Shipping laptops internationally isn’t just about choosing a courier. From customs regulations and lithium battery restrictions to fluctuating fees and country-specific delays, managing IT equipment across borders can quickly become a logistical tangle.
This challenge is especially relevant as more North American companies expand hiring into lower-cost labor markets like Asia-Pacific. The region has become a global outsourcing hub, with countries like India and the Philippines offering skilled IT talent at competitive rates. This prompts businesses to equip remote employees with laptops and other critical devices across continents.
Whether you're scaling a distributed team, managing onboarding across time zones, or sending a single laptop to a new hire overseas, this guide breaks down everything you need to know—costs, documentation, packaging, lithium battery rules, and how GroWrk helps you streamline global laptop delivery for your distributed workforce.
How to ship a laptop internationally
Shipping a laptop overseas involves more than just packaging it up and handing it off to a courier. Each country has unique customs regulations, documentation requirements, and shipping restrictions, especially when lithium batteries are involved.
Here’s a simplified 7 step process to ensure a smooth delivery:
- Check lithium battery regulations: Verify the destination country’s rules for shipping lithium-ion batteries. Most laptops include these batteries, which are classified as hazardous materials under international shipping guidelines.
- Choose a trusted international courier: Select a carrier with experience handling electronic devices and customs documentation. Look for those that offer tracking, customs support, and insurance options.
- Get shipping insurance: Insure the laptop against loss or damage. International transit increases the risk of mishandling, so insurance adds an extra layer of protection for high-value electronics.
- Pack the laptop securely: Use protective materials like bubble wrap, foam inserts, and a double-box method if needed. The goal is to prevent movement and impact damage during transit.
- Prepare accurate documentation: Complete a commercial invoice, customs declaration, and shipping label with precise details—including the device model, value, and reason for export.
- Use the correct HS code: To classify the laptop correctly, include the appropriate Harmonized System (HS) code on customs forms. Mistakes here can lead to delays, extra fees, or rejections at customs.
- Plan for customs delays: Customs delays can happen even with proper documentation. Track the shipment and communicate clearly with the recipient if you'd like more information.
How to prepare your laptop for shipping
Before packing and sending your laptop overseas, it's critical to prepare the device properly to prevent damage, avoid delays, and ensure compliance with international shipping regulations.
One of the biggest global hiring challenges is ensuring remote employees receive the right equipment on time and in perfect condition. Proper packaging is essential when laptops are shipped internationally to protect against damage during transit and ensure your team can start working without delays.
Follow these key steps to pack a laptop securely for international shipping:
- Clean and power down: Wipe down the device and turn it off completely. Remove the battery to prevent overheating or accidental activation during transport if the battery is removable.
- Protect the screen and buttons: Insert a foam or bubble wrap layer between the screen and keyboard. Cover buttons with padding to prevent pressure damage or power-on mid-shipment.
- Wrap the laptop securely: Wrap the device in antistatic bubble wrap or a padded laptop sleeve. Then, seal it in a plastic bag to shield it from moisture or dust.
- Wrap cables and accessories separately: Bundle cords, chargers, and accessories with cable ties and wrap them individually. Pack them away from the laptop to avoid scratches or internal impact.
- Use a double box (if needed): If the original box isn’t durable enough for a single shipment:
- Place the wrapped laptop in a smaller inner box
- Then place that box inside a larger shipping box with cushioning in between (foam, air pillows, or packing peanuts)
- Fill all space: Ensure the laptop and accessories can’t shift during transit. Use enough padding to hold everything tightly in place.
- Consider shipping insurance: Insure high-value equipment to cover potential loss or damage during international transit, especially when supporting remote employees across borders.
What about lithium batteries for international shipping?
Laptops typically contain lithium-ion batteries, which are classified as hazardous materials under international shipping regulations. Mishandled or improperly packed, these batteries can overheat, catch fire, or cause delays at customs.
