A complete guide on how to ship a laptop or computer overseas

Are you a remote worker sending your laptop back to the office safely? An IT manager trying to ship equipment to a new hire? Or maybe you're just sending a computer to a family member overseas?

Shipping a laptop or computer, whether it’s just across town or all the way across the world, can feel overwhelming. You might want to consider the total cost of shipping a laptop, including international shipping costs, customs fees, battery regulations, and damage risks.

But you don’t have to worry about it. It doesn’t have to be complicated now. 

This simple step-by-step guide will help you through everything, from packing your computer safely using the right laptop shipping box and packing materials to understanding shipping costs, handling international forms like the commercial invoice, and complying with battery rules without the stress. Let’s get started!

What should you do before you pack your computer?

Before you grab a shipping box and start packing your laptop, there are a few key considerations to keep in mind. Take a look at the prep checklist to make sure everything goes smoothly once it's time to ship.

Back up your data

Your laptop or desktop may contain priceless files, such as photos, work projects, or client data. Take a moment to back up your files before shipping. This is because you may have important data, even if something happens to your device. You can replace your computers, but not data. Therefore, to back up your data:

• Use cloud storage like Google Drive, Dropbox, or iCloud. This way, your files are saved online and you can access them from anywhere.

• Use an external hard drive to copy your files. Simply plug it in, transfer your important data, and store it in a safe location.

• Have sensitive info? Encrypt sensitive data for extra protection. This will add an extra layer of protection to your personal electronics, even if your files contain private or work-related data.

Check destination country regulations

If you’re wondering, can I ship a laptop internationally? Keep in mind that every country has different import rules for shipping electronics containing lithium batteries or high-value electronics internationally. Some countries may also require the receiver’s tax ID number for customs clearance. Make sure you have all the necessary information with you and that the package is properly labeled before shipping.  Here is what you can do:

• Visit the customs website for the country you’re shipping to.

• Ask your shipping carrier (like FedEx, UPS, or DHL) what rules you need to follow.

How to pack your laptop or desktop the right way

Packing your computer correctly is extremely important. In fact, it’s probably the most important part of the whole shipping process. Do you know why? Laptops and desktops can get damaged by bumps, drops, moisture, or simply being moved around too much in the outer packaging.

So, the better you pack your device using the right box, the safer your shipment will be. To make sure that your laptop or computer gets delivered safely to the destination, here is what you can do: How to Ship a Laptop or Computer

Gather your packing supplies

Before packing your single laptop or computer, ensure you have everything in place. It will help you pack your devices efficiently and ship personal electronics securely. Make sure you have:

• A strong double-walled laptop shipping box or outer box.

• Use cushioning materials like bubble wrap, anti-static bubble wrap, or foam to protect your device from static electricity and shocks.

• Try packing peanuts or air cushions to fill any empty spaces inside the box so your laptop stays put.

• Heavy-duty packing tape and extra tape for sealing boxes.

• A plastic bag or sleeve to protect from moisture during shipping.

• Labels and a marker for properly labeled addressing and handling instructions.

Use the box-in-box method for shipping an expensive device. That means you place your laptop or desktop in one inner box, then pack that inside a bigger outer box with multiple layers of cushioning material for extra protection.

Pack your laptop or computer

Packing a laptop or computer? Laptops are easier to pack, but desktops require more attention due to their bulkier size and more fragile components. 

Considerations for packing a laptop

1. Turn the laptop off completely to avoid overheating or accidental activation. Don’t just close the lid, but shut it down completely.

2. Unplug and neatly bundle power cords, cables, and accessories with cable ties.

3. Wrap the laptop in a soft cloth or plastic sleeve to prevent scratches.

4. Add at least two layers of bubble wrap or anti-static bubble wrap around the laptop. Make sure it fits snugly.

5. Place it in the box with at least 2 inches of space on all sides. Fill the gaps with packing peanuts, air pillows, or other cushioning materials.

6. Pack accessories separately, like placing the charger, mouse, or other items in small padded bags or wrapping them in bubble wrap.

