Employee Equipment Return Policy: What to Include

Why you need a return policy

Without a documented policy, equipment return depends on goodwill and improvisation. Employees are unsure what they owe, IT has no clear authority to set deadlines, and finance has no agreed basis for handling unreturned hardware. A policy fixes all three. It sets expectations at the start of employment, gives every team a shared reference, and creates the paper trail you need if a device is never returned. Most importantly, when the policy is signed during onboarding, returning equipment becomes a known commitment rather than a surprise request months later.

What to include

• Scope. Which assets are covered — laptops, monitors, phones, peripherals, security keys, and accessories.
• Ownership. A clear statement that equipment remains company property at all times.
• Return triggers. Resignation, termination, role change, end of contract, or company request.
• Return timeline. A specific deadline, for example within ten business days of the last working day.
• Return method. How equipment is returned — prepaid shipping kit for remote staff, or in-person drop-off.
• Condition expectations.Reasonable wear is fine; negligent damage or loss may be the employee's responsibility.
• Consequences. What happens if items are not returned, handled lawfully and per local rules.
• Acknowledgement. A signature line confirming the employee has read and agreed to the policy.

Sample policy template

This template is a starting point, not legal advice. Have counsel review it before use.

Canadian legal and payroll considerations

In Canada, be careful with how the policy handles unreturned or damaged equipment. Employment standards legislation across most provinces sharply limits an employer's ability to make deductions from an employee's wages. In several jurisdictions, deductions for things like unreturned equipment require the employee's specific, written authorization and may still be challenged, and you generally cannot deduct in a way that pushes pay below minimum-wage thresholds. A blanket clause that says "we will deduct the value from your final pay" can be unenforceable.

Safer approaches include securing explicit written consent for a specific deduction at the time it arises, recovering value as a debt through normal channels rather than unilateral payroll deductions, and timing the final paycheque in line with provincial rules. Privacy law (PIPEDA federally, and provincial equivalents) also matters when you remotely wipe or track devices, so reference your data-handling practices. Because rules differ by province and situation, have an employment lawyer review your policy before you roll it out.

Putting the policy into practice

A policy only works if returns are easy to comply with. Pair your written policy with a frictionless process: prepaid return kits, serial-level tracking, automatic reminders, and warehouse intake. BoomerangDepot delivers exactly that, so the obligation in your policy is matched by a return experience employees can complete in minutes.