Asking For a New Laptop at Work: How to?

Here’s how to best ask for a laptop replacement at work:

When you need a significant investment from your boss for the sake of your job, it’s usually best to make a formal, written request. 

You can write a justification letter that clearly explains why the purchase is a good idea and how it benefits the company. 

From there, you can present your case and convince your boss.

So if you want to learn all about how to best ask for a new laptop at work, then this article is for you.

Keep reading!

Asking For a New Laptop at Work: How to? (+ Sample Letter)

How Do You Convince Your Boss to Get You a New Laptop?

Confident woman with glasses working in her office

A justification letter sounds promising, but how do you make it?

How do you present this in a way that will definitely convince your boss?

Obviously, every person is different, so there are no guarantees. But, you can generally expect better results if you take an informed, measured approach. 

Think about how the laptop is beneficial to your boss, and make the presentation from that angle.

We’ll go over the most common points you should cover in your letter.

How Is the New Laptop Different From What You Are Currently Using?

Workplace with open laptop for remote work in rustic style.

If you’re replacing a laptop, then you should be able to clearly explain why a replacement is more important than a repair or upgrade of the laptop you already have.

Typically speaking, you want a new laptop because it performs better, but that general idea isn’t enough. 

If you’re taking the time to formalize a justification letter, it’s worth explaining the clear differences between the laptops and how those differences help you do your job.

That means you should have the new laptop picked out already. 

You should know its cost, and you should be able to clearly explain how much better it is at performing tasks that matter to your work (how much faster it runs, how much more data it holds, etc.).

The new laptop might have new functionalities or compatibility with new software that also makes a difference in your daily work. 

Review it all. If the laptop is important, then it’s worth doing your homework to present a strong case.

What Is the Cost-Benefit Analysis of a Laptop Replacement? (3 Points)

ROI abbreviation on blue background

The details of the laptop are important, but they’re a stepping stone to explain what truly matters to most bosses. 

What’s the bottom line?

If the business is going to spend money on a new laptop for you, then that cost should generate a return on investment (ROI) in some form or fashion. 

So, at this point, you want to clearly explain how the improvements that come from the new laptop directly benefit the company.

Some benefits are very clear and easy to put a number on (like productivity). 

Other benefits might not be as direct, but you should still try to cover them.

#1 Increased Productivity

Productivity

This is usually the easiest place to start. 

You want a new laptop because the one you are currently using is holding you back. 

Maybe it’s old and slow. 

Maybe it crashes and uses data. 

Maybe it can’t use software that would help you a ton. It’s probably a combination of factors.

Go over how these issues directly impact your performance and estimate how much more productive you will be with a new laptop.

Productive and pleasant working day in the office

If you regularly have to restart your laptop in the middle of the workday and that process takes five minutes, then you’re losing work time. 

You can add up all of that lost time for a week, multiply it by your wage, and that’s an estimate of how much money the old laptop is wasting every week.

This is just one example, but ultimately, you should be able to quantify how the new laptop will improve your productivity and, based on your wage, estimate how much money the new laptop will save the company. 

This is arguably the most important thing to include in your cover letter.

#2 Better Accuracy

Attractive woman with glasses working on laptop at workplace.

In a lot of cases, a new laptop doesn’t just help you work faster. Good technology can also help you do your job to a higher level of accuracy or ability.

Let’s look at a common example. 

Say you tally all of the spending receipts for a department. 

With your older laptop, you manually type in the numbers into a spreadsheet, and then you use that to track expenses.

With a newer laptop, you might be able to utilize software that automates this process. 

Woman in office scans and prints documents on printer

You can scan all of the receipts with your phone or a webcam (or whatever). 

The scans are uploaded to the laptop, and then its software automatically pulls all of the relevant information from those receipts. There are no opportunities for you to accidentally mistype something.

These typos can have consequences that cost money. 

So, to the extent that you are able, explain how the new laptop will improve your performance (beyond just saving time) and try to put a price tag on that improvement.

#3 Scalability

Scalability printed on watering can, watering a flower in green pot.

