The Importance of Efficient Laptop Return Services for IT Departments
53% of IT teams report challenges gaining or maintaining complete visibility of their technology investments [Source: Flexera 2024 State of ITAM Report]. That’s a pretty big number—and it speaks volumes about how difficult it still is for organizations to keep track of their assets, especially when employees leave and it’s time to get devices back.
If you're in IT, you know that keeping track of company laptops isn’t just about the hardware—it also involves data security, asset visibility, and making sure nothing slips through the cracks. And when someone leaves the company, getting that laptop back? That’s when the real challenge begins.
Now that remote and hybrid work is pretty much here to stay, coordinating laptop returns is a whole different ball game. Let’s talk about why a streamlined laptop return service is so important—and how it can help you cut costs, reduce risk, and make your IT asset management a lot less stressful.
The Growing Challenge of Laptop Returns
Before remote work became the norm for so many companies, retrieving a laptop was as simple as stopping by someone’s desk on their last day. But now? Your workforce could be scattered across the country—or even across time zones. This shift has made it a lot harder to return laptops quickly and securely.
The stakes have never been higher. In fact, a 2025 report from Trend Micro found that nearly three out of four cybersecurity leaders have dealt with security incidents caused by unknown or unmanaged assets(source). That’s a huge number—and it shows that missing laptops and shadow IT aren’t just annoying logistics problems; they’re serious security risks. Without a solid laptop inventory management process, devices slip through the cracks all the time.
Whether you're collecting a MacBook from a remote employee in Seattle or trying to coordinate the laptop retrieval of multiple assets across departments, you need a system that won’t break under pressure. Without clear protocols in place, employees may not return the laptop on time—or at all.
Many companies now create step-by-step guides for returning laptop equipment, especially when employees are offboarded remotely. Even when you give clear instructions, delays in returning laptops can still impact how available your assets are and put your security at risk.
The Hidden Costs of Inefficient Laptop Return Processes
It’s tempting to think an unreturned laptop is just the cost of doing business. But the impact can be huge:
Financial Losses: The average lost laptop costs nearly $50,000 when you factor in sensitive data exposure, regulatory risk, and hardware replacement (Source).
Data Security Threats: More than 75% of organizations have experienced at least one attack related to poor endpoint device management (Source). When laptops go unreturned or unmanaged, they become high-risk endpoints—leaving your company vulnerable to data breaches, compliance issues, and financial loss.
Operational Delays: If you don’t have that laptop back in time, onboarding a new hire or reallocating equipment gets pushed back—and your team spends time chasing hardware instead of supporting your infrastructure.
A good laptop return service takes the chaos out of the process and really lowers your risk level. It lets you feel confident knowing every laptop return is tracked, managed, and secured.
In today’s distributed work environment, it’s critical to make it as easy as possible for employees to return a laptop. The more steps they have to take, the more likely they are to delay returning the laptop—or just not return it at all.
To boost your success with returning laptop equipment, try sending a branded checklist that clearly lays out each step. It takes the guesswork out and helps keep your process consistent.
What to Look For in a Laptop Return Service
So what separates a solid laptop return solution from a patchwork process? Look for a laptop return service that offers:
Prepaid Return Kits: Employees get everything they need—box, label, and instructions—so they don’t have to figure it out on their own.
Automated Reminders: Follow-ups by email keep laptop returns on track, without your team having to send nudge after nudge.
Real-Time Tracking: Know exactly where each laptop is and when it’s expected to arrive.
Secure Handling: Devices should be handled in compliance with data compliance regulations (like GDPR, HIPAA, and SOX).
Integration Options: Bonus points if it syncs with your ITSM tools—so your workflow stays intact.
A good laptop return service will also support partial and bulk returns, accommodate global teams, and simplify employee offboarding by making it easier to return the laptop securely and on time.
Consider the employee’s experience too. If returning the laptop is confusing, poorly timed, or inconvenient, it’s far more likely to be delayed. Simplicity is key when managing multiple employees who are returning laptops from home.
Retriever’s End-to-End Laptop Return Service
Managing the return of company laptops and monitors from remote employees can be stressful—but it doesn’t have to be. At Retriever, we specialize in providing a seamless and efficient laptop return service designed to alleviate the burdens faced by IT departments.
What's Included in Our Laptop Return Service
Our laptop return service is thoughtfully designed to make the process effortless for both you and your employees:
Padded Laptop Return Kit: We ship a secure, eco-friendly padded laptop box directly to your employee. Each kit includes a prepaid self-stick return label (no printer required!), easy packing and shipping instructions, and tape.
Employee Email Communications: We handle all communications with your employee, including up to three reminder emails if they delay returning their laptop.
Tracking Updates: Stay informed with tracking updates sent directly to your company email address, allowing you to monitor the laptop retrieval process in real-time.
Responsive Support: Our team is available to provide responsive email support throughout the process, ensuring any questions or concerns are promptly addressed.
