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Return company property checklist

Return all company property on or before your final working day. Get a receipt in writing. Property to return includes hardware, access cards, uniform, credit cards, keys, vehicles, printed documents and digital files. Missing or damaged property can be deducted from final pay.

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Full return checklist

Hardware and equipment

  • Laptop (with charger and case).
  • Company phone or tablet.
  • Docking station, monitor, keyboard, mouse.
  • Headset, webcam, other peripherals.
  • Portable storage devices (USB drives, external hard drives).
  • Printer, dictaphone or other role-specific equipment.

Access and identification

  • ID badge or pass.
  • Office and locker keys.
  • Building fobs or key cards.
  • Car park permits.
  • Access cards or tokens (RSA, YubiKey).

Uniform and PPE

  • Branded clothing, jackets, hats.
  • PPE (helmet, safety boots, high-vis, gloves).
  • Tools and toolkits.
  • Specialist equipment (breathing apparatus, defibrillator).

Financial

  • Company credit card.
  • Corporate expense card.
  • Petty cash float.
  • Season ticket loan settlement.

Vehicles

  • Company car (with V5, service documents, spare keys).
  • Company van.
  • Fleet fuel cards.
  • Parking permits.

Documents and files

  • Printed documents, files and reports.
  • Client contact lists.
  • Personal notes containing company information.
  • Backups of company data on personal devices.

Digital access

  • Log out of all company accounts on personal devices.
  • Delete company data from personal cloud storage.
  • Remove company MDM profiles from personal phones.
  • Transfer any company files stored personally.

Delivery template letter

[Date]

Dear [Line Manager / IT / HR],

I confirm return of the following company property on my final working day:

  1. Laptop [serial number] with charger and case.
  2. Company phone [device model, serial number].
  3. ID badge [ID number].
  4. Office keys - [number] keys.
  5. Car park pass [pass number].
  6. [Additional items as applicable].

Please confirm receipt in writing. I have also confirmed logout from all company accounts on my personal devices and deletion of any company data stored personally.

Yours sincerely,

[Your Name]

Receipt request

Always request a written receipt for returned items. The receipt should:

  • List each item with serial number where applicable.
  • Confirm date of return.
  • Be signed by the receiving IT or HR staff member.

Retain a copy of the receipt. This protects against later disputes over missing property.

Deductions for missing or damaged property

Employers can deduct the value of missing or damaged property from final pay under section 13 ERA (subject to the "reasonable" test). Common deductions:

  • Laptop or phone if not returned.
  • Damaged equipment beyond normal wear and tear.
  • Season ticket loan outstanding balance.
  • Unrepaid training investment where a return-of-service clause applies.

The employer must give written notice of any deduction and its calculation.

What to keep vs return

ItemReturn / Keep
Personal photos on company phoneExtract to personal, then wipe
Personal contacts on company phoneExtract to personal, then wipe
Personal files on laptopCopy to personal drive, then wipe
Company files on personal devicesDelete after confirming with IT
Personal training certificates from company coursesKeep (yours to retain)
Company IP created during employmentReturn - belongs to employer

Digital deletion protocol

  1. Log out of Microsoft 365 / Google Workspace on personal devices.
  2. Remove company email account from personal Outlook / Mail app.
  3. Delete company Slack / Teams / Zoom from personal devices.
  4. Remove MDM profiles authorised by the company.
  5. Delete company files from personal iCloud / Google Drive / Dropbox.
  6. Confirm deletion in writing to IT.

Company vehicle handover

If returning a company car or van:

  • Full valet (or ensure clean).
  • Full tank of fuel or agreed treatment.
  • All keys (spare and main).
  • V5 document.
  • Service history.
  • Fuel cards.
  • Toll transponders.
  • Personal effects removed.

Photograph the vehicle inside and outside on handover as evidence of condition.

Useful calculators

Related guides

Authority pages

Frequently asked questions

When do I return company property?
On or before the final working day, unless otherwise agreed. Get a written receipt from IT or HR for everything returned.
What if I lose company property?
Report it in writing to the line manager and IT as soon as possible. The employer may deduct the replacement cost from final pay under section 13 ERA (subject to the reasonable test). Insurance may cover some items.
Can the employer deduct pay for missing property?
Yes under section 13 ERA (subject to the reasonable test). The employer must give written notice of the deduction and its calculation. Excessive deductions can be challenged as an unlawful deduction from wages.
Do I have to delete personal files from company devices?
You can extract personal files (photos, contacts) to your personal storage before returning the device. Company IT will wipe the device on return. Save nothing personal on company hardware.
What about company data on my personal devices?
Delete it. Log out of company accounts on personal devices, remove MDM profiles authorised by the company, and delete company files from personal cloud storage. Confirm deletion in writing to IT.

Sources and further reading

General information about UK employment law, not legal advice. For your situation, contact ACAS or an employment-law solicitor.