One of the most important themes in the world of business technology is scalability.

 A similar topic that comes up is futureproofing. 

How will this laptop impact your job and the company in the years to come? 

How does that compare to keeping the old laptop that is already in service?

The general idea is that upgrades are inevitable, so why is it better to upgrade now instead of in six months or a year? 

This is where you can explain how the laptop creates opportunities for you to expand the range of your work or the capacity of your position.

This idea requires some deep thought, but it’s a great inclusion in your justification letter—provided you genuinely believe that the laptop generates such potential.

What Is Involved in Replacing the Laptop?

Working woman with a serious look staring at the laptop

Obviously, this process involves buying a new laptop. There’s a cost associated with that, but there are a few other things to consider along the way. 

How does this process impact IT, and are there other things you might need to buy to go with the laptop?

IT Concerns

young IT specialist are discussing data

When you get a new laptop, it has to be connected to the business network. It might need to have security software installed. 

There are any number of other issues that are commonly attached to a new computer in a business setting.

If you have an IT department, talk to them about getting a new computer and what is involved on their end. 

Get this understanding before writing a pitch for your new laptop. That way, you can address IT and red tape concerns as they arise. 

Any chance you have to get ahead of your boss’s objections will help you get the yes.

Boss having a serious conversation with employee.

If you don’t have an IT department, make sure you know what it would take to make the laptop work in your workplace. 

Can you connect it to Wi-Fi? 

Can you ensure that it is secure? 

Can you hook it up to the printer? 

Go over these ideas so that you can convince your boss that you can handle getting the laptop up and running.

Additional Costs

Calculator and pen on yellow background

A new laptop usually comes with some extra expenses. 

If you use specialized software with the current laptop, you might have to purchase new licenses for the new laptop. 

This is particularly common with the Microsoft Office Suite, but it comes up with plenty of other software packages too.

Your new laptop might need other peripherals too. 

Are you upgrading a mouse or computer monitor? 

Do you need an external hard drive or flash drive to store data? Consider the extra costs and address them in your justification letter.

Keep It Simple

Keep it simple

Most of all, make this process easy for your boss. The last thing they want is a list of new problems to solve. 

If you present your idea simply and clearly, you’re more likely to get the answer you want.

To help you in that, you can look over this sample letter. It’s going to use a made-up name and job position, so you get a clear idea of how to use specifics in your request.

What Does a Sample Letter Asking for a New Laptop at Work Look Like?

Businesswoman typing corporate e-mail using laptop at office desk

Those tips can help you think about how to pitch and what information to include in a cover letter, but it’s nice to see a sample. 

Despite being written by a made-up person in a made-up position, the letter provides details to help you understand how to present important information.

To Jane Austin, Department Manager

I’m writing this letter to formally request a laptop replacement.

In my current role, I spend a significant number of hours each week creating Photoshop images for our advertising department. The laptop I currently use for this work has become haggard, and it is as much a hindrance in my work as it is a useful tool. In a given week, I have to restart and reload photoshop at least a dozen times, and each one of those reloads eats up anywhere from 5 to 10 minutes while I wait on the laptop.

If this laptop is replaced by a Dell XPS 15, I could cut this time and save more than an hour of lost productivity each week. Additionally, the new laptop would be able to run the most recent version of Photoshop, empowering me with additional resources that could increase my productivity by at least 10 percent when working on these images.

We can consider that the cost of the computer is $1,400, and a new Photoshop license is $239.88 per year, the total cost of this investment for this year is $1639.88 plus tax. After that, only the Photoshop license is necessary.

Considering my current pay rate, this investment would save the company about $150 a week in improved productivity on my end, and this ignores how the upgraded software will enable me to make better images and expand how we approach marketing. This means the investment will turn profitable after 12 weeks. In the first year alone, you can expect an ROI of over $6,000.

I encourage you to endorse this investment as soon as possible so that we can all reap the benefits. I appreciate your consideration in this matter and optimistically await your reply.

Sincerely,

John Doe, Company Photoshopper