When should a business replace its laptops?

The short answer: business laptops typically last three to five years. Replace them when they're slow enough to waste people's time, out of warranty, or can't run Windows 11. If any of your laptops are still on Windows 10, that's the most urgent reason of all, because free security updates have already stopped.

The signs it's time

• It's slow. If someone waits for it to start, open files or join a Teams call several times a day, you're paying for that time.
• The battery doesn't last. A battery that won't get through a meeting chains people to the desk.
• It's out of warranty. Once the warranty ends, every fault is a cost you have to pay, and it can take days to get fixed.
• Repairs cost too much. If a repair costs more than about a third of a new laptop, it's usually better to replace it.
• It can't run Windows 11. This is the big one for many small businesses right now.

Windows 10 has reached end of support

Microsoft stopped supporting Windows 10 on 14 October 2025. Laptops still running it no longer get free security fixes, so every new weakness found in Windows 10 stays open.

Businesses can pay Microsoft for Extended Security Updates (ESU). They're sold one year at a time: the first year ends on 13 October 2026, and the second year costs more. ESU is a stopgap to buy time for replacements, not a long-term plan.

Why some laptops can't upgrade to Windows 11

Windows 11 needs a security chip called TPM 2.0 and a processor Microsoft supports. Many laptops from before about 2018 don't meet these requirements, even if they otherwise work fine. To check a laptop, run Microsoft's PC Health Check app or look in Settings > Update & Security > Windows Update, which usually says whether the machine can upgrade.

If a laptop can't upgrade, there's no sensible way to keep it secure long term. That's your replacement list.

Why it matters beyond speed

Unsupported software is one of the easiest ways in for attackers. It's also a problem for certification: Cyber Essentials requires the software on your devices to be supported and kept up to date. A Windows 10 laptop without ESU will fail. See What is Cyber Essentials?

Some insurers and larger customers ask similar questions on their forms, so it's worth getting ahead of it.

How to plan replacements

1. Make a list. Note each laptop, who uses it, when it was bought, its warranty end date and whether it can run Windows 11.
2. Replace in batches. Swapping a few at a time is easier on cash flow and on your staff than replacing everything at once.
3. Budget for it. If laptops last around four years, plan to replace roughly a quarter of them each year.
4. Consider leasing. Leasing or paying monthly spreads the cost and can build in replacement at the end of the term. Compare the total cost against buying outright.
5. Buy the right ones. See What should I look for in a business laptop?

Getting rid of old laptops properly

Old laptops are full of your business data: emails, saved passwords, customer files. Before they leave the building:

• Wipe them securely. A proper reset or a certified data wiping service, not just deleting files. If the drive can't be wiped, have it physically destroyed and get a certificate.
• Remove them from your systems. Take them out of Microsoft 365, Intune or any device management you use.
• Recycle them legally. Electrical equipment is covered by the WEEE regulations in the UK, so it can't go in general waste. Use a registered recycler or a take-back scheme.

Common questions

Can I just keep using Windows 10?

The laptop will still turn on and work, but it won't get security fixes unless you pay for ESU. That leaves your business data at risk and means you can't pass Cyber Essentials. Use ESU only to buy time while you replace.

Is it worth upgrading the memory or drive instead?

Sometimes, on a laptop that's only two or three years old and can run Windows 11. On older machines, it rarely makes sense because the warranty, battery and Windows 11 problems remain.

How long should a business laptop last?

Typically three to five years. A good business model with a three-year warranty will usually see out its warranty comfortably, and many go on longer if they're looked after.