How to Return Work Laptop the Right Way After Quitting

Published: 31 May 2025

The experience of resigning from a job can feel both thrilling and scary. Whether you are going on to another role or taking a break, you need to make sure you handle a few final responsibilities before you leave. One of your most important ones is how to return your company laptop.

Returning company property the right way could help you avoid legal problems, harm your reputation, and potentially slow down your ability to receive your last paycheck. This comprehensive guide outlines the process of returning a company laptop after resignation, including what to do before returning a work laptop, how to remove personal data securely, and what a typical company laptop handover letter looks like.

Table of Content

Why is Returning the Company Laptop Important?

The company laptop is often more than just a tool, it is a connection to your employer’s network, system, and data. No matter if you worked in HR, tech, sales, or design, your company laptop contains:

Sensitive work documents
Employee or customer data
Software with costly licenses
Personal content and browsing history

That is why it is important to return company property after resignation or termination, especially electronic devices, for security, compliance, and a clean transition.

A professional carrying a laptop box of office belongings after resignation

Step-by-step: How to Return Company Laptop After Resignation

1. Contact Your Company or Human Resources Office

Before doing anything, you must inform your HR or IT department when you’re returning your work devices. They need to prepare for:

Data wipe/reinstallation plan
Checklist of equipment
Formal receipt or handover letter

This way, you agree with the laptop return policy and offboarding process.

2. Review the Laptop Return Policy

Every organization will ideally have the best return policy for laptops. This policy should outline:

Timeline for returning work devices after your resignation
Any peripherals or accessories that go along with it (charger, mouse, case, etc.)
Data removal procedures
Inspection procedures
Return procedures (in person, courier, prepaid shipping)

If you did not receive a laptop return policy, you need to confirm with HR. Having it in writing will protect you if there are any disputes down the road.

3. Backup Your Files

Before you return your work device to your company, you need to ensure you capture all your personal and important data. Here are some ways you can retrieve your files from a work computer:

Use a USB flash drive or an external hard drive.
Use a cloud storage system (i.e., Google Drive, Dropbox, etc.)
Email important documentation to yourself.

You need to be very careful not to remove proprietary work-related files or any client files unless specifically allowed.

4. Transfer Work Files to Company Systems

To assist in representing your team’s continuity, transfer all pertinent work documents, spreadsheets, designs, or reports to:

Shared drives
Project management tools (for example, Jira, Trello)
Company email archives

This part of the exit process reflects good character and professionalism, especially if you are transitioning to ongoing work.

What to do before returning the work laptop

In addition to file transfer and backup, there are likely other tasks to perform. Here is a checklist of what to do before returning the work laptop:

Remove Personal Data

Documents: Delete personal resumes, photographs, and videos
Delete any personal content in both the Downloads & Desktop folders
Email drafts, notes, chat logs
Delete any saved personal credentials

Uninstall Personal Applications

Entertainment apps (Spotify, Netflix)
Any free trial or personal-use software
Games

Utilize Control Panel (Windows) or Finder (macOS) to uninstall applications fairly simply.

Clear Your Browser History and Saved Passwords

If you leave browser history and cookies, then you will inadvertently compromise your accounts. Here is how to delete your browser history and passwords:

Google Chrome:

1. Access Settings > Privacy and security

2. Click on “Clear browsing data.

3. “Select “All Time” and check

History
Cookies
Passwords
Cached files

4. Confirm deletion

Repeat somewhat similar steps on Edge, Firefox, or Safari.

Remove Personal Accounts

Sign out of personal email, personal social media, or personal streaming services.

Delete any synced accounts (Google, Apple ID, Microsoft)

How to Clear a Work Laptop before Returning

If you want to be able to secure your data, you can follow these steps on how to clear your work laptop before returning:

Log Out of All Accounts

Make sure you have logged out of all accounts (both personal and work) such as Gmail, Office 365, Slack, Dropbox, etc.

