TL;DR
An IT equipment policy for remote employees defines device ownership, acceptable use, damage responsibilities, and the return process at offboarding. For distributed teams, it must also address international shipping, customs obligations, and what happens when an employee moves countries. This guide covers all 10 sections you need, plus a free template you can adapt.
Most IT equipment policies were written when "remote" meant working from home on Fridays. They assume employees are nearby. They assume packaging is on site. They assume the device can be handed back in person when someone leaves.
None of that is true anymore.
When your team spans ten countries, your equipment policy needs to answer very different questions: Who pays import duties when a device is shipped to a new hire in Brazil? What happens when an employee in Singapore loses the original packaging? How do you get a device back from someone who resigned in Germany and isn't responding to emails?
This guide walks through every section an IT equipment policy should include for distributed teams, with a free template you can use as a starting point.
What Is an IT Equipment Policy?
An IT equipment policy (also called a company device policy or employee equipment policy) is a formal document that defines the rules governing company-owned technology, including laptops, monitors, phones, and accessories, issued to employees. It covers ownership, acceptable use, responsibilities for damage or loss, and the process for returning equipment when an employee leaves the company.
For remote and distributed teams, the policy also needs to address the logistics of how devices get to employees in the first place, what happens when they cross international borders, and how they come back.
Why Standard IT Equipment Policies Fail for Remote Teams
Most equipment policies in circulation were designed for office-based companies. When applied to distributed teams, they typically have four critical gaps:
1. They assume the device can be handed over in person
Office policies rarely address shipping. But when your new hire is in Amsterdam and your IT team is in London, getting a laptop to them requires packaging, customs documentation, a courier, insurance, and employee communication. A policy that says "IT will provide your device before your start date" without addressing any of this creates confusion and delays.
2. They say nothing about international returns
Recovering a device from a departing employee in another country is one of the hardest operational problems in distributed IT. A policy that simply says "return the device within 14 days of your last day" gives IT teams no framework for making that happen when the employee is in South Korea.
3. They don't address customs and duty obligations
When a company device is shipped internationally, import duties may apply at the destination. The policy needs to clarify who bears that cost, and who is responsible if duties aren't paid and the package is held at customs.
4. They leave employees without guidance on damage abroad
What happens if an employee drops their laptop in a country with no local repair service? Standard policies often define "fair wear and tear" without addressing the reality that an employee in rural Indonesia has different options than one in central London.
What to Include in a Remote IT Equipment Policy
Below are the ten sections every distributed team's equipment policy should cover. Each section is followed by the key questions it should answer.
| SECTION | WHAT IT COVERS | KEY QUESTIONS TO ANSWER |
|---|---|---|
| 1. Ownership | Who owns the device | Is this a company-owned device or a stipend for personal purchase? Can the employee keep it after leaving? |
| 2. Provisioning process | How devices are issued | How far in advance should IT be notified of a new hire? What device options are available? Who handles logistics? |
| 3. Acceptable use | What employees can and cannot do with the device | Can they use it for personal use? Can they travel internationally with it? Can a family member use it? |
| 4. Damage and loss | Employee liability for damage | What counts as fair wear and tear? What is the employee responsible for financially? Who handles repairs in remote locations? |
| 5. Device return | How and when devices are returned | What is the return timeline? Who coordinates packaging and shipping? What happens if the device isn't returned? |
| 6. Cross-border rules | Customs, duties, and shipping obligations | Who pays import duties? What documentation is required? What happens if the device is held at customs? |
| 7. Data and security | Data wiping and MDM requirements | Must the device be enrolled in MDM? What happens to company data before it's returned? Who wipes the device? |
| 8. Reimbursement | Accessories and peripheral expenses | Is there a budget for peripherals? What requires pre-approval? How are expenses submitted? |
| 9. Upgrade cycles | Device refresh timelines | How often are devices upgraded? What is the process for requesting a device swap? Who coordinates the exchange of old for new? |
| 10. Offboarding trigger | What initiates the device return process | Who notifies IT when an employee leaves? What is the timeline from resignation to return initiation? How are sensitive terminations handled? |
The International Equipment Return Section Most Companies Skip
Section 5 (device return) is where most distributed IT policies fall apart, specifically the international dimension. Here is what it needs to address in practice.
