Equipment Offboarding Checklist
71% of HR professionals report unreturned equipment when employees leave. The average cost is $2,000 per person. This checklist makes sure nothing slips through.
Employee name: ________________________________ Last day: ________________ Date completed: ________________
Hardware
- Laptop / desktop computer
- Laptop charger and power cable
- USB-C hub / docking station
- External monitor(s)
- Keyboard
- Mouse or trackpad
- Headset / headphones
- Company phone
- Phone charger
- Webcam (if external)
- Access cards / office keys
- Carrying case or laptop bag
Accounts & Access
- Email account disabled or transferred
- Slack / Teams account deactivated
- Cloud storage access removed (Google Drive, Dropbox, OneDrive)
- Admin panel access revoked
- VPN credentials revoked
- SSO / single sign-on apps disconnected
- Password manager vault transferred or archived
- Code repository access removed (GitHub, GitLab)
- CRM / project management tool access removed
- Shared passwords changed (Wi-Fi, shared accounts)
Data
- Work files backed up or transferred to team member
- Personal files removed from company devices
- Browser profiles and saved passwords cleared
- Downloads folder checked and cleared
- External drives returned (USB sticks, hard drives)
- Cloud sync apps disconnected (Dropbox, iCloud, Google Drive)
Final Steps
- Equipment condition noted (any damage, scratches, wear)
- Equipment return receipt signed by both parties
- Asset tracking records updated (marked as returned)
- Equipment wiped and reset for next assignment
- Return shipping confirmed (for remote employees)
- Offboarding complete — all items accounted for
Notes:
Employee signature:
Manager signature:
Tips for a Smooth Offboarding
- Start early. Don't wait until the last day. Begin the equipment return process as soon as the departure is confirmed.
- Assign an owner. One person (usually the direct manager or ops lead) should be responsible for completing this checklist.
- Remote employees need extra time. Provide a pre-paid shipping label and give 5 business days after the last day for shipping.
- Check the peripherals. The laptop usually comes back. The charger, dock, and headset often don't.
- Document condition at return. Note any damage so it's recorded before the next person receives the equipment.
Read more about the real cost of unreturned equipment and our complete offboarding guide.
Generate checklists automatically
AssetJay creates personalized offboarding checklists from your asset records. Every item assigned to the person, ready to check off.
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