Shipping Laptops Internationally - Expert Advice on How to Ship

Shipping laptops across borders isn’t as simple as packing a box and selecting a shipping method. There are varying customs regulations, shipping costs that fluctuate by country, and the risk of damage and delays. All of these factors make equipping distributed teams a logistical maze, but we’re here to help you navigate through it – so you can swiftly deliver laptops to your employees wherever they are.

A service like GroWrk can make this process much more manageable. We have the expertise and know-how to ship laptops worldwide. Companies like Orium and OfferUp trust GroWrk to streamline IT equipment management for their remote workforce. 

Whether you are a business owner expanding your operations globally or an individual sending a laptop to a remote worker, understanding the ins and outs of international laptop shipping can help you provide a smooth onboarding experience for your remote employees. In this comprehensive guide, we'll provide expert advice on the cost of shipping laptops internationally, how to pack them securely, and tips to ensure a smooth process overall.

How to ship a laptop internationally?

When it comes to shipping laptops across borders, each destination has its unique set of rules and necessities. To ensure the process goes without a hitch, it's critical to have all the required paperwork ready ahead of time. This includes accurately filling out commercial invoices, preparing detailed shipping labels, securing any needed permits, and obtaining export licenses if applicable.

Correctly classifying laptops using the appropriate Harmonized System (HS) code on customs forms is crucial for a straightforward customs experience. Incorrect HS codes can complicate customs inspections, leading to hold-ups or additional fees.

For businesses dispatching laptops to overseas employees or offices, compliance with global shipping standards and customs norms is paramount. This compliance ensures that legal requirements are met and helps to avoid delays that could interrupt business activities.

To demystify the process of international laptop shipping, below is a simplified guide:

• Verify the regulations concerning the shipment of lithium batteries to your intended destination.
• Select a courier service with a solid track record in handling international shipments of laptops.
• Opt for comprehensive shipping insurance to safeguard your shipment against any transit damage.
• Pack the laptops meticulously using quality protective materials.
• Ensure all documentation, such as invoices, permits, and labels, is precise and complete.
• Apply the accurate HS code for laptops on all customs forms to facilitate a smooth customs review.
• Prepare for any eventualities that might arise during customs clearance.

By paying close attention to these steps, shipping laptops internationally can be a seamless and dependable process, keeping your global teams or branches well-equipped and functional.

How should you pack a laptop for shipping?

One way to overcome global hiring challenges is to offer your distributed workforce the best equipment. However, providing devices that help workers do their work tasks efficiently can be costly, especially if you have to ship them from one country to another. In that case, you must pack it securely to arrive safely in your employee’s hands.

Proper packaging will help protect equipment from unwanted scratches or bumps and guarantee a longer life for your device. Here are some key tips for packing and shipping laptops internationally:

1. Clean and Power Down the Laptop

Before packing the laptop, clean it thoroughly and remove any dust or debris. Ensure that the computer is completely powered down, and if it has a removable battery, take it out as well.

2. Protect the Laptop’s Buttons and Screen

Cover the power button and volume buttons with cardboard or electrical tape to prevent accidental power-on during transit. Additionally, place a thin layer of bubble wrap or foam between the keyboard and screen to protect them while the laptop is closed.

3. Wrap the Laptop Securely

Wrap the laptop’s shell with plastic or bubble wrap to provide an extra layer of protection. To safeguard against static electricity risks, place the computer in a snug-fitting plastic bag.

4. Wrap cables and accessories separately

To avoid tangling and potential damage, wrap the laptop's cables, plug adaptors, and other accessories in bubble wrap and secure them with cable ties. Place them separately from the computer in the shipping box.

5. Select the right shipping box

Choose a sturdy and appropriately sized laptop shipping box. If you have the original packaging that the laptop came in from the manufacturer, use that, as it will offer a reasonable level of protection.

However, many boxes made by manufacturers are meant for shipping on pallets, not to be shipped individually. Double boxing may be necessary to ensure safe shipping. To double box effectively, select an outer box six inches larger than the internal container in all dimensions. Fill the space between the inside and outer box with packing material, such as inflatable packaging, foam inserts, packing peanuts, or bubble wrap.

