International Device Return Best Practices for 2026 Global Teams

Managing hardware returns for a globally distributed workforce is more complex than simply shipping devices back to a central office. Every return involves logistical coordination, data security requirements, compliance considerations, and employee communication, often across multiple countries and regulatory environments.

In 2026, the challenge is becoming even harder to manage informally. Distributed workforces continue to expand, privacy regulations are evolving, sustainability reporting requirements are increasing, and customs processes remain complex across many regions. What was once an occasional operational task is now a recurring process that directly affects security, compliance, employee experience, and IT costs.

This guide covers the key elements of an effective global device return program, from establishing clear policies and logistics processes to protecting company data and measuring program performance at scale.

Why international device returns matter more in 2026

Recovering a company device from an employee in another country is not as simple as sending a shipping label. Organizations must coordinate international logistics, protect company data, comply with regional regulations, and maintain visibility throughout the return process.

For organizations operating globally, five trends are making informal return processes more difficult to sustain:

• Stricter data privacy and localization requirements: GDPR-aligned frameworks and emerging regional regulations increasingly require documented data sanitization, access revocation, and audit trails
• Growing customs and tax complexity: Incorrect declarations, missing documentation, or poor import-export processes can create delays, additional duties, and unexpected costs
• Rising shipping costs and carrier variability: Coverage, pricing, and service levels can vary significantly by region, making flexible logistics strategies increasingly important
• Higher employee experience expectations: Employees expect clear instructions, convenient collection options, and visibility into the return process
• Greater focus on sustainability reporting: ESG initiatives and regulations such as CSRD are driving organizations to track emissions, prioritize refurbishment, and reduce unnecessary device disposal

As a result, device returns can no longer be treated as an occasional administrative task. They require clear processes, defined ownership, and the ability to operate consistently across regions.

The following best practices can help organizations build a device return program that remains secure, compliant, and scalable as their workforce grows.

Learn about the hidden cost of global device management at enterprise scale.

1. Building a global return policy: key principles

The first thing you need to do, before selecting carriers, defining customs processes, or implementing tracking systems, is to have a clear return policy. Without one, device returns become inconsistent, with different employees, managers, and regions handling the same situation in different ways.

The purpose of a global return policy is to establish a common framework for how devices are recovered, regardless of location. It should define responsibilities, timelines, and expectations while allowing for local variations where legal or logistical requirements differ.

Every policy should specify:

• Return timelines: Clear deadlines for device returns following offboarding, relocation, or role changes, with different tracks for voluntary departures, terminations, and relocations
• Employee communications: Standard communication templates (ideally available in local languages) that explain what must be returned, how the process works, and where to get support
• Roles and responsibilities: Defined ownership across IT, People Ops, managers, and employees to avoid confusion during the return process
• Shipping and cost ownership: Clear guidance on who is responsible for shipping costs, duties, taxes, and return-related expenses
• Device condition requirements: Expectations for returning devices, peripherals, chargers, and supporting documentation, including how damage or loss claims are handled
• Security and compliance requirements: Policies covering access revocation, data protection, device handling, and incident reporting
• Lost or stolen device procedures: Defined steps for reporting incidents, triggering remote locks through Mobile Device Management (MDM), and documenting investigations where required
• Escalation procedures and SLAs: Defined paths for addressing missing devices, missed deadlines, shipping exceptions, or non-compliance
• Disposition guidelines: Rules for when devices should be returned, redeployed, refurbished, recycled, or retired, including environmentally responsible disposal options

Transparency is what makes employees cooperate. When people know exactly what they need to return, how the process works, and what support is available, compliance rates improve and support tickets decrease.

Once expectations, ownership, and requirements are clearly defined, organizations can focus on building the logistics, security, and tracking processes needed to execute the program at scale.

2. Logistical coordination and partner selection

A return policy defines what should happen. Logistics determine whether it actually happens.

Returning devices across borders introduces challenges that don't exist in domestic programs. Carrier coverage varies by region, customs requirements differ by country, and a process that works smoothly in one location may fail entirely in another.

When evaluating logistics partners, look for:

• Reliable geographic coverage: Pickup and delivery performance should be proven in the countries where your employees are located, not just listed as available
• Customs and brokerage expertise: Partners should be able to manage duties, documentation, and exceptions that commonly delay international shipments
• Asset tracking and collection controls: Tracking, insurance, and collection verification help protect high-value assets and support audit requirements
• Systems integration: Return tracking and status updates should connect with your asset management and IT workflows rather than relying on manual processes
• Transparent SLAs and reporting: Performance metrics and escalation procedures make it easier to identify issues and hold providers accountable
• Sustainability and refurbishment options: Partners should support redeployment, refurbishment, and emissions reporting where required

Organizations should also create country-level playbooks for the regions they support most frequently. These can document preferred carriers, required paperwork, packaging requirements, pickup procedures, and escalation paths for common exceptions.

