You are leaving a job or moving to another team, and HR sends a 貸与品返却リスト (taiyōhin henkyaku risuto). It is a list of company items to return. First check what is listed, when each item is due, and where to hand it over. Then confirm accessories and ask for a record that the items were received. Your company’s instructions decide the actual process.
Words on a return list
| Japanese | Reading | Meaning / what to check |
|---|---|---|
| 貸与品 | たいよひん (taiyōhin) | Items lent to you by the company |
| 支給品 | しきゅうひん (shikyūhin) | Items supplied to you; ask whether a particular item must be returned |
| 返却期限 | へんきゃくきげん (henkyaku kigen) | Return deadline |
| 返却先 | へんきゃくさき (henkyakusaki) | Person, desk or address receiving the items |
| 管理番号 | かんりばんごう (kanri bangō) | Asset or inventory number; match it to the label on the item |
| 付属品 | ふぞくひん (fuzokuhin) | Accessories, such as a charger, cable or case |
| 手渡し・郵送 | てわたし・ゆうそう (tewatashi / yūsō) | Hand delivery / sending by post |
| 受領確認 | じゅりょうかくにん (juryō kakunin) | Confirmation that the recipient received it |
| 未返却 | みへんきゃく (mihenkyaku) | Not yet returned |
| 紛失・破損 | ふんしつ・はそん (funshitsu / hason) | Lost / damaged |
| 初期化・データ移行 | しょきか・データいこう (shokika / dēta ikō) | Resetting a device / transferring data; follow IT’s instructions |
Work through the list before your last day
- Compare the list with what you have. Check the laptop, phone, employee card, keys, uniform and any other items actually issued to you. Match the 管理番号 when shown. A charger or security token may have its own line.
- Check the deadline and recipient for each item. The laptop might go to IT while a key or employee ID card goes to general affairs. Ask whether the deadline means the item must arrive by that date, especially if you are sending it.
- Coordinate work data with your team and IT. Finish the relevant handover notes and ask how to transfer files and accounts. Do not erase, reset, keep copies of, or move company data on your own assumption.
- Hand over the items using the instructed method. Include the requested accessories. If sending a package, confirm the address, packing and delivery method with the company. Keep the shipping record or handover confirmation until the return is marked complete.
- Check the final status. If the list still says 未返却 after you handed something over, send the date, item and handover or tracking details to the contact person.
Messages you can send
To check an item: 「貸与品返却リストを確認しました。この充電器も返却対象でしょうか。」
Taiyōhin henkyaku risuto o kakunin shimashita. Kono jūdenki mo henkyaku taishō deshō ka?
“I checked the equipment return list. Is this charger also an item to return?”
To arrange the handoff: 「パソコンと付属品は、いつ、どちらに返却すればよろしいでしょうか。」
Pasokon to fuzokuhin wa, itsu, dochira ni henkyaku sureba yoroshii deshō ka?
“When and where should I return the computer and accessories?”
If something is missing or damaged: 「貸与品の一部が見当たりません。状況を確認のうえ、対応方法をご指示いただけますか。」
Taiyōhin no ichibu ga miatarimasen. Jōkyō o kakunin no ue, taiō hōhō o goshiji itadakemasu ka?
“I cannot find one of the loaned items. Could you tell me how to proceed after I check the situation?”
To confirm receipt: 「本日、社員証とパソコンを返却しました。受領をご確認いただけますと幸いです。」
Honjitsu, shainshō to pasokon o henkyaku shimashita. Juryō o gokakunin itadakemasu to saiwai desu.
“I returned my employee card and computer today. I would appreciate confirmation of receipt.”
Details that vary by company
貸与品 and 支給品 are useful clues, but the label alone does not tell you whether every item must be returned. Check your issue record and ask HR or general affairs. Return dates, postage arrangements, device resets and who signs the receipt also differ. If you have lost or damaged an item, report the facts promptly and ask for the company’s procedure instead of guessing the outcome.
Equipment is only one part of leaving a job. Keep the return list separate from the documents to receive after leaving a job. If you are changing teams rather than resigning, your transfer notice may identify the effective date, but confirm the equipment handoff separately.