6. Fill any empty space 

Ensure the laptop is securely packed inside the box and has no room to slide around during transit. Fill any empty space with additional packing materials, such as foam inserts or packing peanuts, to hold the laptop in place.

7. Consider insurance

Given the value of laptops, consider opting for shipping insurance to protect against damage, loss, or theft during transit. Many shipping companies offer insurance options to add to your shipment for peace of mind.

8. Inspect package 

After the shipment reaches its destination, kindly request your employee to inspect the package for any damages and test the laptop to ensure it functions properly.

What about lithium batteries for international shipping?

Shipping laptops with lithium-ion batteries is tricky due to the strict rules surrounding hazardous items. The International Air Transport Association (IATA) classifies lithium batteries as dangerous goods because they can overheat and catch fire if damaged.

Whether you’re shipping one laptop or a team of equipment, you must follow the guidelines for packaging, labeling and shipping devices with lithium batteries.

Knowing how to handle lithium batteries during shipping means your packages are compliant and your equipment arrives safely. Here are some things to consider when shipping laptops with lithium batteries:

Keep batteries in 

Always leave the battery inside the laptop and ensure the device is powered off. This prevents the battery from shifting or accidentally powering on during shipping, which can cause problems in transit. It’s a simple step that ensures a safer delivery.

Proper packaging 

Packing is everything. Securely wrap the laptop in bubble wrap, use a sturdy box, and fill any empty spaces with cushioning material. The goal is to prevent any movement inside the box, which can lead to damage, especially with sensitive electronics like laptops.

Label and document 

Lithium battery shipments must have specific hazardous materials labels and comply with IATA regulations. Mark the box with proper labels indicating the presence of lithium batteries and attach all necessary documentation. Remember to check the destination country’s specific rules to avoid customs delays.

No damaged batteries

Shipping damaged or defective lithium batteries is strictly prohibited due to the fire risk. Always inspect batteries for swelling, leaking, or any visible damage before shipping, and never ship a device with a compromised battery.

How to fill out the shipping label?

Filling out a shipping label seems simple, but an error or incomplete form can disrupt the shipping process. For your new remote hires to get their laptops quickly, correctly filling out the shipping label is necessary to avoid delays and get through customs smoothly. Here’s what to include:

Correct addresses 
Verify that the sender and recipient addresses are complete and accurate, including postal codes and any necessary contact information for customs. Double-check everything and make sure there are no typos that could delay the shipment.

Clear description of contents 
Customs agents oversee countless packages each day and cannot guess what is inside, and you don’t want them to open it up either. If the shipment contains a laptop, include the model and value if necessary. This helps customs process the shipment faster.

Customs declaration 
Fill out the customs form and include the Harmonized System (HS) code for the laptop and accessories. Include the laptop's value to calculate duties and taxes. The details and accuracy are important here to avoid any unpleasant surprises at the border.

Attach all documentation 
Consider this the passport of your shipment, as it contains all of its identification. Make sure all necessary paperwork – commercial invoices, permits, and any applicable certificates – is included and attached to the outside of the package.

How much does it cost to ship a laptop Internationally?

When it comes to shipping an international package, many factors can impact the final cost. Some of the most significant considerations include the box's weight and dimensions, the chosen shipping method (express or economy), and the destination country. 

Importing expensive goods, like laptops, usually incurs higher customs fees, depending on the import duty charges of the destination country. To ensure compliance with import regulations and potential additional fees, you may need to seek advice from legal experts, incurring even higher costs for your company.

When shipping a laptop internationally, consider the following costs in your budget:

• Customs fees
• International shipping fees
• Cargo insurance fees
• Local taxes
• Extra fees

For example, shipping a 13" MacBook Air from Austin to Pune can cost around $269.97 using Fedex International Economy. Sending the same package to Medellin, Colombia, instead, would cost $418.52. This illustrates how shipping fees can significantly differ based on the destination country, even when using the same courier.

If you are in the process of calculating international shipping fees, keep in mind that there might be additional fees that your company must incur. In this case, it's important to ask yourself a few questions, like considering shipping prices in your primary currency or in the destination country's currency, being prepared for surprise fees like the cost of extra packaging, and making sure you are only paying for what you ask for and avoiding hidden costs like excess dimensions.  

