A guide for employees and managers on how to request, approve, and set up a new laptop.

Overview

When an employee needs a new laptop — whether due to a new hire, hardware failure, upgrade cycle, or role change — there is a standard process to follow. This guide walks through each step to ensure a smooth, secure, and efficient experience for everyone involved.

Who This Is For

Employees who need a new or replacement laptop
Managers approving equipment requests
IT staff fulfilling and setting up devices

Step-by-Step Process

Step 1: Identify the Need

Before submitting a request, confirm the reason for needing a new laptop. Common reasons include:

New employee onboarding
Current laptop is malfunctioning or beyond repair
Laptop is at end of its supported lifecycle (typically 3–5 years)
Role change requiring different hardware specifications

Tip: Check with IT first — a refurbished or spare device may be available immediately.

Step 2: Submit a Formal Request

The employee (or their manager, for new hires) should submit a request through the company's IT ticketing system or equipment request form. Include the following information:

Full name and department
Reason for the request
Preferred operating system (if applicable)
Any special software or hardware requirements (e.g., high RAM for design work)
Required date (e.g., employee start date)

Step 3: Manager Approval

Most organizations require manager sign-off before IT can process a hardware request. The manager should review the request and confirm:

The request is legitimate and business-justified
Budget is available or an exception has been approved by Finance
The hardware specifications are appropriate for the role

Once approved, the manager should update the ticket status or notify IT directly, depending on your company's workflow.

Step 4: IT Procurement or Inventory Check

IT will check the current device inventory. If a suitable laptop is already available:

IT will assign the device directly and move to setup

If no suitable device is in stock, IT will initiate a purchase order (PO) through the approved vendor. Typical lead times are 3–10 business days, depending on the model and supplier availability.

Step 5: Device Configuration and Setup

Once the device is available, IT will configure it to company standards before handing it over. This typically includes:

Installing the approved operating system and required updates
Enrolling the device in mobile device management (MDM)
Enabling encryption (e.g., BitLocker or FileVault)
Installing standard software (e.g., Microsoft 365, VPN, endpoint security)
Applying company policies and security configurations
Installing any role-specific software requested in the ticket

Step 6: Data Migration (If Applicable)

If the employee is replacing an existing laptop, IT will assist with data migration. This may include:

Transferring files and documents (where not already cloud-synced)
Exporting browser bookmarks and saved preferences
Re-authenticating accounts and applications

Note: Employees should ensure their data is backed up to cloud storage (OneDrive, Google Drive, etc.) before handing in the old device.

Step 7: Device Handover

IT will deliver or make the new laptop available for pickup. At handover, the employee should:

Sign the equipment agreement or asset acknowledgment form
Review the acceptable use policy if required
Confirm receipt of all accessories (power adapter, bag, etc.)
Test that login credentials and key applications work correctly

Step 8: Return the Old Device (If Replacing)

The old laptop must be returned to IT promptly. IT will:

Wipe the device securely in accordance with data protection policies
Remove the device from the MDM system and decommission or redeploy it
Update the asset register accordingly

Estimated Timelines

Device in stock: 1–2 business days from approval to handover
Device needs to be ordered: 5–14 business days depending on vendor
New hire laptop: Request should be submitted at least 5 business days before the start date

Questions & Support

For questions or urgent requests, contact the IT Help Desk via the internal ticketing system, by email, or by visiting the IT office directly. For escalations, reach out to your IT Manager or Department Head.

This guide is maintained by the IT Department. Last reviewed: March 2026.

Employee Laptop Request: Step-by-Step Guide