Packaging
Most employees don't keep the original packaging. Your policy needs to address this directly: either the company will send appropriate transit packaging to the employee, or the employee is responsible for sourcing equivalent packaging (with guidance on standards). The former is far more reliable.
At Raal, we ship tested transport packaging directly to the collection point before retrieval, so the employee has everything they need and there's no ambiguity about what "appropriate packaging" means.
Customs documentation
Returning a device internationally is a customs event. The return shipment needs a commercial invoice, a declared value, and the correct HS commodity code (8471.30 for laptops). Your policy should specify who is responsible for ensuring this documentation is correct: the employee, IT, or a logistics partner.
Return timeline
International returns typically take 2–5 business days via express courier, but customs clearance can add time in certain countries. Your 14-day return window policy should account for this, and should make clear that IT (or a logistics partner) is responsible for coordinating the pickup, not the employee.
Sensitive terminations
When an employee is terminated rather than resigning, the device return conversation is delicate. Your policy should specify that a neutral third party, not the employee's direct manager or HR contact, coordinates the retrieval. This protects both the company and the employee.
→ Related: How to Recover Laptops from Remote Employees When They Resign
Free IT Equipment Policy Template
Below is a template you can copy and adapt for your organisation. Replace the bracketed sections with your company's specific policies.
IT EQUIPMENT POLICY
[Company Name] | Last updated: [Date] | Version: [X.X]
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1. OWNERSHIP
All IT equipment issued by [Company Name] remains the property of [Company Name] at all times. Employees are issued equipment on loan for the purpose of carrying out their job responsibilities.
Equipment may not be sold, transferred, or permanently retained by the employee. Upon termination of employment, all equipment must be returned in accordance with Section 5 of this policy.
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2. DEVICE PROVISIONING
New hires should be flagged to the IT team no later than [14 / 21] days before their start date to allow sufficient time for device preparation and international shipping where applicable.
[Company Name] will cover the cost of shipping devices to new employees, including customs duties and import taxes where applicable. Employees are not required to pay any logistics costs associated with receiving their assigned device.
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3. ACCEPTABLE USE
Company devices may be used for personal activities in a limited and reasonable manner, provided this does not interfere with work performance, introduce security risks, or violate any other provision of this policy.
Employees may travel internationally with company devices. Employees who relocate to a new country on a permanent basis must notify IT within [30] days to allow for re-registration of the device and any required customs compliance.
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4. DAMAGE AND LOSS
Employees are responsible for taking reasonable care of company equipment. Normal wear and tear (minor scratches, keyboard wear) is acceptable.
Damage resulting from negligence, misuse, or failure to follow reasonable care standards may result in the employee being required to contribute to the cost of repair or replacement. The maximum employee contribution will not exceed [£500 / $500] per incident.
If a device is lost or stolen, the employee must notify IT within [24] hours and file a police report where applicable. All devices are insured for their full replacement value during transit via [Raal / your logistics provider].
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5. DEVICE RETURN
Upon termination of employment (voluntary or otherwise), employees must return all company equipment within [14] days of their last working day.
[Company Name] will coordinate the return logistics, including:
- Delivery of appropriate transit packaging to the employee's address
- Scheduling of a courier pickup at a time convenient to the employee
- Customs documentation for international returns
- Full insurance coverage during transit
Employees do not need to source their own packaging or arrange their own courier. [IT / our logistics partner] will contact the employee directly to arrange this.
Failure to return equipment within [30] days of the return request may result in the replacement value of the device being deducted from the employee's final paycheck, subject to applicable employment law in the employee's country of residence.
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6. CROSS-BORDER RULES
When devices are shipped internationally (both at provisioning and return), [Company Name] is responsible for:
- Customs documentation and declarations
- Payment of any import duties or VAT at the destination
- Ensuring shipments comply with the regulations of the destination country
Employees are not responsible for customs compliance unless they have been explicitly asked to assist (e.g. providing a local contact for customs clearance in a restricted country).
---
7. DATA AND SECURITY
All company devices must be enrolled in [Jamf / Intune / Kandji / your MDM] before or immediately upon receipt. Employees must not disable or circumvent MDM software.
Prior to return, IT will remotely wipe the device. Employees should ensure any personal files not stored in [Google Drive / OneDrive / Dropbox] are backed up before the wipe is initiated.
