Access Removal
Access deprovisioning is one of the highest-risk steps in offboarding. Missing even a single account can lead to security breaches, data loss, or compliance violations. A comprehensive checklist should include:
Corporate email: Google Workspace, Microsoft 365, or other email systems.
Messaging tools: Slack, Microsoft Teams, Zoom, or equivalents.
SSO and MFA platforms: Okta, OneLogin, Duo, Ping Identity.
VPN and network access: All secure tunnels and firewalls.
Cloud storage: Google Drive, Dropbox, SharePoint, Box, or internal file servers.
Core business systems: CRM (Salesforce, HubSpot), ERP, HRIS, payroll, and financial systems.
Role-specific platforms: Marketing automation tools, developer platforms (GitHub, Jira), design software (Adobe, Figma), or specialized industry apps.
Audit every account post-deprovisioning. Some apps may not be tied to central SSO and can remain open if overlooked. Conduct periodic audits to validate that former employees no longer have residual access.
Key takeaway: One overlooked login can cause a costly security incident. A rigorous checklist and regular audits close the gaps.
Why HR and IT Should Standardize Together
Too often, HR tracks equipment while IT separately manages accounts. The overlap leads to gaps. By aligning into a single offboarding kit:
HR ensures the chain-of-custody for assets.
IT ensures secure deprovisioning.
Both have one record to confirm the process is complete.
Forward-thinking employers also combine this with outplacement services, giving employees not just an exit checklist but also career support. At TurboTransitions, for instance, we see that companies who pair clean offboarding with career coaching generate goodwill and protect their employer brand long-term.
Key takeaway: Offboarding isn’t just about risk—it’s a chance to show professionalism and care, even in tough moments.
“Good business leaders create a vision, articulate the vision, passionately own the vision, and relentlessly drive it to completion.”
— Jack Welch, Former GE CEO
FAQ: Employee Offboarding & Equipment Return
What should be in an employee equipment return checklist?
An equipment return checklist should account for all company assets issued to the employee. At a minimum, include:
Technology: laptop, monitor, docking station, mobile phone, headset, chargers, and peripherals.
Access devices: ID badges, keycards, security tokens, or building fobs.
Financial items: company credit cards, purchasing cards, or fuel cards.
Uniforms or branded apparel (if required for the role).
Role-specific equipment such as tools, medical gear, or specialized software dongles.
The checklist should clearly identify who verifies each item and outline instructions for returns (in-person drop-off, courier pickup, or prepaid shipping). Deadlines should be specified to avoid delays and security risks.
How do I write an equipment return letter/email?
An equipment return communication should be concise, clear, and professional. It should cover:
A greeting that acknowledges the employee respectfully.
A bulleted list of the items that must be returned.
The deadline for return (with date and time).
The method of return — in-office handoff, courier pickup, or prepaid shipping label.
Contact information for questions or issues.
Remote employees should be provided with prepaid return labels and packaging instructions. Avoid over-explaining — the goal is to eliminate confusion and give the employee everything needed to comply smoothly.
What is IT offboarding and why is it important?
IT offboarding is the systematic process of removing an employee’s access to all company systems when they leave. It matters because:
Data protection: It prevents unauthorized access to sensitive information.
Security risk reduction: Former employees may unintentionally or deliberately misuse access.
Regulatory compliance: Certain industries (finance, healthcare) have strict access control requirements.
Operational clarity: It ensures licenses, subscriptions, and accounts are reassigned or closed properly.
Strong IT offboarding protects the company, employees, and customers while reducing the likelihood of costly breaches.
What should be in an account deprovisioning checklist?
An account deprovisioning checklist should include all core and role-specific systems, such as:
Core access: Email, SSO/VPN, Active Directory.
Collaboration tools: Slack, Teams, Zoom, project management platforms.
Data storage: Google Drive, OneDrive, Dropbox, SharePoint.
Business systems: Finance software, CRM (e.g., Salesforce), HRIS, payroll, time tracking.
Specialized apps: Marketing automation, engineering platforms, design tools, or industry-specific systems.
Always double-check integrations (for example, removing an account from HRIS may not automatically disable access to connected benefits portals). A second reviewer should confirm completion to minimize risk.
How long should employees have to return a company laptop?
Most organizations require laptops and major tech assets to be returned within 3–5 business days of termination. Remote employees may be granted a longer window to account for shipping delays, but deadlines must be explicit. Companies that provide prepaid labels or scheduled courier pickups typically see faster, smoother compliance.
Clear timelines also reduce legal and financial risk — hardware delays can leave sensitive company data exposed.
What is a chain of custody form for assets?
A chain of custody form is a document that provides a verified record of company assets during the return process. It typically includes:
A detailed list of items returned.
The date and time of return.
The name and signature of the employee (if available).
The name and signature of the receiving staff member.
This form creates a paper trail for compliance, supports audit requirements, and protects the company if disputes arise about whether an item was returned. It is especially valuable for high-value equipment or regulated industries.
Wrapping Up
Employee departures are stressful enough without lost equipment or lingering system access. A standardized Equipment Return & Access Deprovisioning Kit brings order to the process.
By combining a chain-of-custody checklist, clear return instructions, and an IT deprovisioning list, HR and IT leaders can work together to create consistency, security, and compliance.
Add exportable PDFs for employees and CSVs for tracking, and you’ve got a system that scales with your workforce.
And if you want to go one step further? Pair clean offboarding with career support like outplacement. It’s not just about closing doors—it’s about leaving them with dignity, structure, and a bridge to what’s next.
Key takeaway: Offboarding done right protects your company, secures your data, and shows respect for employees at every stage of their journey.
Disclaimer
Disclaimer. These tools and their outputs are for informational purposes only and are not legal, compliance, financial, tax, or HR advice; using them does not create an attorney–client or advisory relationship. Laws vary and change—always review results with your legal, benefits, and HR advisors before acting.
Data & access. By default we don’t store personally identifiable information you enter. Each tool is unlocked per page with your work email so we can send exports/resources and optional help; one tool’s email doesn’t unlock others, and you can unsubscribe anytime. If you choose Save, your project is stored securely and auto-deleted after {{X}} days; you can request deletion anytime at contact@turbotransitions.com.
Privacy & security. We use commercially reasonable safeguards, but no method is 100% secure. For saved projects you remain the data controller and we act as a processor under your instructions. You’re responsible for reviewing outputs before sharing and for controlling access to shared links/PDFs/CSVs. We may use de-identified, aggregated usage data to improve the tools; we do not sell personal data.
Scope, third parties & liability. Outputs are generic/non-jurisdictional and may not be complete or current; compliance-adjacent items include “verify with counsel” reminders. Linked third-party sites (e.g., carriers/HRIS) have their own policies—we’re not responsible for their content or security. Services are provided as is/as available with no warranties; to the extent allowed by law, we’re not liable for indirect or consequential damages.
Tags: it offboarding checklist, equipment return form, employee equipment return email, account deprovisioning checklist, equipment return form template, laptop return letter template, equipment return checklist printable