How to send a laptop from USA to India: Step-by-step guide

Recruiting global talent has become standard practice in today’s remote landscape. Especially in countries with an abundance of skilled professionals like India. The equipping process, however, can be challenging. Sending laptops from USA to India may seem overwhelming but this step-by-step guide will walk you through the process.

Companies worldwide understand the value of hiring a diverse workforce. According to Owl Labs, 16% of companies worldwide are fully remote. As of 2021, 65% of U.S. tech companies reported they would maintain or increase their global remote workforce, according to Velocity Global.

To ensure that workers have the necessary tools to perform their tasks, it is crucial for companies to provide equipment for remote workers. This practice boosts productivity and fosters a strong sense of remote company culture.

In this guide, we will cover aspects such as preparation, packaging, choosing a shipping carrier, completing customs documentation, arranging pickup or drop-off, tracking the shipment, clearing customs in India, and ensuring safe delivery.

Step-by-step guide to sending a laptop from USA to India for global companies

When it comes to setting up laptops for employees working remotely, many global companies can face significant challenges with international shipping. Customs duties, issues with the shipping address, and delayed shipments are just a few of the obstacles that can make the process frustrating and time-consuming. 

Luckily we have tons of experience in this field as we manage the equipment for several multinational companies with offices in India. Below, you will find the steps we rely on when sending thousands of laptops from the USA to India for our customers. We'll provide step-by-step instructions on navigating the complex logistics involved in shipping a laptop internationally and ensure that your laptop arrives safely and on time. 

Research and choose a reliable shipping service provider

The first step is to research and choose a reliable shipping service provider. If you’re looking to get only one laptop from the US to India, you could take the long route through a typical courier service.

For companies that plan to grow their business in India and are looking to hire new workers there, you can go with a service that can support you throughout the whole equipment lifecycle, from procurement to disposal. The following are some common shipping options that companies can rely on.

GroWrk

GroWrk is an end-to-end IT asset management solution that streamlines IT equipment procurement, deployment, and management for globally distributed companies. We help global companies equip their distributed workforces while managing IT equipment throughout its lifecycle, including comprehensive IT procurement services.

We leverage our global supply chain partnerships so organizations can seamlessly equip their remote workforces in more than 150 countries, including India. You only need a few clicks to deploy devices to your employees’ doorstep. Check out our pricing and see if GroWrk can meet your company's logistical needs.

FedEx

A renowned name among shipping companies, FedEx offers a few shipping options for sending laptops from the United States to India. The most popular choice is the overnight shipping service, which ensures the laptop arrives within 2-3 business days. However, this service is only available for select locations in India. 

Alternatively, you can opt for FedEx's 2-day shipping service, which is available for most locations in India. While it may take a bit longer to deliver the laptop, this option is generally more affordable than the overnight shipping service. These options are usually customs-cleared and backed by the FedEx money-back guarantee.

DHL

As a leader in express delivery and logistics, DHL is an excellent choice for businesses seeking to send laptops to India. With its extensive network and streamlined processes, DHL offers a smooth and hassle-free shipping experience.

UPS

United Parcel Service (UPS) is another well-established option among courier companies. With a strong global presence, UPS can ship laptops to India in as little as three days. The service can be relatively cheap when your package exceeds 3 pounds. The average laptops for remote work weigh around 5 pounds, so you should be good.

One downside of this courier service is that the receiver must have a valid passport to deliver the laptop. Also note that UPS’s insurance doesn’t cover damages that may happen in transit.

Shipito

Shipito is a mail forwarding service based in the US that allows users to make purchases on sites like eBay, Amazon, or Walmart. They ship your purchases to a warehouse, and from there, it’s shipped to your desired address. 

Shipito helps those who want to buy less expensive products on American sites that don’t ship internationally. This is a great alternative for individuals who want to buy only one laptop from the US. 

Prepare your laptop for shipping

The next step is to prepare your device using the courier services mentioned above. Shipping internationally will take some time, so it’s best to prepare your device for any unforeseen circumstances properly. Here’s where to start:

Backup data

If you’re sending a device with sensitive data, create a comprehensive backup of your laptop's files and documents in case in gets lost in transit. You can use external hard drives or cloud storage to ensure that your data remains intact and accessible upon arrival in India.

Remove any peripherals or accessories

Before shipping your laptop, unplug and pack all peripherals and accessories separately to prevent damage or loss.

Pack the laptop securely 

Use a sturdy box that is the right size for your device, ensuring there's enough space for cushioning materials. Protect the laptop with a case or bubble wrap. Fill any gaps in the box with packing material. Seal the box well and label it clearly with the recipient's shipping address and your return address.

Complete customs and shipping documentation

One of the more tedious yet important steps in this process is researching and paying customs fees. This step is essential in making the whole process go smoothly. Here’s what you need to know:

Check import regulations and duties

All imported goods that you bring into India are subject to customs fees. The importer is responsible for paying the fees, which are levied upon importation. The primary objective of import duty is to safeguard Indian industries against cheaper foreign goods.

For all imported goods, a Goods & Services Tax (GST) is imposed at a rate of 10% of the value of the goods. Additionally, the Integrated GST (IGST) is applied to the value of the imported goods along with all relevant customs fees. 

Apart from the standard GST taxes, GST Compensation Cess is also imposed on the supply of certain reportable goods, usually those that fall under the categories of luxury and low-value items. Other taxes that may be applicable include a Health and Education Cess or an Education Cess.

To determine the custom duty rates applicable in India, you must have the HS code for your products. This code is referred to as the HSN code in India and is used in the Harmonised Commodity Description and Coding System, which is a globally recognized method of identifying different types of products.