If you’re shipping laptops to remote employees or multiple international offices, here’s how to stay compliant and avoid unnecessary risks:
- Keep the battery installed: Always ship the laptop with the battery installed inside the device. This reduces movement and eliminates the risk of accidental activation, crucial for safe handling during air transit.
- Use proper packaging: Wrap the laptop in anti-static bubble wrap, use a sturdy box, and fill any space with foam, air cushions, or packing peanuts. The packaging should fully immobilize the device to prevent internal movement.
- Label as containing lithium-ion batteries: Add the required lithium battery handling labels to the outer packaging. This alerts carriers and customs officials that the box contains regulated materials and ensures it’s routed appropriately.
- Follow IATA regulations: The International Air Transport Association (IATA) provides strict guidelines for packaging, labeling, and documenting lithium batteries. Be sure your carrier complies and that your documentation is accurate and current.
- Inspect for damage: Do not ship laptops with damaged, swollen, or leaking batteries. These are prohibited in international shipping and can cause customs holds or fines.
How to fill out the shipping label
A small error on a shipping label can result in customs delays, rejected packages, or even lost shipments. Accurate documentation is critical for a smooth delivery when sending laptops internationally, especially for time-sensitive equipment meant for onboarding remote hires.
Here’s what to include on the shipping label and customs forms:
- Full sender and recipient details: Double-check that both addresses are complete and correctly formatted. Include:
- Company name (if applicable)
- Contact name
- Street address
- Postal code
- Phone number
- Email (for delivery updates or customs contact)
- Clear item description: List the contents accurately. For example:
"1x Laptop – Apple MacBook Air, 13”, model XYZ, includes charger."
This helps customs officials understand what's inside without opening the box.
- Accurate HS code: Classify the goods using the correct Harmonized System (HS) code for laptops (commonly 8471.30). Incorrect codes may trigger extra inspections or tariffs.
- Declared value and purpose: Specify the value of the item and the reason for shipment (e.g., equipment for employee use, not for resale). Under-declaring value to save on duties can result in fines or confiscation.
- Attach required customs documents: Include all necessary paperwork:
- Commercial invoice
- Export permit (if required)
- Battery compliance label (for lithium-ion)
- Country-specific certificates, if applicable
Attach documents to the outside of the box in a clearly marked pouch or adhesive label envelope.
The cost of shipping a laptop overseas can vary dramatically based on several factors, including destination, courier, package weight, insurance, and customs duties. Understanding these costs is key for global companies to budget and avoid surprise fees.
Here’s a breakdown of what influences international laptop shipping costs:
- Shipping method: Choose based on your urgency and budget.
- Express shipping (1–3 days) is faster but significantly more expensive.
- Economy shipping (5–10 days) is slower but more budget-friendly.
- Package weight and dimensions: Even slight differences in size or weight can change shipping costs. Double-boxing or excess packaging? Expect to pay more.
- Destination country: International shipping fees differ by country. Example:
- Shipping a 13" MacBook Air from Austin (USA) to Pune (India) with FedEx International Economy: $269.97
- Shipping the same laptop to Medellin (Colombia): $418.52
- Customs fees and import duties: Each country has its own tax and duty structure for importing electronics. These fees are often based on the declared value and must be paid before delivery.
- Insurance and handling: Shipping high-value items like laptops requires insurance, which is highly recommended and adds a small percentage to the cost. Handling fees may apply depending on the courier’s internal policies.
Pro tip: Avoid shipping altogether
International shipping can add up fast for companies with remote workers across multiple countries. One way to cut costs is to procure laptops locally using a global IT asset management partner like GroWrk, eliminating import duties, shipping fees, and delays.
Equipping remote employees with laptops is a key part of global onboarding—but international shipping adds significant complexity and cost. The total expense goes far beyond the shipping fee alone.
Average cost breakdown (U.S. example): Outfitting a remote employee with a standard work laptop in the U.S. can cost up to $3,000, including:
- Device purchase
- Configuration and enrollment
- Packaging and shipping
- Insurance
- IT team time
That number jumps to $8,000 when shipping the same setup internationally—especially to countries with high import fees, complex logistics, or limited local IT infrastructure (e.g., Brazil or India).
