How to Recover 30% More IT Devices During Employee Offboarding

In today’s  hybrid-first world, the risk of losing IT assets during offboarding is higher than ever. Devices don’t just sit in cubicles anymore — they’re scattered across homes, coworking spaces, and even across borders. 

Every time an employee leaves your company, you risk losing: 

• Valuable hardware (laptops, phones, monitors, tablets) 

• Sensitive data on unmanaged devices 

• Potential resale or remarketing value 

• Chain-of-custody documentation required for audits 

Managing and tracking these devices can be time-consuming and costly. Your team could spend hours tracking devices, sending emails and wiping devices before you even reach the point of remarketing and reselling your devices.  

The True Cost of Unreturned IT Assets 

Let’s break down the impact of just one unreturned laptop: 

• Replacement cost: $900–$2,000 (depending on model) 

• Data security exposure: Unencrypted data can violate compliance regulations (HIPAA, GDPR, SOX, etc.) 

• Lost remarketing opportunity: Used devices can retain $200–$800 in resale value 

• IT inventory disruption: Skews asset management records, impacting future purchasing decisions 

Multiply that by 10 or 100 employee exits, and the costs compound quickly. 

Common Reasons Assets Go Missing During Offboarding 

Even well-intentioned employees forget or mishandle devices during their exit. Some common scenarios include: 

• Remote employees who no longer live near an office 

• Ex-employees who believe they were allowed to keep equipment 

• Devices misplaced in shared households 

• No clear process or reminders provided by HR or IT 

• Reactive (vs. proactive) follow-up from asset managers 

The fix? Build a proactive, automated, and traceable return system. 

 5 Proven Steps to Improve Device Return Rates 

1. Send Pre-Shipped Return Kits — Before the Final Day

The most impactful step is also the simplest: 
 

Send a prepaid, branded return kit directly to the employee’s home before they leave. 

What it includes: 

• Secure laptop/tablet box 

• Foam or eco-packaging to prevent damage 

• Tamper-evident seal 

• Prepaid return shipping label 

• Checklist of assigned assets 

• Instructions or video walkthrough 

Why it works: 
You’re eliminating the hassle. No one has to go to FedEx or worry about packaging. You also communicate, through professionalism, that returns are a priority. 

2. Automate Exit Reminders and Escalation Notices

Build a timeline of automated communication tied to the employee’s offboarding process. Let our system remind departing employees to send devices back. 

A suggested email reminder schedule: 

• T-7 days: Initial email + what devices must be returned 

• T-2 days: Friendly reminder with link to tracking instructions 

• T+3 days: Escalation notice if no return tracking is active 

• T+10 days: Notify IT/security if device is considered missing 

Best practice: 

Use a friendly, helpful tone — especially for voluntary exits — but standardize messaging for consistency. 

3. Track and Maintain Serialized Asset Records Per Employee

Don’t just rely on spreadsheets. Use an integrated IT asset management (ITAM) tool to log every device at issuance and update it at return. 

Track: 

• Serial number and model 

• Condition on issue (e.g., new, refurbished) 

• Accessories (charger, case, docking station) 

• Return status with timestamp 

Why it matters: 
 When you know exactly what was issued, you can prove what should be returned, with audit-ready data. 

4. Use Dashboards to Monitor & Manage Returns in Real Time

Create a dashboard that allows your IT operations team to visualize offboarding activities and return status at a glance. 

What to include: 

• Total number of offboarded employees 

• Return status per employee (returned, in transit, missing) 

• SLA aging (e.g., 7 days overdue) 

• Escalation queue 

• Replacement cost impact 

Why it works: 
 Dashboards enable proactive management, not just reactive cleanup. It also improves visibility for IT leaders and audit teams. 

5. Utilize a Qualified ITAD Partner to Help 

At Synetic Technologies, we understand that IT asset recovery isn’t just about logistics — it’s about protecting data, reclaiming value, and upholding your organization’s operational, compliance, and sustainability standards. 

With decades of experience in IT asset disposition (ITAD), remarketing, and device lifecycle services, we’ve helped organizations across every sector: 

• Recover thousands of devices with secure, end-to-end traceability 

• Achieve 30 %+ improvements in return rates during offboarding 

• Generate higher residual values through optimized remarketing 

• Stay ahead of regulatory demands with certified data sanitization 

• Report accurately on ESG performance with impact-grade reporting 

Whether you’re managing offboarding across a global enterprise or scaling your processes for a hybrid team, Synetic provides the infrastructure, insight, and integrity to make your device recovery program a long-term success.