Finally, maintain a centralized asset inventory so devices can be tracked throughout the return process and redeployed efficiently once recovered.

Read: 5 things most companies get wrong about international IT logistics

3. Ensuring data security during the return process

The period between an employee's departure and the moment a device is securely recovered is often the highest-risk stage of the return process. During this window, organizations need to protect corporate data, maintain visibility over assets, and preserve a documented chain of custody.

A secure return program should include controls before, during, and after a device is returned.

Pre-shipment security controls

Before any device leaves an employee's possession, verify that:

• The device is tracked in your asset inventory: Serial numbers, ownership records, and device details should be verified and documented
• Remote lock controls are active: Mobile Device Management (MDM) policies should allow devices to be locked or disabled if necessary
• Disk encryption is enabled: Encryption technologies such as BitLocker (Windows) or FileVault (macOS) help protect data while devices are in transit
• Chain-of-custody measures are documented: Device photos, packaging records, and shipment tracking information help support audits and investigations
• Shipping practices reduce unnecessary exposure: Return labels and packaging should avoid revealing sensitive information about the employee or device
• Data sanitization requirements are defined: Wipe procedures and documentation should align with internal policies and standards such as NIST 800-88, where required

Apply additional controls to higher-risk devices

Not every device requires the same level of handling. Devices used by executives, engineers, or employees with access to sensitive data may warrant stricter controls than standard user equipment.

For higher-risk assets, organizations may require ID-verified collection, enhanced chain-of-custody documentation, or specialist IT asset disposition (ITAD) services to support compliance and audit requirements.

Once a device is returned, it should be verified before being redeployed. This typically includes confirming data erasure, validating security controls, and checking for malware or configuration issues before the device is returned to inventory.

Read: Certified data erasure for compliant device offboarding

4. Measuring and improving return program performance

Getting a device back is only one measure of success. The strongest return programs track performance across speed, cost, security, employee experience, and sustainability to identify bottlenecks before they become larger operational issues.

When measuring return program performance, focus on:

• Return speed: Track on-time return rates against SLAs, including how quickly labels are issued, pickups are completed, and devices are received
• Recovery efficiency: Measure median days-to-recover by country, carrier, and device type to identify regions where returns consistently take longer
• Operational reliability: Monitor first-attempt pickup success rates and common exception causes, such as address issues, missed pickups, or employee non-response.
• Program costs: Track shipping, duties, packaging, IT labor, and IT asset disposition (ITAD) costs to understand the true cost of each return
• Asset recovery rates: Measure loss, damage, and shrinkage rates to identify where devices are most likely to be lost or delayed
• Security outcomes: Monitor wipe completion rates, certification rates, and average time-to-redeploy devices after they are returned
• Employee experience: Collect satisfaction scores and feedback to identify points of friction in the return process
• Sustainability performance: Track emissions, refurbishment rates, and device redeployment rates to support ESG and sustainability goals

Metrics only create value when they lead to action. Regular vendor reviews, regional performance analysis, and root-cause reviews of exceptions can help teams identify recurring issues and continuously improve the return experience.

Read: How automation replaces 500 hours of IT work annually

Scale international device returns without the operational overhead with Deel IT

Deel IT combines device logistics, endpoint management, and HR lifecycle workflows in a single platform, helping organizations recover devices securely and efficiently wherever employees are located.

Here is what that means:

• Global device retrieval across 130+ countries: Coordinate device returns, carrier selection, shipping labels, customs documentation, and proof-of-delivery through a single workflow
• Automated security controls during offboarding: Remote lock, data erasure, and access revocation are triggered automatically when an employee departs
• Complete visibility into every return: Track device recovery, shipping progress, data erasure, and delivery confirmation through a single workflow
• In-region redeployment and device recovery: Reassign devices locally when cross-border returns aren't practical, helping reduce shipping costs, customs complexity, and unnecessary hardware purchases
• 24/7 support for global teams: Resolve pickup issues, customs delays, and return exceptions quickly with around-the-clock support
• Asset recovery and secure retirement: Extend the life of existing devices through redeployment and buyback programs, or securely retire hardware when it reaches end of life

Whether you're managing returns in five countries or fifty, Deel IT helps turn device recovery from a manual process into a scalable global operation.

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