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.
We will discuss the technical aspects of preparation and international shipping with clearing customs, as well as explore the capabilities of IT asset management software suited for equipping distributed teams. GroWrk ships as many devices as your team needs to anywhere in the world, so if taping up boxes and filling out customs forms isn’t your thing, this guide still has you covered.
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 years 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.
To ensure a smooth shipping experience, follow these best practices and advice:
Choose a reputable shipping company: Select a shipping company that specializes in international shipping and has experience handling electronic items. Companies like FedEx, DHL, and UPS are known for their reliable services.
Use a trackable shipping method: Opt for a shipping method that provides tracking capabilities. This allows you to monitor the shipment’s progress and stay informed about its status.
Ensure all necessary documents are in order: Prepare all required documentation, including the commercial invoice, packing list, and customs declaration form. Accurate documentation helps prevent delays during customs clearance.
Declare the correct value and pay customs duty: Accurately declare the value of the laptop and pay the required customs duty to avoid any issues with customs authorities. This step is crucial for a hassle-free shipping process.
Purchase shipping insurance: Consider purchasing shipping insurance to protect against loss or damage during transit. Insurance provides peace of mind and financial protection in case of unforeseen events.
Keep shipping address and contact information up-to-date: Ensure that the shipping address and contact information are accurate and up-to-date. This helps prevent delivery issues and ensures that the package reaches the intended recipient.
By following these best practices, you can ensure a smooth and efficient shipping experience for your new laptop.
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 planning to grow their business in India and looking for the most efficient way to equip new hires, a service that supports you throughout the full lifecycle of your equipment is the most convenient solution. These services like GroWrk, offer software where you can access a marketplace with multiple laptop models with delivery to India. Through GroWrk’s partnership network, you can also repair or store used devices when employees leave or are terminated. Once the laptop reaches the end of its lifecycle you have multiple disposal options within the platform.
Deciding whether to go with a standard global shipping company or a specialized solution provider depends on your specific business needs. How many laptops do you need to ship? Do you plan on expanding further? What happens after the employees receive their laptops?
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 and retrieve their devices 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.
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.
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.
Laptops can be classified under HS code 84713010, which is for personal computers weighing less than 22 pounds.
Additionally, electronic imports must comply with the following regulations:
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.
Commercial invoice example:
Product name: Apple MacBook Pro 14
Quantity: 2 Units
Model number: MacBookPro14,2
Serial numbers: SN4567890123, SN4567890124
Specifications: 14.2-inch display, Apple M2 Pro chip, 16GB RAM, 512GB SSD, macOS Monterey, built-in WiFi 6 and Bluetooth 5.3
HS code: 8471.30
Value per unit: $2,200
Total value of goods: $4,400
Shipping charges: $150
Insurance: $100
Total invoice value: $4,650
Purpose of export: Equip remote IT team in India
Condition of goods: New
Documentation for your shipment should include:
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.
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.
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:
Inspect the package carefully: Before accepting the package from the courier service, check for any signs of damage or tampering. Look for dents, tears, or any other indications that the package may have been mishandled during transit.
Verify the laptop’s details: Check the laptop’s serial number and IMEI number to ensure they match the ones mentioned on the invoice. This step is crucial to confirm that you have received the correct device.
Examine the laptop’s condition: Open the package and inspect the laptop for any physical damage or defects. Look for scratches, cracks, or any other signs of damage that may have occurred during shipping.
Report any issues immediately: If you find any damage or defects, report it to the courier service immediately and file a claim. Document the damage with photographs and keep all packaging materials as evidence.
Keep packaging materials and accessories safe: Retain the original packaging materials and any accessories that came with the laptop. These may be required for warranty or repair purposes in the future.
Register your laptop: Register your laptop with the manufacturer and activate any warranty or support services. This step ensures that you can access technical support and warranty services if needed.
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 throughout its entire lifecycle, taking care of maintenance and repairs. This is important because what happens if the laptop is damaged and needs to be replaced? An accidental spill or drop could derail productivity if you can’t get an immediate replacement.
Putting the shipping burden on remote employees to return the damaged laptop adds another layer of complexity. However, if you can remotely manage and troubleshoot all the devices in your fleet from a single platform, you can see the device’s status and location and then place an order for us to retrieve it.
Once GroWrk retrieves a device, we perform all necessary diagnostics and repairs or disposal services if requested. You have total visibility and autonomy over your inventory anywhere in the world, while we handle the heavy lifting. Give us a call to get started.
To avoid common shipping mistakes, keep the following in mind:
Incorrect or incomplete shipping address: Double-check the shipping address to ensure it is accurate and complete. An incorrect address can lead to delays or misdelivery.
Failure to declare the correct value: Always declare the correct value of the laptop on the customs declaration form. Under-declaring the value can result in customs issues or penalties.
Not purchasing shipping insurance: Skipping shipping insurance can leave you vulnerable to loss or damage during transit. Insurance provides financial protection and peace of mind.
Not tracking the shipment: Failing to track the shipment can lead to delays or loss of the package. Use the tracking number provided by the shipping company to monitor the shipment’s progress.
Not keeping packaging materials and accessories safe: Discarding the packaging materials and accessories can void the warranty or make repairs difficult. Keep all packaging materials and accessories safe for future reference.
By avoiding these common mistakes, you can ensure a hassle-free shipping process and a successful delivery of your laptop.
For companies that continue to grow their distributed workforce, shipping a laptop is just one of the challenges faced when equipping teams with the right tools for the job. Procuring and deploying equipment across borders is an ongoing process that requires an effective equipment management strategy to provide smooth onboarding experiences.
Throughout this guide, we have covered the step-by-step process for sending a laptop from the US to India, along with modern solutions that provide full lifecycle management for your devices to ensure sustainability and security as you scale your business.
Now, you can welcome talented professionals from India to your team without the limitations and logistical hurdles that previously made this next to impossible. With the opportunities of a borderless world at your fingertips, growing and managing your global workforce are just a few clicks away.
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.