Shipping costs vary widely: International shipping rates are based on:
- Destination country
- Package weight and dimensions
- Courier service and speed
- Import taxes and customs fees
For instance, a standard laptop sent from the U.S. to India may cost $270+, while the same shipment to Colombia can exceed $400.
Hidden costs to watch for
- Local currency fluctuations
- Excess dimension surcharges
- Unexpected import handling fees
- Packaging upgrades for compliance
Cut costs with a global ITAM partner: An IT Asset Management platform like GroWrk helps you bypass shipping altogether by procuring devices locally in 150+ countries. That means:
- No international shipping delays
- No customs or import fees
- Seamless onboarding for remote employees
Shipping laptops across borders involves more than printing a label—customs compliance is essential to avoid delays, fees, or rejected shipments. For IT teams managing remote deployments, understanding import rules is critical for smooth deliveries.
Here are the key areas to focus on:
- Customs declarations: Be precise in your documentation. Declare the contents, quantity, purpose, and value of each item. Include in your customs documents:
- Device details (e.g., "Dell Latitude 14", 256GB SSD)
- Declared value (realistic market price)
- Country of origin
- Stated purpose (e.g., “For employee use – not for resale”)
- Import duties and taxes: Most countries apply taxes or tariffs on incoming electronics, which can raise total shipping costs. Fees may include:
- Import duties
- Value-added tax (VAT) or Goods and Services Tax (GST)
- Brokerage or clearance fees
- Research country-specific thresholds and fees before shipping.
- Harmonized System (HS) codes: HS codes classify goods for customs purposes. Using the correct HS code helps customs agencies determine duties, track imports, and ensure legal compliance.
- Laptops typically fall under HS code 8471.30.
- Misclassification can cause delays, rejections, or extra charges.
- Always verify HS codes with your shipping carrier or customs consultant.
- Restricted or prohibited items: Some countries limit or ban the import of certain electronics or lithium batteries. Before shipping:
- Confirm whether laptops or tech accessories are restricted
- Check battery shipping rules (especially for spare or damaged units)
- Ensure all items comply with local safety and environmental laws
- Documentation requirements: Attach the required documents clearly on the outside of the box in a shipping pouch or adhesive envelope. These may include:
- Commercial invoice
- Export/import permits
- Waybill
- Certificate of origin (if needed)
- Lithium battery handling label (for compliance)
- Missing paperwork is one of the most common reasons for customs delays.
- Delivery timelines and clearance delays: Customs processing times vary—some countries release packages in hours, others in days. High volumes, holidays, or missing data can extend delays. Always build a buffer into delivery estimates for international hires.
Yes, but bulk shipping comes with unique considerations. Whether you're onboarding multiple remote hires or opening a new location, sending several laptops in one shipment can be efficient—but only if handled correctly.
- Bulk shipping adds complexity: Larger shipments often trigger stricter customs scrutiny. You’ll need to:
- Itemize each laptop clearly on the commercial invoice
- Ensure accurate documentation and labeling
- Be aware of quantity limits for lithium battery devices
- Cost-saving potential: Shipping laptops together can lower per-unit costs—but only if:
- The packaging is optimized
- Customs duties don’t spike due to high declared values
- Your carrier offers bulk shipping discounts
- Know the risks: More devices = more risk. Damage, delays, or customs holds can affect your entire batch.
Insurance and proper packaging are essential.
Working with local vendors in each country can be a smart alternative to international shipping. It’s often more cost-effective and faster, especially for companies equipping distributed teams.
Benefits of using country-specific vendors
- Lower costs: Avoid international shipping fees, customs duties, and import taxes
- Faster delivery: Local sourcing often means same-day or next-day delivery
- Simplified logistics: Local providers usually handle packaging, compliance, and last-mile delivery
- Better local support: Some vendors offer setup or retrieval services in-region
Challenges to watch For
- Vendor vetting: Finding trustworthy partners with quality inventory takes time
- Inconsistency: Device availability, pricing, and service levels may vary country by country
- Lack of central oversight: Managing multiple vendors can be chaotic without standardized processes
A scalable alternative
GroWrk gives you the benefits of local procurement without the overhead.