Whether you need to get back one laptop or you’re trying to coordinate a large-scale laptop return across multiple regions, Retriever is built to scale with your needs.
We’ve seen strong success in cutting down lag time between offboarding and returning the laptop by streamlining communication and packaging.
Global Reach
Retriever supports returning laptops from anywhere in the U.S., Canada, and the UK—with expanded services in Europe coming soon. Our laptop return service supports self-service shipments through our platform and our Enterprise dashboard.
Additional Features:
No Setup Fees or Contracts: A straightforward, commitment-free laptop return service with no recurring fees.
Optional Insurance Coverage: Add peace of mind by insuring valuable hardware during laptop retrieval.
Eco-Friendly Materials: Our boxes are recyclable and reusable, supporting your company’s sustainability goals.
With our simple process, your employees know exactly how to return the laptop, and your team stays in control of the entire laptop return lifecycle.
Enterprise-Grade Laptop Return Service for Growing Teams
If you're managing laptop returns at scale—whether that’s 50 or 500 a month—Retriever's Enterprise solution has your back. Here’s how we help larger IT teams:
Centralized Management Portal
Access a single, intuitive dashboard where you can view the status of every active return, monitor tracking updates in real-time, and keep historical records of every completed retrieval. This visibility helps you streamline your laptop return service and eliminate guesswork.
Default Return Settings
Speed up the initiation process by saving and reusing your preferred return configurations. Whether you’re shipping to remote employees or managing international laptop retrieval, you can apply pre-set preferences with just a few clicks—saving time and reducing errors.
Team Collaboration
Add other team members to your account so multiple users can create, manage, and monitor laptop returns together. Assign roles and responsibilities or allow different departments to track their own devices—all within one platform.
API Access
Easily integrate Retriever with your ITSM or asset management systems, such as ServiceNow, Teqtivity, or Zapier. Our API allows you to automatically trigger device retrievals, sync return statuses, and maintain up-to-date asset records without jumping between platforms.
Our laptop return service is designed to work with the systems you already use—and scale up without slowing you down.
Going Beyond Laptop Returns: Warehousing, Redeployment, and Secure Disposal
The laptop return process is just one part of the full asset lifecycle. Retriever helps you manage what happens next:
Laptop Warehousing & Redeployment
After a laptop return, Retriever securely stores your devices in a 24/7 monitored facility. Each laptop undergoes condition checks, cleaning, necessary repairs, and OS provisioning. When you're ready, a single click deploys the prepared device to your employee, ensuring a seamless experience.
Refurbishment Services
Retriever's refurbishment process includes thorough condition assessments, cleaning, and servicing for repairs. Operating systems are provisioned to ensure each laptop is ready for immediate use upon redeployment.
Full Device Visibility
With Retriever's platform, you have complete visibility into your laptop inventory. Track every action taken on your assets—from initial setup, through each deployment, to secure disposal. Know where your laptops have been and their current status at any time.
Secure Disposal & Data Destruction
When a device reaches end-of-life, Retriever ensures its secure disposal. Data is destroyed using industry-standard protocols, including U.S. Department of Defense 5220.22-M and NIST 800-88 standards. Certificates of Data Destruction are issued and stored in the Retriever Portal, ensuring compliance with regulations like GDPR, HIPAA, and SOX.
Need to return a laptop, redeploy it later, and eventually dispose of it securely? Our all-in-one solution covers the entire device journey—keeping your IT operations efficient, compliant, and under control. 👉 Learn more: Laptop Warehousing/Deployment services and Laptop disposal services.
Frequently Asked Questions
Q: What do companies do with returned laptops?
A: Laptop returns are typically assessed for reuse, redeployed, or securely destroyed depending on condition and lifecycle stage.
Q: What if I don't return my company laptop?
A: If you don’t return a laptop to your employer, they may deduct costs, hold final pay, or pursue legal recovery depending on the terms of employment.
Q: What to do if an employee doesn't return company equipment?
A: Document attempts, issue formal requests, and take further action if needed—Retriever can help streamline this process.
Q: What to do with a work laptop before returning?
A: Remove personal files and follow your company’s offboarding protocol. Many laptop return services include clear instructions to assist with this.
Q: Do we have to return a laptop after leaving a job?
A: Yes. Company-issued laptops must be returned, as outlined in employment contracts and IT policies.
Why a Reliable Laptop Return Service Is Essential for IT Asset Management
IT teams can’t afford to overlook the importance of a well-run laptop return service. It’s not just about recovering a device—it’s about protecting your data, optimizing your IT spend, and keeping your operations moving without hiccups.
Whether you're looking to return laptops, improve your laptop retrieval process, or manage laptop returns across a remote workforce, Retriever gives you the tools and flexibility to stay ahead.
👉 Discover our Laptop Return Services and see how Retriever can help you stay in control of your laptops—even after they leave the building.