This checklist records exactly which company items were issued and returned, with both signatures, so there is no dispute later.
Download free (Word .docx)Free · No sign-up · Opens in Microsoft Word and Google Docs · Last reviewed October 2026
Important: please read
This template is a free starting point, not legal advice. MadyHR.ai is not a law firm and cannot give legal advice. Employment law is different in every state, and some cities have their own rules. Laws also change. Before you use this template, check it against the laws where your employees work, and speak to an employment attorney or your state labor department if you are unsure. You use this template at your own risk, and MadyHR.ai accepts no responsibility for how it is used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.
When to use this template
An employee leaves
An employee changes role or stops working remotely
Annual equipment audit
Tips before you use it
Check your state law before deducting the cost of unreturned items from pay — many states restrict or ban it, and federal law forbids deductions that take a non-exempt employee below minimum wage.
Never delay a final paycheck because property has not been returned.
Wipe and reset returned devices only after you have saved any company data you need.
Rules in your state may differ. Federal law sets the minimum. Your state — and sometimes your city or county — may add extra rules on this topic. Check with your state labor department before you use this template.
Find your state labor office (U.S. Department of Labor)
Template preview
Replace everything in [brackets] and delete the notes for employers before you use it. The Word download contains the full template.
[Company Name]
Company Property Return Checklist
Employee: [Employee Name]
Last day of employment: [Last Day of Employment]
Checked by: [Manager Name]
Item
Serial / ID number
Issued (date)
Returned (date)
Condition
Laptop
Phone
Charger(s) and accessories
Keys
ID badge / access card
Company credit card
Uniform or safety equipment
Documents and files
[Other]
All company data removed from personal devices and accounts
Can I deduct the cost of an unreturned laptop from a final paycheck?
Be very careful. Under federal law, deductions for employer property cannot reduce a non-exempt employee's pay below minimum wage or cut into overtime, and many states restrict such deductions or require written authorization.
What if an employee refuses to return company property?
Send a written request listing the items and a return date. If it is still not returned, consider your legal options rather than withholding wages.
Official sources
Each source below is an official U.S. government website. Check them for the latest rules.
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