Whether you’re shipping a single laptop or managing equipment for a remote team, it’s essential to compare shipping options. Express services might be faster but can come with significantly higher costs compared to economy shipping. For businesses looking to cut international shipping costs, consider working with a partner like GroWrk that can procure devices in-country, allowing you to skip international fees entirely.

How much does it cost to ship a laptop to a remote worker?

Nowadays, many remote companies provide equipment for remote workers to guarantee employee productivity. Owl Labs reports that 20-25% of companies pay for home office equipment.

Purchasing, configuring, managing, and shipping a standard laptop for remote work in the U.S. can cost $3000. These costs can increase as you branch out to other countries, like Brazil, where they can go as high as $8000 for the same standard laptop.

If you use an average shipping service, the shipping costs of sending a laptop to a remote worker will ultimately depend on the destination and weight of the package. Shipping a laptop from the USA to India will incur different shipping costs than sending it from Spain to France.

With an IT asset management solution like GroWrk, you don’t have to worry about traversing shipping fees or customs charges. We leverage a global network of partners and in-house expertise to help companies procure and deploy IT equipment for their remote workers in more than 150 countries.

The process is as simple as going onto the GroWrk platform and selecting which employee needs which device. From that point, we’ll take care of things to ensure your end users receive the equipment they need right on time.

What should you know about customs and import regulations?

Shipping laptops internationally involves navigating customs and import regulations, varying from country to country. Understanding these regulations will ensure a smooth and compliant process. Here are some key points to consider:

1. Customs declarations

When shipping laptops internationally, you must complete customs declarations accurately. These declarations provide information about the shipment's contents, value, and purpose. Incorrect or incomplete declarations can lead to delays, fines, or even package confiscation by customs authorities.

2. Import duties and taxes 

Countries have different import duties and taxes on electronic devices, including laptops. These charges are usually based on the laptop's declared value and the country's import regulations. Import duties and taxes can significantly increase the overall shipping cost, so it's crucial to research and factor these expenses into your shipping budget.

3. Restricted and prohibited items

Some countries restrict or prohibit importing certain electronic items, including laptops. Before shipping a computer to a specific country, check that laptops are allowed for import and if any additional requirements or permits are needed. 

Additionally, be aware of restrictions on lithium batteries, as these are commonly found in laptops and can be subject to specific shipping regulations. Lithium batteries are classified as hazardous materials for shipping because they can overheat and catch fire if mishandled or damaged.

The International Air Transport Association (IATA) sets guidelines and regulations for transporting dangerous goods, including lithium batteries. Laptops with removable and non-removable batteries may be shipped internationally. You just need to follow the proper documentation and safety measures outlined by IATA.

4. Documentation requirements

Prepare all necessary documentation, including invoices, shipping labels, and any permits or licenses required for export and import. Incomplete or missing documentation can lead to customs clearance delays and potential issues with the shipment.

5. Harmonized System (HS) codes 

HS codes are internationally recognized codes used to classify goods for customs purposes. Each product, including laptops, has a specific HS code. When shipping internationally, you must provide the HS code for the laptop on the customs declaration form. Using the correct HS code ensures the laptop is correctly classified for customs assessment.

6. Delivery time and customs clearance

Customs clearance procedures can vary in duration, and it's essential to consider this when estimating delivery times for international shipments. Delays in customs clearance can occur due to high volumes of shipments, inspections, or administrative procedures—plan for potential delays to set accurate delivery expectations for your remote workers.

Can I ship multiple laptops internationally at a single time?

Shipping multiple laptops internationally can be cost-effective, especially for businesses sending laptops to multiple remote workers or offices abroad. However, you will need to consider the total weight and dimensions of the package to determine the shipping cost accurately. Working with a reliable shipping company offering bulk shipping discounts can benefit these cases.

Working with a service like GroWrk allows your organization to ship multiple laptops internationally simultaneously. It doesn’t matter if a new hire joins your team from Colombia, France, or the Philippines on the same day—we can deliver their equipment on time for their first day.

Can I opt to work with country-specific vendors?

If you’re looking to skip the shipping process, some options, like working with country-specific vendors, are available. This alternative involves connecting with local vendors within a specific country to procure equipment and having them ship the device locally to the end user.