Use a Secure Erasure Software

f you are looking to delete files more securely, you can use software like:

Eraser (Windows)
Cleaner Drive Wiper
Disk Utility (Mac – use erase and format drive)

This will ensure all files are unrecoverable after deletion.

Factory Reset the Laptop

Now that you have a backup and erased all files, you must do a factory reset:

Windows:

Settings > Update & Security > Recovery > “Reset this PC”

Mac:

Restart and hold Command + R > Open Disk Utility > Erase > Reinstall macOS

If you are unsure, kindly request IT to approve the factory reset process.

This will ensure that the files that you deleted cannot be recovered upon deletion.

write a Laptop Handover Letter to a Company (Template)

A company laptop handover letter certifies that you have returned a laptop in working condition. Here is a template:

Company Laptop Handover Letter Template

[Your Name]

[Your Employee ID]

[Your Department]

[Date]

To: [HR Manager/IT Department] of [Company Name]

Subject: Return of Company laptop and its accessories

Dear [Manager’s Name],

This is to confirm the return of the company-issued laptop and its related accessories on my last working day of resignation from [Company Name], effective the last day of working – [date].

Laptop: [Brand and Serial Number]

Charger

Mouse

Laptop bag

The laptop has been restored to factory settings, having all personal information removed according to the company policy.

Please confirm the receipt. Thank you for the opportunity at [Company Name].

Yours sincerely,

[Your Name]

[Contact Information]

Returning a Laptop: In-Person Drop-Off or Shipping?

Whether you are a remote employee or your organization prefers you to return the laptop through shipping, the return process itself may consist of either:

➤ In-Person Drop-Off

Schedule an appointment with IT or HR

1. Bring all the equipment and accessories (charger, power cord, etc.)

2. Get signed handover paperwork for your records

➤ Courier Return

1. Box the equipment and accessories using company-provided labels or any prepaid box.

2. Take pictures of the equipment and, if possible, the damage (if damaged).

3. Include a printed copy of your handover letter.

Pro Tip: Always take and keep the tracking number if applicable.

What happens to returned laptops?

After a laptop is returned, companies will proceed with one of the following methods:

1. Data-wiping & recycling

The laptops or other devices will be wiped with certified data-erasure tools and thereafter:

• Recycled properly and in an environmentally sustainable manner

• Donated directly to charities and non-profit organizations

• Sold to IT asset recovery companies

2. Refurbishing to use again

Organizations will reimagine devices for reuse by putting them in good condition.

3. IT Asset Management (ITAM)

Organizations utilizing 3rd party providers like Multiply will use advanced enterprise asset tools to track and refurbish equipment throughout the asset life cycle, driving down costs and enhancing data security.

Tips to ensure a streamlined laptop return

• Keep documentation of all correspondence.

• Be honest regarding damages;

• Return all accessories (USB hubs, headphones, etc.), and most importantly

• Do not delay and return everything promptly.

Conclusion

Understanding how to return a company laptop after resignation is not just a courtesy, but a professional duty. By adhering to best practices, securely erasing your data, and ensuring clarity in communication, you can extend essential privacy and protect your professional reputation.

Whether an employee or an HR Manager, establishing or adhering to the best return policy for laptops helps create a sound offboarding process that is safe and efficient. In an era of remote work and the strict policies around data security, returning your laptop correctly is not only professional but also leaves the door open for possible opportunities in the future.

What if I don’t return my company laptop after resigning?

If you don’t return the company laptop after your resignation, it will depend on the company’s policies; the employer may deduct this cost from your last salary, hold your relieving letter, or take legal action.

Can I delete everything on my work laptop before I return it?

Yes, you can delete your data from the work laptop; however, there are company guidelines that you may need to adhere to, and it is good to ask IT for permission to ensure all sensitive work files are taken

Should I return my chargers and/or a laptop bag?

Yes, all laptop-related accessories (for example, chargers, cables, and bags) must be returned to the company along with the laptop, as they are part of the company’s assets.