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8. ACCESSORIES AND PERIPHERALS
Employees may request approved peripherals (mouse, keyboard, monitor, headset) up to a value of [£/$ amount] per year. Requests should be submitted via [your process].
Peripherals under [£/$ 50] may be retained by the employee at offboarding. Higher-value peripherals must be returned with the main device.
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9. UPGRADE CYCLES
Company devices are replaced on a [3 / 4]-year refresh cycle. Employees may request an early upgrade if their device is no longer fit for purpose. Requests should be submitted to IT with a description of the performance issue.
Device swaps are coordinated by IT and follow the same logistics process as new hire provisioning. The new device is delivered and the old device collected in a single coordinated exchange.
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10. OFFBOARDING
HR must notify IT within [24] hours of an employee's resignation, termination, or confirmed last working day.
IT will initiate the device return process within [48] hours of notification. The process is coordinated by [IT / our logistics partner] and does not require the departing employee's manager to be involved in the logistics coordination.
For sensitive terminations, a neutral third party will coordinate the device return directly with the employee.
---
Questions about this policy should be directed to [IT contact / helpdesk].
How Raal fits into this: Sections 2, 5, and 9 (provisioning, return, and device swaps) all involve cross-border logistics. Raal handles the entire process for each of these: packaging, customs, carrier coordination, employee communication, and tracking. IT teams don't need to build separate processes for each country. Get a live estimate →
How to Enforce an Equipment Policy When Employees Are in 10 Countries
Writing the policy is the easy part. Enforcing it consistently across multiple jurisdictions is harder, for three reasons.
Employment law varies
In some countries, deducting the value of unreturned equipment from a final paycheck is illegal or heavily restricted. Germany, France, and several other EU countries have specific rules around what can be withheld from an employee's final salary. Your policy should include the phrase "subject to applicable employment law in the employee's country of residence" and your legal team should review jurisdiction-specific addenda.
Enforcement depends on the logistics
If returning a device is difficult, no packaging, unclear instructions, no one to call, employees won't do it, even with the best intentions. The most effective policies make return as easy as possible: packaging arrives at their door, someone calls to schedule the pickup, no printing required. When you remove friction from the process, return rates improve dramatically.
Clarity at onboarding prevents disputes at offboarding
Employees should sign an acknowledgment of the equipment policy at onboarding, ideally as part of their offer letter or new hire paperwork, not buried in a 40-page employee handbook. The acknowledgment should list the specific device(s) they've been issued, with serial numbers, and confirm they understand the return obligations.
→ Related: IT Device Management Checklist for HR and People Ops Teams
→ Related: How to Build an IT Offboarding Process That Actually Works
FAQ
What should an IT equipment policy include?
An IT equipment policy should cover: device ownership, the provisioning process, acceptable use, damage and loss liability, the device return process, cross-border and customs rules for international teams, data security requirements, peripheral reimbursement, upgrade cycles, and the offboarding trigger. For remote teams, the cross-border and return sections are especially critical.
Who owns company-issued equipment?
Company-issued equipment is owned by the company, not the employee. The employee uses it under a loan arrangement for the duration of their employment. The policy should make this explicit, and should specify the return obligations at offboarding to avoid disputes.
Can a company deduct the value of unreturned equipment from an employee's final paycheck?
This depends on the country. In some jurisdictions (including parts of the EU), deducting equipment value from a final paycheck is restricted or prohibited. Companies should include "subject to applicable local employment law" in their policy and get jurisdiction-specific legal review before attempting to deduct.
How do you get a laptop back from a remote employee in another country?
The most reliable approach is to have a logistics partner send transit packaging directly to the employee's address, schedule a courier pickup at their convenience, and manage the customs documentation for the return shipment. This removes the burden from the employee and removes IT from the coordination loop. Services like Raal handle the entire process. Read more about device recovery →
What is "fair wear and tear" for a company laptop?
Fair wear and tear refers to the expected degradation of a device through normal daily use: minor keyboard wear, small surface scratches, the battery holding slightly less charge over time. It does not include cracked screens, liquid damage, broken hinges, or missing keys. The policy should define this clearly, with examples, to avoid disputes at offboarding.
About Raal: Raal handles device logistics for global teams, shipping laptops to new hires and retrieving them from departing employees across 150+ countries. Packaging, customs, insurance, and employee communication are all included. Get a live estimate in 5 minutes →