We’ve already vetted reliable vendors in 150+ countries—so you can deploy equipment globally from one dashboard, while we manage the logistics, compliance, and support on the ground.
Getting extra insurance coverage for your shipments is a good idea when sending packages internationally. Laptops are high-value items, and international shipping carries risks like loss, theft, or damage in transit. Adding insurance is a smart safeguard, especially when equipping remote employees abroad.
Why laptop insurance matters: Even with the best packaging, things can go wrong. Insurance helps cover:
- Physical damage during shipping
- Lost or stolen packages
- Delays resulting in replacement costs
- Customs-related mishandling
Types of shipping insurance
- Carrier Insurance
- Offered directly by the shipping provider (FedEx, UPS, DHL).
- Easy to add during checkout
- Coverage terms vary by region
- May require specific packaging to qualify for claims
- Third-Party Insurance
- External insurance providers offer broader coverage and often faster claims.
- Good for high-volume or high-value shipments
- Often more flexible than carrier policies
- Self-Insurance
- Larger companies may absorb risk internally rather than pay per-shipment fees.
- Cost-effective if you ship large volumes
- Requires strong inventory and claims management processes
Things to confirm before shipping
- What’s the maximum value covered per item?
- Does coverage include international destinations?
- Are lithium batteries or electronics specifically excluded or restricted?
- What documents or proof are needed if a claim arises?
Once your laptop has been shipped, tracking it properly ensures visibility and peace of mind. Whether you’re shipping one device or managing equipment for a remote team, real-time monitoring helps you stay ahead of potential issues.
- Get the tracking number: After your shipment is processed, the carrier will provide a tracking number—this acts as a unique ID for your package. Save it somewhere accessible; you’ll need it to check the shipment status or resolve any delays.
- Use the carrier’s online tracking system
Most major carriers (like DHL, FedEx, UPS) offer a tracking portal where you can enter the tracking number to view:
- Current location of the package
- Estimated delivery time
- Customs clearance status (for international shipments)
- Delivery confirmation
- Enable shipping notifications
Sign up for email or SMS updates to get real-time alerts for important milestones, such as customs clearance, delivery attempts, or delays. This is especially useful if you're coordinating equipment for remote employees.
- Monitor for international delays
Customs processing times vary by country. If you see a status like “clearance in progress,” that means the package is being reviewed by customs. Allow extra time and notify the recipient if delays extend beyond a few days.
- Confirm successful delivery
Once marked “delivered,” reach out to your employee to confirm they received the package and that the laptop arrived in working condition. For companies, this step helps maintain accountability and smooth onboarding.
What to consider when selecting a shipping company?
Choosing the right shipping partner isn’t just about speed—it’s about reliability, security, and support. When sending valuable equipment like laptops to international employees, the stakes are higher. Here’s what to look for:
- Experience with international shipments: Select a carrier that has a proven track record managing cross-border deliveries, especially for electronics. Carriers experienced in navigating customs and handling sensitive goods are less likely to make costly mistakes.
- Shipping speed and flexibility:Not every shipment is urgent. Choose a provider that offers multiple service levels—from economy to express—so you can align speed with budget depending on the region and urgency.
- Customs expertise: International shipping almost always involves some degree of customs clearance. A good shipping company will help with documentation, label requirements, and customs brokerage to avoid clearance delays.
- Insurance options: Make sure the provider offers reliable insurance coverage, especially for high-value electronics. Understand the limits of their liability and whether you’ll need to purchase additional coverage.
- End-to-end tracking: Visibility is key. Your provider should offer real-time tracking and status notifications across borders, so you’re not left guessing about a package’s location or delivery ETA.