Fill out a shipping form

Provide accurate and detailed information about the sender (your company) and the recipient (your team member in India). Include the shipping address and contact details of both parties, along with any reference numbers or order identifiers. Double-check the form for accuracy to prevent any issues during customs clearance.

Include the required documentation

Alongside the shipping form, you'll need to include certain documents for the customs forms. You will need to make a list of what you’re sending, including how much each item is worth and its weight. 

Other documents you may need are a commercial invoice to prove the value of the item, a packing list detailing all items being shipped, proof of ownership, and shipping insurance.  

Choose the shipping method

In this step, you will need to take into account both your budget and time constraints to select an option that meets your requirements. Here are the most common options available:

Air freight

If time is of the essence and you need the laptop to reach your team member in India quickly, air freight is an ideal choice. Air shipping is faster than other methods and great for urgent shipments, even though it is more expensive.

Express shipping

Renowned shipping carriers offer express services that strike a balance between speed and cost-effectiveness. With express shipping, you can expect your laptop to be delivered in a relatively short timeframe, ensuring timely arrival for your team member in India. This option often includes reliable shipment tracking and handling by reputable carriers.

Economy shipping

If you have a more flexible timeframe and wish to reduce shipping costs, economy shipping might be the best fit. While it takes longer than air freight or express shipping, it offers a budget-friendly alternative for less time-sensitive shipments. Consider economy shipping for non-urgent deliveries, as it may take several weeks for the laptop to reach its destination.

Other methods

One way to save customs duty when sending a laptop to India is to have a friend or family member bring it with them when they travel from the US. However, if they bring in a second laptop, it would be subject to customs fees.

They could also get an export certificate issued by Customs for individual products. This way, they can bring back high-value products or electronic goods free of duty.

How to track your shipment

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Once your laptop is on its way, you will want to closely follow its journey to make sure it arrives in time for your remote team member and also for effective logistics. Here’s how to track your shipment:  

Obtain a tracking number

When you choose a shipping company, they will provide you with a unique tracking number for your laptop. With this tracking number, you will be able to monitor your shipment at all times from pickup to delivery.

Monitor the shipment's progress

With your tracking number in hand, visit the shipping service provider's website or use their mobile app to access the tracking portal. Enter the tracking number, and you will gain real-time access to critical information, including the laptop's current location, transit status, expected delivery date, and any potential delays.

In the event that you notice any unexpected delays or discrepancies in the tracking information, contact customer support for clarification and assistance. They can offer insights into the shipment's status and provide solutions to ensure a smooth delivery.

Receive the laptop in India

The most anticipated moment in this process –your laptop that is about to be delivered to your team member in India. Here's what you need to do upon its arrival:

Clear customs and pay any duties

As your laptop reaches India, it will undergo various customs duty clearance procedures. Depending on the value of the laptop and the documentation provided, customs duties and taxes may apply. Stay in close communication with your team member in India to ensure they are aware of the customs process and any potential duties that need to be paid.

To expedite the customs clearance process, make sure all required documentation is readily available, including the commercial invoice and proof of ownership. In some cases, your shipping service provider can assist with customs procedures, but it's essential to stay informed and ready to provide any additional information if needed.

Inspect the package for damage

Before handing over the laptop to your team member, inspect the package for any signs of damage during transit. Examine the shipping box for any dents, tears, or signs of mishandling. If you notice any external damage, contact customer service right away to initiate a claim.

Why you should use an equipment management service for sending laptops to your employees in India

If your company is looking for ways to send equipment to team members in India, consider an equipment management service like GroWrk. 

GroWrk leverages a network of partners worldwide to procure devices in more than 150 countries, including India. You won’t have to worry about the shipping process or paying customs fees because we take care of it for you. 

Our platform lets you easily procure devices through a marketplace and deploy them to end users in just a few clicks. On top of that, you get real-time status updates so you can track and monitor your devices at all times. 

The added benefit of using a service like GroWrk is that we provide end-to-end equipment management, so we can even take care of maintenance and repairs. Give your globally distributed teams the tools they need to be productive. Give us a call to get started.

Conclusion

Companies that continue to grow their globally distributed teams need to ensure that employees have the right tools for their jobs. Procuring and deploying equipment across borders can be overwhelming.

In this step-by-step guide, we covered all the steps involved in sending a laptop from the US to India, including how to prepare your device, necessary customs documentation, and available shipping methods. 

Welcome talented professionals from India to your team and embrace the opportunities of a borderless world. Ensuring smooth laptop shipments can foster seamless collaboration and empower your global workforce for future success.

Frequently Asked Questions

How long does it usually take to ship a laptop to India?

The shipping time for sending a laptop from the USA to India can vary depending on the chosen shipping method and the courier. Typically, air freight and express shipping range from 3 to 7 business days. Economy shipping, while more cost-effective, may take around 2 to 4 weeks for delivery. However, factors like customs clearance and unforeseen delays may impact the shipping timeline.

What should I do if my laptop is damaged during shipping?

If you notice any damage to your laptop upon delivery, take immediate action to address the issue. First, document the damage with photographs and, if possible, have the delivery personnel acknowledge it. Then, contact your shipping service provider's customer support as soon as possible to report the damage and initiate a claim. 

How much does shipping a laptop from the USA to India cost? 

The cost of shipping a laptop from the USA to India depends on several factors, including the chosen shipping method, the weight and dimensions of the laptop, the shipping service provider's rates, and any additional services like insurance or expedited delivery. Air freight and express shipping options tend to be more expensive but offer quicker delivery, while economy shipping provides a more budget-friendly option.