How to send IT equipment to Germany

CURRENCY

Euro (EUR)

OFFICIAL LANGUAGE

German

TIME ZONE

Central European Time (CET) GMT+01:00

(Central European Summer Time (CEST) GMT+02:00 during daylight saving time)

CUSTOMS DUTY ON ELECTRONICS

0-14% + 19% VAT

Varies, typically around 0-14% depending on the product category (e.g., laptops often have a 0% duty rate, while other electronics may vary).

SHIPPING LEAD TIME

5-10 days

(depending on location and shipping method)

IT OUTSOURCING MARKET

€33.19 billion

In Germany, the IT outsourcing market is projected to generate revenue of approximately €33.19 billion by 2025. This market is expected to grow at a steady annual rate of 7.35% between 2025 and 2029, reaching an estimated volume of €44.07 billion by the end of the forecast period.

Digital Transformation: Germany is a leader in digital technology adoption, with strong progress in AI, Industry 4.0 (smart manufacturing), and IoT across various industries.
Government Initiatives: Programs like "Digital Strategy 2025" and "GAIA-X" are driving the country’s IT innovation, fostering data sovereignty, cloud adoption, and infrastructure development to strengthen Germany's position in the global IT market.
Skilled Workforce: Germany boasts a highly skilled talent pool, particularly in areas such as software engineering, cybersecurity, data analytics, and automation technologies.
IT Market Growth: Germany’s IT market is projected to grow at a steady pace, with an expected CAGR of 7.6% from 2024 to 2029. The market size is anticipated to reach €160 billion by 2030, driven by demand for digitalization and IT solutions.

Geographical Advantage: As the largest economy in Europe, Germany serves as a central hub for IT services, logistics, and connectivity, offering seamless access to both European and global markets.

Customs regulations

In Germany, IT equipment such as laptops, monitors, and other electronics are governed by strict EU import regulations. These rules are designed to ensure that products meet high European safety standards and adhere to environmental requirements, particularly concerning energy efficiency and materials used. Compliance with these regulations is crucial, as non-compliant items may face significant delays or, in some cases, may be refused entry into the country altogether.

Duties and taxes

Most IT products, like laptops and smartphones, are exempt from customs duties, meaning they are charged at 0% duty. However, other types of electronic items might be subject to customs duties, ranging from 0% to 14%, depending on how the product is classified under EU customs regulations. In addition to the customs duties, a 19% Value Added Tax (VAT). is applied to the total value of the goods. This includes the product's price and any shipping and customs fees, so it’s crucial to account for this when calculating the total cost of importing IT equipment into Germany.

Required documentation

Single Administrative Document (SAD): This official document is required for all trade with non-EU countries. It serves as the model for business transactions and written declarations, simplifying the process across all EU countries.

Summary Declaration: A declaration filed within one working day of goods delivery, typically submitted by the shipping company or the responsible party for the goods.

Customs Declaration: This is an official declaration that needs to be submitted to customs, covering VAT and customs duties. The importer or their designated agent must file it.

Commercial Invoice: The commercial invoice must include:

- Address of buyer and seller
- Number and description of packages
- Country of purchase and origin
- Payment and delivery terms
- Date and place of issue
- Invoice price (in the currency of the invoice)
- Detailed description of items
- Quantity or volume in commercial units

Certificate of Origin (if applicable): Some IT equipment may require this document to verify the country of manufacture.

EORI Number (Economic Operator Registration and Identification): This number is essential for companies outside the EU. When shipping IT equipment to Germany, It is necessary to submit a customs declaration or an exit/entry summary declaration.
CE Certification: Confirms compliance with European product safety standards for electronics.

Import restrictions

Certain items, such as non-compliant radio frequency devices or software with unlicensed encryption, may be restricted from entering Germany. These items must meet strict regulations to be allowed entry into the country.

Other types of technology are subject to more stringent regulations and restrictions due to their sensitive nature or potential impact on national security. Here's a look at some of the key restrictions affecting IT equipment:

Radio Frequency Devices: If you are importing IT equipment that includes radio frequency (RF) devices, such as wireless routers or communication devices, ensure that these items meet the EU’s Radio Equipment Directive (RED).
Encryption Software: IT equipment containing encryption software may be subject to additional scrutiny. The EU has strict controls on the export and import of encryption technology, and some high-level encryption may require a license before being imported into Germany.
Energy Efficiency Standards: Many IT devices such as servers, computers, and other hardware, must adhere to EU energy efficiency regulations, specifically the Energy Labeling Regulation.

