Writing a Comprehensive “Return Company Property” Letter
It’s unfortunate, but layoffs are inevitable within any organization (large or small). When a termination does take place, making sure the retrieval of company property is essential to safeguarding sensitive information and maintaining business operations.
Putting together a “return of company property letter” (or email) serves as a formal request for the return of those items and outlines the necessary steps and expectations moving forward.
In this short article, I will provide the steps for identifying items to be returned and outline components of a proper letter/email (with examples).
How do you identify company property to be returned?
Company property can include things like equipment, devices, vehicles, documents, or any other items issued to employees for work purposes - essentially anything the employee uses to do their job.
If you maintain an up-to-date inventory of all company property, along with detailed records of property assignments to individual employees, this should be an easy step.
If not, look to implement a system for tracking and updating property moving forward. This will ensure accurate records and simplify the retrieval process (for the future).
How to Write a Letter to Return Company Property
Every organization has its own unique way of returning equipment but we tend to follow these steps when putting together a request email or letter.
Clearly identify both the recipient (former employee) and the sender (company representative).
Provide a detailed description of the company property to be returned, including serial numbers, if applicable.
Specify deadlines for the property's return to ensure timely retrieval.
Include instructions on how and where to return the property, such as shipping methods or drop-off locations.
Choose appropriate delivery methods, such as email, certified mail, or in-person handoff, depending on the urgency and sensitivity of the situation.
Outline the consequences for non-compliance, which may involve legal actions or withholding of final paychecks.
Provide contact information for questions or concerns regarding the property return process.
Follow up with the recipient to confirm receipt of the letter and address any questions or concerns.
Return Company Property Email/Letter Examples
Example Letter #1
Subject: Urgent: Request for Return of Company Property
Dear [Former Employee's Full Name],
I hope this email finds you well. My name is [Your Full Name], and I am the [Your Job Title] at [Company Name]. As you are no longer employed with our company, we need to retrieve the company property issued to you during your time here.
The property that needs to be returned is as follows:
[Company Name] Laptop: [Laptop Brand and Model], Serial Number: [Serial Number]
[Company Name] ID Badge: [Employee ID Number]
[Company Name] Mobile Phone: [Phone Brand and Model], Serial Number: [Serial Number]
Please return these items before [Deadline Date] to ensure timely retrieval. You can return the property in one of two ways:
Ship the items to the following address using a trackable shipping method:
[Company Name]
[Company Address]
Attn: [Your Full Name or Department]
Drop off the items in person at the following location:
[Company Name]
[Drop-off Address]
[Contact Person or Department]
If the property is not returned by the specified deadline, we may take legal action or withhold your final pay. Should you have any questions or concerns regarding this process, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address].
We will follow up with you in the coming days to confirm receipt of this email and address any questions you may have. We appreciate your cooperation and wish you the best in your future endeavors.
Sincerely,
[Your Full Name]
[Your Job Title]
[Company Name]
[Your Email Address]
Example Letter #2
Subject: Return of Company Property Required
Dear [Former Employee's Full Name],
My name is [Your Full Name], and I am the [Your Job Title] at [Company Name]. As part of the exit process, we need you to return the following company property assigned to you during your employment:
[Company Name] Laptop: [Laptop Brand and Model], Serial Number: [Serial Number]
[Company Name] Security Access Card: [Card ID Number]
Please ensure that the property is returned to us no later than [Deadline Date]. You can return the items by dropping them off in person at the address below:
[Company Name]
[Drop-off Address]
Attn: [Your Full Name or Department]
If you cannot return the property in person, please get in touch with me, and we will arrange for a courier service to pick up the items at your earliest convenience.
Failure to return the company property by the specified deadline may result in legal action or the withholding of your final pay. If you have any questions or concerns regarding this process, please feel free to reach out to me at [Your Phone Number] or [Your Email Address].
We will follow up with you shortly to confirm receipt of this email and address any questions or concerns you may have. Thank you for your cooperation, and we wish you all the best in your future endeavors.
Best regards,
[Your Full Name]
[Your Job Title]
[Company Name]
[Your Email Address]
Notes on These Emails: Receiving an email like either of these, especially during a difficult time, might feel a bit abrupt and even impersonal. When the employee is already facing a big change, reading about deadlines and the potential for legal action or withheld pay might make them feel as though we’re focused solely on getting our property back instead of appreciating the work they have done.
Although we certainly need to make sure these items are returned, sometimes the structure of our words can come across as more about enforcing a rule than showing any real care for what they are going through.
Adding a personal touch like acknowledging this can be a challenging process or by expressing gratitude for the contributions they have made could make a difference in how they feel when reading it. In times like these, a small note about our appreciation and understanding could help them feel more supported, making it clear that we care about them, not just the company’s assets.
Frequently Asked Questions (FAQ)
What if the employee does not comply with the return company property letter?
If the employee fails to comply with the return company property letter, establish a procedure for addressing non-compliance, including escalation measures and potential legal actions.
Communicate with the employee to understand their reasoning and explore possible resolutions. If necessary, involve legal counsel and consider legal actions to retrieve the property.
How can I make sure that my letter is legally compliant?
To ensure legal compliance, familiarize yourself with federal, state, and local laws governing employee rights and company property retrieval.
Consult with your legal team and HR to ensure proper handling of the “return company property letter” and related processes.
What should I do if there is a dispute over the ownership of the property?
In the event of a dispute over property ownership, consult your legal team and review company records to establish proof of ownership.
Communicate with the employee to understand their perspective and attempt to resolve the issue amicably. If necessary, consider legal actions to settle the dispute and retrieve the property.
How can I prevent issues with company property retrieval in the future?
To prevent future issues with company property retrieval, develop and implement company policies and procedures governing the issuance and return of company property.
Educate employees about their responsibilities regarding company property, ensuring they understand the expectations and consequences of non-compliance. You can also conduct periodic audits and property tracking updates to maintain accurate records and minimize potential issues.
Wrapping Up | Letter to Return Company Property
There’s no doubt that returning company property is often a huge hassle for organizations, but it doesn’t have to be. Putting together a “return company property letter” will help push for a timely and efficient retrieval of your belongings after employees leave your place of work.
Being proactive by implementing effective property management systems and educating employees about their responsibilities beforehand is another way employers can protect their valuable assets and maintain smooth business operations in the future.
We hope this helps, and best of luck retrieving your company property!
Equipment Return Package From Employer (Companies For Employers)
While we haven’t used them, we have heard that Allwhere is a great way for organizations to make sure they get company equipment back without all the hassle.
They handle the logistics for collecting things like laptops and phones from employees who are leaving or changing roles, so you don’t have to stress about it.
With their help, you can easily schedule pickups, track returns, and know everything’s accounted for. It keeps your inventory in check and makes the process smoother and easier for everyone involved.
“The best thing you can do is to let go of what you can’t control, and invest your energy in the things you can.”
Tags: Letter to return company property, return company property letter, return company laptop letter, equipment return letter
Author: Reid Alexander
Disclaimer: This content is for informational purposes only & not intended as professional legal or HR advice. Consult with qualified professionals for advice tailored to your specific situation. The author & publisher disclaim any liability for errors, omissions, or actions taken based on this content.