 This option can be more cost-effective than international shipping since local vendors can offer bulk order discounts. If you deal with them, they can include the packaging, shipping, and insurance in their services for the same cost. 

The downside to this option is finding a reliable local partner that can cater to your equipment and delivery needs. This will often require you to search online for vendors or have them referred to via word of mouth. However, vetting local vendors can be as troublesome as dealing with international shipping if you don’t have enough connections in the country.

Can you get additional insurance when shipping a laptop internationally?

Getting extra insurance coverage for your shipments is a good idea when sending packages internationally. This can give you added security in case of damage, loss, or any unexpected problems during transport. Some shipping companies will offer extra insurance options to safeguard your packages.

Various options are available regarding shipping insurance based on the individual's requirements and circumstances. Each type of shipping insurance has its own set of benefits and drawbacks. Three common options are carrier insurance, third-party insurance, and self-insurance.

Carrier insurance

The shipping company typically provides this type of insurance. In this case, an insurance provider is behind the policy coverage, and they have the financial resources to back it up. The policy issuer is responsible for charging the premium and covering the losses and claims outlined in the policy. The insurance company commits to compensate the insured for financial losses resulting from covered claim scenarios and charges a significant premium for this service.

Third-party insurance

If you opt for third-party insurance, they will be fully responsible for any damages or losses to your package and will cover the cost of refunds or replacements. This means that the time taken to process claims will be much shorter. However, remember that you may still have to pay for certain costs, which could add up and make it more expensive.

Self-insurance

This insurance package is highly cost-effective and offers comprehensive protection for shipped packages through carriers, all at a lower price point.

How to track and monitor your shipments?

Once you've shipped the laptop, you'll receive a tracking number from the shipping carrier. This number is unique to your shipment and serves as an identifier for tracking purposes. Keep the tracking number safe; you'll need it to access the shipment's tracking information.

To track your shipment, visit the carrier's website and the tracking section. Enter the tracking number for real-time updates on the package's location and status. You can also opt-in to receive email or SMS notifications for important shipment milestones.

International shipments need to monitor the delivery status carefully. Different countries may have other customs procedures and delivery timelines. Confirm the successful delivery of the laptop to the intended recipient and ensure they acknowledge receipt.

If you have any concerns or questions about your shipment, don't hesitate to contact the shipping carrier's customer support. They can provide additional assistance and information about your package's location and estimated delivery time.

What to consider when selecting a shipping company?

Choosing the right shipping company can make all the difference in ensuring that your remote hires receive their laptops quickly and can hit the ground running. A reliable carrier delivers packages and helps you navigate the complexities of international shipping. Here are things to consider:

Experience with international shipments 
Not all carriers are equal. Choose a shipping company with a proven track record in handling international shipments, especially delicate electronics like laptops. The more experience they have, the smoother the process will be, reducing the risk of delays or damage.

Shipping speed and options 
Not every shipment has the same urgency, so look for a carrier that offers flexibility. Whether you need express delivery for a last-minute hire or more cost-effective economy shipping, having options allows you to tailor the shipping speed to your specific timeline and budget. Flexibility can save both time and money.

Customs expertise 
International shipping often means dealing with customs—and this can be tricky. Make sure your carrier offers support with customs documentation and has expertise in navigating country-specific regulations. This can prevent unnecessary delays and ensure that your shipment clears customs smoothly, no matter the destination.

Insurance and tracking 
When shipping valuable equipment like laptops, insurance is essential. Ensure the shipping company offers comprehensive insurance options to cover potential loss or damage. Additionally, choose a carrier with reliable tracking services so you can monitor your shipment’s progress from start to finish, giving you peace of mind.

What are common issues in international shipping and how to handle them?

Some common issues may occur when shipping to international destinations, making it difficult to receive the package even if you followed all the steps.

Customs delays

If your package is held up at customs, it could be due to incomplete paperwork or incorrect HS codes. Sometimes, the delays can be attributed to external issues, such as extraordinary events, natural disasters, or congestion. A myriad of factors can delay a package’s delivery, so ensure all documentation is filled out accurately and consider using a customs broker for high-value shipments.