- Reputation and customer support: Research the carrier’s reputation for customer service. Can they be reached easily? Do they resolve claims quickly? For remote equipment management, responsiveness can make or break the experience.
What are common issues in international shipping and how to handle them?
Even with careful planning, international shipping can present unexpected challenges. From customs delays to lost items, knowing what to expect and how to respond helps you keep your remote equipment delivery on track.
Case Study: How these companies found a solution for shipping their laptops internationally
Orium
Orium is a Toronto-based software studio that builds data-driven platforms to help businesses deliver better digital experiences. As part of its shift to a remote-first strategy, Orium began hiring across Latin America—but getting laptops into employees' hands across borders proved difficult.
Challenges:
-
Sourcing vendors in each country that met security and compliance standards
-
Managing logistics and customs requirements across multiple regions
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Delays and inconsistencies due to language barriers and vendor fragmentation
Solutions with GroWrk:
-
Localized procurement and delivery in each country
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Compliance with company security standards through trusted vendors
-
Streamlined onboarding across regions from a centralized platform
OfferUp
OfferUp is the largest mobile marketplace in the U.S. When it expanded into Latin America to hire more contractor support, its internal IT team struggled with international equipment deployment and retrieval.
Challenges:
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No consistent process to supply laptops pre-enrolled in Apple Business Manager (ABM)
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Significant time lost coordinating shipments and tracking equipment manually
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No reliable way to recover devices from contractors at offboarding
Solutions with GroWrk:
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Seamless procurement and deployment of ABM-enrolled laptops across LATAM
-
Fixed, predictable pricing for international deliveries
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Full retrieval and reuse of devices, reducing costs and waste
Shipping laptops across borders is risky, expensive, and time-consuming. GroWrk removes the complexity by delivering locally—so you don’t have to think about customs, lithium battery rules, or fluctuating international fees.
Here’s how GroWrk helps distributed teams scale without the shipping chaos:
-
Local procurement in 150+ countries
Equip remote employees without crossing borders. GroWrk sources laptops locally, so you skip shipping, taxes, and customs delays entirely.
-
Zero-touch deployment
Devices arrive pre-configured with your security and software settings—ready for day-one productivity.
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Fixed, transparent pricing
No hidden customs fees, no surprise courier charges. What you see is what you pay.
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Streamlined returns and recycling
When it’s time to offboard, GroWrk retrieves devices and securely wipes or redeploys them—anywhere in the world.
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Audit-ready documentation
From procurement to recovery, every step is tracked and logged for compliance, inventory, and reporting.
Want to stop worrying about global laptop delivery? Schedule a demo with GroWrk to make international onboarding as simple as a local shipment.
Frequently asked questions
Can I ship a laptop internationally with the battery inside?
Yes. Most carriers allow laptops to be shipped with lithium-ion batteries installed, as long as the device is powered off and packaged according to IATA regulations. Damaged or swollen batteries should never be shipped.
How much does it cost to ship a laptop internationally?
Costs vary based on destination, weight, shipping speed, and customs duties. For example, shipping a MacBook from the U.S. to Colombia may cost over $400 with standard carriers. Partnering with a global provider like GroWrk can eliminate international shipping altogether by sourcing devices locally.
What documents do I need to ship a laptop abroad?
You’ll need a commercial invoice, a customs declaration form (with the correct HS code), and any applicable permits. These documents help avoid customs delays and ensure compliance with import regulations.
Can I insure a laptop shipment?
Yes. Most carriers offer additional insurance for high-value electronics. Coverage helps protect against damage, theft, or loss during transit. GroWrk shipments include options for coverage and built-in tracking.
How long does it take to ship a laptop internationally?
Delivery timelines depend on the courier and destination—express options take 2–5 business days, while economy shipping can take over a week. Customs clearance may also introduce delays. GroWrk deliveries typically arrive within 7 days.
What is the best way to avoid customs issues?
Use accurate HS codes, complete all paperwork clearly, and work with carriers or platforms experienced in international compliance. GroWrk handles documentation for you to minimize risks and reduce customs-related delays.