If your company provides laptops to its remote employees, you should have a clear return policy in place to ensure that your company's assets, data, and files remain protected. Whenever you send a laptop to an employee, make sure to let them know about these policies regarding how to return it and what their responsibilities are in case of damages or theft.
There are no laws in the US requiring businesses to have return policies for their laptops from employees. However, having one for laptop return can minimize losses and maintain trust within your company. Let’s discuss seven reasons why having a laptop returns policy is essential for your business.
7 Reasons Why You Should Have Laptop Return Policies
These are seven important reasons why you must have return policies for the security of your IT assets and business:
1. To Ensure That Company Assets Are Protected
When laptops are issued to remote employees, they become riskful company assets. Having a well-defined return policy ensures these devices are returned in good condition with all the data when an employee leaves the company or when equipment needs replacing. Clear guidelines help avoid confusion and reduce the risk of unreturned or damaged devices.
Such as, if your company provides laptops to employers in custom boxes, then the policies should mention strictly that returning these laptops should be safely packaged within these boxes, otherwise, the employer will incur extra charges in case the boxes are lost.
2. Simplify the Return Process
Having a proper return policy simplifies the return process for the employees and for the IT or HR department as well who deals with these issues. After reading these policies, the employees will know exactly what to do when returning the laptops. The policies should mention clearly what to do when returning the laptops, such as:
- How to package the laptop in the return boxes.
- When to request the return boxes (if instructions are to request for separate return boxes).
- Deadline for returning the laptop after leaving the company.
- Who will incur the return shipping charges.
3. Save Some Valuable Time
Unless you display a return policy, employees will have to contact you with any questions regarding exchanges, or returns for a laptop. Having to answer the same questions repeatedly will waste valuable time for your business.
As a result, your employees will be frustrated because they will have to wait for a response and an answer rather than simply finding what they were looking for.
Make sure to inform your employees about the Return Policy when giving the laptops and also when they plan to return them. Send them the policy in email or in a written manner on the laptop box when they plan to return it.
4. Shows Professionalism
IT asset returns policies are important to demonstrating your company's responsibility and professionalism to employers. Companies that prioritize secure IT asset management and implement organized procedures are seen as responsible and reliable.
This will be beneficial to companies of all sizes, but particularly to new ones or those that are just starting out and looking to build trust with their employees. Having your laptop return policy displayed alongside other company guidelines (such as IT policies) reinforces your company’s standards and builds trust with employees.
5. Prevent the Misuse of Company Equipment
If there are no proper return policies, then the employee might misuse the laptop equipment or even sell company data which can be bad for your company. That’s why having a data destruction process in place is as important as securing your IT asset.
In your policy, you could let the employees know that you monitor laptop usage and when and who uses it, or if data is transferred to an unauthorized person then they will be responsible for and asked to return the laptop. The goal is to prevent misuse of company equipment and data.
For example, an employee who receives a company-provided laptop may misuse it for personal gain. They might install unauthorized software, store sensitive company data on insecure platforms, or even lend the laptop to someone outside the organization. In some cases, employees may fail to return the laptop after leaving the company, claiming it was lost or damaged beyond repair. Upon inspection, the device might show signs of tampering, unauthorized data transfers, or physical damage, indicating neglect or intentional misuse.
Such cases can be managed by closely monitoring the usage patterns of company equipment, implementing remote tracking and management software, and clearly communicating the consequences of violating return policies. Additionally, ensuring a robust process for retrieving laptop and computer equipment after an employee's tenure ends can help mitigate these risks.
6. Resolve Return Issues Easily
A laptop return policy that clearly states how to use and handle laptops can help prevent disputes in the future between employees and management. Such as if the laptop is damaged while being in employee custody then the company should clearly state in their policy that any physical damage should be covered by the employees themselves or it will be deducted from their salary.
7. Encourage Accountability
A structured laptop return process and policy in a company promotes responsibility among the employees and they are more likely to care for company equipment when they know they are accountable for its condition.
Such as an employee says that they have lost a laptop or it got damaged while in their possession. The return policy should outline steps such as conducting an investigation, verifying the claim, and determining liability. If the employee is found responsible, the policy should clearly state that the costs of a lost laptop or any repair will be deducted from their salary.
By establishing a clear laptop returns policy, your business can use its equipment, promote accountability, and ensure smooth operations.
How to Create a Laptop Return Policy for Your Company
If your business wants to streamline laptop returns, then hire a service provider like Remote Retrieval, and create an effective equipment policy:
- Clearly Outline the Steps
- Set Deadlines
- Provide Packaging Guidelines
- Communicate Responsibility for Shipping
- Include Contact Information
Include instructions for requesting a return box, securely packaging the device, and shipping it back.
Define specific timelines for initiating the return process after an employee leaves or a replacement laptop is issued.
Explain what to include (e.g., chargers, original accessories) and how to secure the laptop to prevent damage during transit.
Specify whether your company or the employee is responsible for shipping costs.
Provide a clear point of contact for questions or assistance with returns.
Conclusion
Having proper laptop return policies for your employees is important to protect your company's valuable resources and data. These policies encourage accountability and responsibility among employees and they take care of company issued laptops as their own.
We hope these seven reasons are more than enough to convince you to establish the laptop return policies for your company.