Best Practices for Documenting IT Equipment Issuance and Return

When it comes to protecting your company’s assets, documentation is everything. Without a clear record of who received what—and when—recovering unreturned equipment can be a legal and logistical nightmare.

Here’s how to do it right:

1. Use an Equipment Agreement Form

Every time you issue a device, have the employee sign a form listing:

• The item and serial number

• The date it was issued

• Its condition

• Their acknowledgment of responsibility and return expectations

Make sure they also sign off on potential consequences for non-return, if legally allowed in your state.

2. Log Everything in a Central System

Use asset tracking software or a spreadsheet with employee names, assigned items, and status updates. Keep digital copies of all signed agreements and update the log when equipment is returned or replaced.

3. Include Policies in the Employee Handbook

Make your equipment return policy part of your onboarding and offboarding process. Have employees sign an acknowledgment of the handbook so there’s no confusion later.

4. Document the Return

When equipment is returned, inspect it and record the condition. Have the employee sign off again confirming return and state if any items were damaged or missing

Solid documentation turns a potential headache into a smooth process—and protects your business if disputes arise later.