Report a missing work device promptly

Northstar Works is a fictional large, multi-site employer used for this example. If an organization-issued device is missing, contact your organization’s designated IT reporting route as soon as you can. If you suspect theft or the device may contain sensitive work information, say so clearly so the receiving team can route the report. This notice is employee guidance; it does not monitor incidents.

What to do

Use your organization’s approved reporting and replacement routes.

Worked example: “My work laptop was last with me on the 8:10 train between Central and North stations. I noticed it missing at about 9:00. The asset label reads NW-4821. I believe it may have been left on the train; I have not included any passwords or sign-in codes.” If you suspect theft, state that instead of describing it only as misplaced.

  1. 1

    Contact the designated reporting team

    Use your organization’s approved IT reporting route. If you cannot access it, use the verified alternate route published by your organization. Report suspected theft or possible exposure of sensitive work information explicitly; the receiving team determines any specialist handoff.

  2. 2

    Share the useful facts

    Give the device type, when and where you last had it, when you noticed it was missing, and any asset label or device identifier you can read. Say whether you believe it was lost or stolen and whether work information may be on it. Do not send passwords, sign-in codes, recovery keys, or other secrets.

  3. 3

    Request a replacement through the normal route

    Ask the designated IT team how to request a replacement and what work arrangements to use while you wait. Replacement availability and any approval steps depend on your organization’s process.

  4. 4

    Keep the handoff clear

    Note the report reference if the team provides one, and use the contact route they give you for updates. If you later find the device, tell the reporting team before using or returning it; follow their instructions.

A clear report, without unnecessary secrets

The same fictional incident as the worked example above. Separate observed facts from uncertainty.

Report detail Example entry Keep out of the report
Device Work laptop, asset NW-4821 Passwords, recovery keys and sign-in codes
Last known location 08:10 train between Central and North stations Unrelated travel or personal history
When noticed missing Approximately 09:00, after leaving the train A guessed time presented as certain
Concern to flag May have been left on the train; theft is not confirmed Unverified allegations stated as facts

If the missing device was your usual way to get help

Use a verified alternative contact method your organization has provided. If you do not have one, tell a known manager or workplace contact that you need the designated IT reporting route. Explain that you cannot use the missing device to receive a response, and agree on a way the receiving team can reach you.

Keep the report reference and any instructions the receiving team provides. Let the authorized team decide the account, device and information-protection actions; this page does not establish those procedures.

Who handles the next step

IT Service Desk
Receives the initial device-loss report and explains the organization’s replacement request route.
Information Security
Assesses reports escalated for suspected theft or possible exposure of sensitive work information.