Lost or damaged items

Always opt for shipping insurance, especially for high-value items like laptops. Even if the delivery information is correct, some locations might have difficulty receiving packages due to local carriers or street name changes. If your item is lost or damaged in transit, file a claim with the carrier as soon as possible and ensure all packing materials meet the carrier’s insurance standards to avoid disputes.

Carrier miscommunication

Language barriers and time zone differentials can impede communication. If there’s a miscommunication with the shipping carrier, it’s important to check tracking updates regularly and contact customer support early to address any delays. Make sure to keep all shipping information and receipts for reference.

How these companies found a solution for shipping their laptops internationally

Orium

Orium is a Toronto-based software studio that specializes in creating data-driven platforms to deliver enhanced digital experiences using the latest technologies. To fully utilize the talent pool around them, they decided to adapt to a remote-first policy.

This led to Orium looking to South America to find talent. However, it turned out that providing laptops to new workers in a different region was an involved and time-consuming process.

They needed to source local providers who could quickly ship laptops to employees while working around language barriers. Additionally, each employee’s setup needed to be compliant with certain security requirements.

Because each country has its own rules and regulations, this process needed to be repeated for each country of operation. GroWrk’s cost-effective solutions saved the day, and Orium was able to increase its number of employees across several countries at once.

OfferUp

OfferUp is based in the US and has become its largest marketplace for buyers and sellers. They decided to expand into Latin America to take advantage of its talent to hire more contractors.

OfferUp had a reliable system in place to supply its teams in the US, but Latin America was an entirely different situation. Their needs were simple, having a consistent process to equip contractors with company laptops pre-enrolled in Apple Business Manager (ABM), and being able to retrieve those devices when the contractor’s time was finished.

Trying to do these things manually led to long hours, unmet goals, and vendor friction. Not to mention, the retrieval process was seemingly non-existent. But this all when they decided to try out GroWrk’s services.

As a result, OfferUp procured laptops at fair prices for all its contractors, regardless of location. Even more, each device was integrated into ABM without any hassle, and with GroWrk’s retrieval services, they were able to reuse devices and prevent unnecessary spending.

Why GroWrk is the best way to ship laptops internationally for your distributed team

GroWrk helps you traverse the intricacies of international shipping without the burden on your IT team. We leverage our team of partners worldwide to provide efficient delivery and budget timeframes, ensuring a seamless shipping experience. 

Efficient delivery in 150+ countries

When it comes to international shipping, time is of the essence. GroWrk understands the importance of timely deliveries for your remote team. Our platform streamlines IT equipment procurement, deployment, and management, allowing you to ship laptops to over 150 countries quickly and efficiently. With fixed rates for deploying equipment, your employees receive their devices within 7 days, thanks to our extensive network of trusted shipping partners.

Customized integrations options

At GroWrk, we provide a tailored experience for your specific needs. Our platform offers customized integrations with your existing HR and IT systems. These integrations eliminate the need for manual processes and reduce the chances of errors or delays. You can seamlessly manage your entire equipment management process from a single centralized location, making it easy to track and monitor your devices anywhere in the world.

Tracking and visibility

With GroWrk, you gain complete visibility into the status of your equipment. Our platform provides real-time tracking updates, allowing you to monitor each laptop's journey from departure to delivery. You can easily track your devices using our intuitive user dashboard, ensuring you have complete control and peace of mind throughout the deployment process.

Customer support

At GroWrk, we prioritize customer satisfaction and strive to provide exceptional support throughout your shipping journey. Our Tier 1 IT support ensures you have access to assistance whenever needed. Our dedicated support team is ready to address any concerns or questions, providing a smooth and hassle-free shipping experience.

Conclusion 

Shipping laptops internationally requires careful planning and compliance with regulations to ensure successful and secure delivery. By understanding the different factors that affect the cost of shipping, the proper packing measures, and shipping alternatives like working with country-specific vendors, you can streamline the shipping process and ensure that your laptops reach their destination safely.

GroWrk is your trusted partner for international laptop shipping. We streamline the entire process, saving you time and resources and making it easy to equip your remote teams worldwide. With customized integrations, real-time tracking, and exceptional customer support, we ensure that your laptops are delivered right on time and in excellent condition. Book a demo to get started.