7. Seal the box with strong packaging tape and double-check all seals.

8. Label the box clearly with the intended destination and notes like “Fragile” or “Handle with Care.”

Considerations for packing your desktop computer

You have to pay more attention to packing the desktop computer and its peripherals. 

CPU/Tower

1. Cover every side of the CPU with 3 to 4 layers of bubble wrap for full protection.

2. Add foam inserts or corner protectors to help absorb shock during transit.

3. Make sure there’s a snug fit with some cushioning on all sides.

Monitor

1. Use the original packaging if you still have it to protect your screen.

2. If you don’t have the original box, wrap the monitor gently in a soft cloth, and then you can add bubble wrap.

3. Be extra careful and don’t put any pressure on the screen.

Peripherals (Keyboard, Mouse, Cables, etc.):

1. Wrap each item separately in bubble wrap or place it in padded bags.

2. Use smaller boxes or compartments to keep them organized inside the main box.

3. Make sure nothing moves around when you gently shake the box. If it does, add more padding.

Do’s and don’ts while shipping a laptop or computer

Calculating the cost: How much does it cost to ship a laptop or desktop?

Shipping a laptop or desktop isn’t a one-size-fits-all deal. The price can vary depending on several factors, such as the size of your laptop's shipping box, the speed of delivery, the shipping method, and the location where you are sending it.  Each factor influences the cost. The 4 things that affect the cost include:

How much does it cost to ship a laptop or desktop within the U.S.?

Are you shipping your computer or laptop? How much does it cost to ship a computer in the U.S.? Many reliable and affordable options are available. However, the actual cost depends mostly on the weight of your package. Here is what major shipping carriers usually charge: 

Average international shipping costs

Shipping from a business account often reduces rates by 10–20%.

Choosing the best shipping carrier

Not all shipping carriers are the same. Each carrier has pros and cons. While some may be cheaper, the others might be faster or better at handling fragile or valuable items securely. Which one to choose from? It depends on your requirements, like what you’re shipping and where it's going. Here’s what to keep in mind while choosing the shipping carrier:

• Experience: Choose a company that knows how to handle international deliveries and electronics. They’ll understand customs rules and how to pack fragile tech safely.

• Speed and flexibility: Not every shipment is urgent. Pick a carrier that gives you options from budget-friendly economy to fast express delivery so you can match your needs and budget.

• Customs know-how: Shipping internationally always involves paperwork. A good carrier helps with customs forms, labels, and brokerage so your package doesn’t get stuck at the border.

• Insurance options: Always check if they offer insurance for valuable items like laptops. It’s worth paying a little extra to protect your gear in case something goes wrong.

• Tracking and updates: Make sure they provide real-time tracking so you always know where your package is and when it’ll arrive.

• Customer support: Go with a company known for helpful, responsive support. If a problem comes up, you’ll want someone who actually answers and solves it quickly.

Look for a company with experience in shipping fragile items and personal electronics, especially high-value electronics and other accessories. The best way to ship a laptop domestically and internationally safely and confidently is with GroWrk.

Best carriers for domestic shipping (U.S.)

Best carriers for international shipping

A simple checklist to navigate international shipping

Shipping a laptop or desktop computer overseas? Here’s a checklist to help you ensure you are fully prepared. 

Handle lithium batteries correctly

Laptops and many desktops include lithium-ion batteries. Most countries have strict rules concerning international shipping because lithium batteries can be a fire risk if not handled properly. Lithium batteries are classified as hazardous materials under international shipping guidelines. So, here are the considerations you should take into account: 

• Keep the battery installed inside the laptop. Never ship loose batteries unless you're absolutely sure it's allowed.

• Do not ship damaged or swollen batteries. These are considered prohibited items (dangerous goods) and could result in your shipment being rejected.

• Label your box with a lithium battery sticker. Most carriers require it, and they usually provide one when you print your shipping label.

Check the shipping company’s website or contact their support team before sending the package. Be sure to avoid exposure to extreme temperatures, as they can damage your device and battery during the shipping of laptops and computers.

