Leavers create a practical IT risk when nobody is clearly responsible for the laptop, Microsoft 365 account and business data. A repeatable offboarding process reduces the chance of equipment being left with former staff or accounts remaining active longer than necessary.
Recover the physical device
The business should know which laptop was issued to the employee and make return arrangements part of the leaver checklist. Rental equipment remains the responsibility of the customer until it is returned.
Handle account access
Microsoft 365 and other business access should be reviewed as part of the same offboarding event, with business data preserved where required by the organisation.
Decide whether to reassign or return
A suitable device may be prepared for another employee, while rental equipment no longer required can be returned in line with the agreement.
Sanitise before reuse
Where a device is moving to a different user or organisation, previous user data should be securely removed as part of the reuse process.
Frequently asked questions
Who is responsible if a former employee does not return a rented laptop?
The customer business remains responsible for the rented equipment under the agreement.
Can a returned laptop be given to another employee?
Reassignment may be possible depending on the rental arrangement, device condition and agreed process.
Do you wipe devices before reuse?
Returned equipment intended for a different user is sanitised before redeployment.