Why Equipment Tracking Starts Before Offboarding

71% of HR professionals report at least one employee who failed to return company equipment. The average cost of unreturned assets is around $2,000 per person.

In most cases the problem is tracking rather than technology, because it's hard to get something back if you can't show who had it.

How Equipment Walks Out the Door

It's rarely malicious. Most unreturned equipment follows one of these patterns:

• Nobody made a list. The employee leaves. Someone remembers the laptop but forgets the monitor, the external keyboard, the headset, and the software licences. A week later, somebody asks, "Did we get the charger back?", and nobody's sure.
• Remote employees. Hybrid and remote workers are 17% more likely to not return equipment than on-site staff. Shipping logistics create friction: who sends the box? Who pays for shipping? Where does it go?
• It was never assigned. The equipment was purchased but never formally tracked as belonging to anyone. Now it's gone, and there's no record it existed.
• The departure was quick. Sometimes people leave suddenly. Terminations, resignations without notice, or contract endings. If you don't have a pre-built checklist, things get missed.

The Real Cost Is Bigger Than Hardware

The $2,000 per-person figure is just the hardware. The full cost includes:

• Replacement purchases. You buy a new laptop because the old one didn't come back.
• Software licences still billing. Seats that are still assigned to departed employees. SaaS subscriptions that nobody cancelled because nobody knew they existed.
• Security exposure. 31% of organisations report ex-employees still having access to SaaS applications. An unreturned device with active sessions is a data breach waiting to happen.
• Time spent chasing. The back-and-forth emails, the Slack messages, the awkward "Hey, do you still have our monitor?" conversation weeks after someone left.

Why Tracking Needs to Start Before Offboarding

Most companies think about equipment tracking at the wrong moment. They think about it when someone is leaving. By then, it's too late to build a system. You're scrambling to figure out what they have based on memory, old emails, and guesswork.

Effective equipment retrieval requires a system that was in place before the departure:

• At purchase: The asset is logged and assigned to a person.
• At assignment change: When equipment moves between people, the record updates.
• At departure: You pull up the person's name and see everything they have straight away.

The system can be simple, as long as it exists and someone keeps it current.

What a Good Offboarding Equipment Process Looks Like

The process itself is straightforward once you have the data:

• Generate the list. Pull up everything assigned to the departing employee: hardware, peripherals, software licences, access cards.
• Share it early. Send the list to the employee (or their manager) on their first day of notice. Don't wait until the last day. If you have a signed equipment agreement, reference it directly.
• Set the return method. On-site? Shipped? Drop-off at the office? For remote employees, send a pre-paid shipping label.
• Check items off. As equipment comes back, mark it returned. Note the condition.
• Handle the software. Revoke licences, transfer ownership, cancel any subscriptions tied to the employee.
• Close the loop. Once everything is returned, reassign or store the equipment. Update the records.

For more detail, see our equipment offboarding checklist.

The Minimum Viable Tracking System

You don't need an enterprise ITAM platform. You need three things:

• A list of what you own. Every piece of equipment, logged with a name, type, and purchase date.
• Assignment records. Who has each item. Updated when things move. Our guide on tracking employee equipment covers how to set this up.
• One-click offboarding view. The ability to see everything assigned to a person in under 30 seconds.

If your current system can do those three things, you're covered. If it can't, you have a gap that will cost you the next time someone leaves.

Preventing the $2,000 Problem

The fix is mostly a habit, and a fairly boring one:

• Log equipment when you buy it.
• Assign it to a person when you hand it over.
• Update the assignment when it moves.
• Generate the checklist the moment someone gives notice.

If you do those four things consistently, most of that $2,000 per person should stop going missing.

AssetJay automates this: every person has an auto-generated equipment list, and warranty alerts make sure you never miss a claim window. Start free with 25 assets.