Fill out customs forms correctly

Every international shipment requires a customs declaration to determine what’s inside the package and whether taxes or duties are applicable. For personal shipments, you’ll usually need a CN22 or CN23 form. If you are providing equipment for remote workers across borders, understanding customs requirements is especially important. Make sure that the customs form includes:

• Sender and receiver information.

• A clear Item description.

• Item value in USD.

• Reason for shipping.

Avoid under-declaring the value to save money. Customs may delay or seize your package if they think you're not being truthful.

Know the rules about duties and taxes

Each country has different rules regarding import taxes and duty-free limits. Stay up-to-date with the latest duties and taxes. For example, in many countries, the recipient is required to pay VAT or customs duties, and some countries also require the recipient's tax ID number to facilitate customs clearance.  

Ask your shipping carrier if they offer DDP (Delivery Duties Paid) service. You pay the taxes upfront, so the receiver doesn’t get hit with a surprise bill when the package arrives.

Keep all documents handy

Keep track of your documents so if something goes wrong or if customs asks for more info, like: 

• Shipping receipt

• Tracking number

• Insurance confirmation

• Customs declaration form

• Export declaration

Snap a photo or scan all these papers and keep them in your email or cloud storage. It’s better to have it and not need it than the other way around.

Do’s and don’ts you must know before sending your device

Shipping a laptop or desktop demands careful preparation to ensure your device arrives safely and securely. From backing up important files and using proper packaging to avoiding common mistakes like skipping insurance or hiding battery details, here are the essential dos and don’ts you must know before shipping your computer or laptop.

Why teams choose GroWrk for laptop & desktop shipping

Looking for the best way to ship a laptop? Sending laptops or desktops across countries can be stressful. You might be required to fill out customs forms and lithium battery rules, high courier fees, and delivery delays. That’s where GroWrk comes and helps you get devices to your remote employees quickly, safely, and without border issues. 

• Local delivery in 150+ countries
  Source and ship devices locally to avoid customs delays, surprise duties, and long transit times.

• Compliance handled
  Lithium-battery rules, HS codes, and export/import forms taken care of, no guesswork or rejected parcels.

• Protective packaging & tracking
  Professional box-in-box packing, tamper-evident sealing, end-to-end tracking, and optional insurance.

• Ready on day one
  Devices arrive pre-configured with your OS, apps, and security policies (MDM/SSO), so new hires can log in and work.

• Transparent pricing
  Clear, fixed quotes—no hidden shipping fees, brokerage surprises, or last-minute add-ons.

• Easy returns & redeployments
  Offboarding pickups, certified data wipe, and redeployment to the next user—all coordinated in one workflow.

• Single dashboard control
  See shipment status, inventory location, and recipients in one place; trigger sends, swaps, and retrievals in a click.

• Vendor network you can trust
  Curated carriers and fulfillment partners experienced with electronics and business-critical deliveries.

Make shipping laptops effortless, anywhere your team works. Request a demo today.

FAQs

What is the cheapest way to ship a laptop?

While USPS Priority Mail or UPS Ground can be affordable options within the U.S. with GroWrk, you can deliver laptops locally in over 150 countries, with no customs fees, no high courier costs, and no delays. It’s the smartest and most cost-effective way to get tech to your team anywhere in the world.

Can I ship a laptop with the battery still inside?                   

Yes, you can ship a laptop with the battery installed as long as it's not damaged. Make sure that the loose or spare batteries must be packed separately or excluded.

How much insurance should I get when shipping a computer?

For a $1,000 laptop, insurance typically costs around $10–$20. With GroWrk, insurance and secure delivery tracking are already built into the process, so your devices are always protected from pickup to drop-off.

How long does it take to ship internationally?

Most express couriers take 3–7 business days. With GroWrk, devices usually arrive within the same timeframe or faster, since we deliver locally through trusted vendors, skipping border delays entirely.

Can I use the original box for shipping?

Yes, but always place it inside another sturdy box with added padding.