New vs. Used equipment

Regulations differ when it comes to new and used IT equipment. While new equipment typically goes through standard customs procedures, used IT equipment is subject to more scrutiny due to concerns about safety, data security, and potential non-compliance with environmental standards. Used electronics may need additional documentation, such as certification proving the equipment meets EU environmental and recycling regulations. To comply with Germany's data privacy laws, used equipment must also be free of sensitive data.

Data Privacy Laws

Data privacy and protection are major considerations when shipping and outsourcing IT services in Germany. With the implementation of the General Data Protection Regulation (GDPR), companies must be vigilant about collecting, processing, and transferring personal data within the EU. Here's how data privacy laws affect IT outsourcing:

GDPR Compliance: The GDPR is a set of laws governing personal data handling. Any business outsourcing IT services or transferring data across borders must ensure their service providers comply with these regulations. You must ensure that the hardware complies with GDPR standards for IT equipment that stores or processes sensitive data. This includes proper encryption, data protection measures, and the rights of individuals whose data is processed.
Local Equivalents: Besides GDPR, Germany has Bundesdatenschutzgesetz (BDSG), the Federal Data Protection Act, which supports the GDPR and provides more specific rules for handling personal data within Germany. IT outsourcing contracts should be designed to ensure adherence to both EU and German laws on data privacy.

Penalties or fines for non-compliance

Improper labeling of electrical equipment: Fines up to €100,000 for selling electrical equipment without proper labeling.
Failure to register with Stiftung EAR: Manufacturers must register with the National Register for Waste Electric Equipment (Stiftung EAR). Non-registration can lead to fines.
Delayed collection of full containers: Manufacturers assigned to collection orders must collect full containers within 96 hours. Failure to do so may result in fines of up to €10,000.

Select trusted couriers: Choose reliable couriers such as GroWrk, DHL, UPS, FedEx, or Deutsche Post (DHL Express, Hermes, DPD) for international shipping. These carriers offer tracking services and have experience handling German customs procedures.
Check service levels: Select the appropriate shipping option based on urgency. Express shipping (2-5 days) for high-priority deliveries. Standard shipping (5-10 days) for cost-effective options.
Use high-quality packaging: Secure laptops with sturdy, padded boxes and protective materials like bubble wrap, foam inserts, or air cushions to prevent damage during transit.
Disassemble where possible: If shipping accessories like chargers, docking stations, or monitors, package them separately to prevent damage. Remove detachable components if applicable.
Label clearly: Ensure the recipient’s name, address, and contact details are correctly labeled. Mark the package as "fragile" to encourage careful handling.
Accurate product descriptions: On the commercial invoice, provide a detailed and accurate description of the laptop, including its brand, model, and serial number. Inaccurate descriptions may cause customs delays.
Value declaration: Declare the correct value of the laptop to avoid under- or over-declaring, which could lead to customs inspections or fines. The declared value determines any applicable duties and taxes.
Customs declarations: Since Germany is in the EU, shipments from within the EU do not require customs clearance. However, for shipments from outside the EU, include EU Single Administrative Document (SAD), commercial invoice, and packing list.
Proof of origin: If applicable, include a certificate of origin to determine eligibility for preferential trade agreements, which may reduce duties.

Understand import duties & taxes: Laptops are subject to 0% customs duties under the EU tariff classification but are subject to 19% VAT on the declared value.
Pre-pay duties and taxes: Some couriers allow for pre-paid duties and taxes to simplify customs clearance and prevent the recipient from facing unexpected charges upon arrival.
Protect against loss or damage: Consider purchasing shipping insurance for high-value laptops to protect against loss, theft, or damage during transit.
Compliance with German and EU regulations: Ensure compliance with EU electronic safety standards, including CE marking, WEEE (Waste Electrical and Electronic Equipment), and RoHS (Restriction of Hazardous Substances) regulations before shipping.
Use tracking tools: Major couriers provide real-time tracking—monitor shipments closely to anticipate customs clearance updates and delivery progress.
Stay in touch with the recipient: Notify the recipient about the expected delivery timeline, tracking updates, and any customs-related requirements to avoid delays.
Expect weather and seasonal delays: Winter weather and peak shipping periods (e.g., Christmas, Black Friday, and German national holidays) may cause delivery delays. Plan shipments accordingly.
German domestic delivery options: For final delivery, consider working with Deutsche Post, DHL, Hermes, DPD, or GLS Germany for efficient last-mile distribution.

Laptops (Business Grade):

Mid-range: €700 - €1,500
High-end: €1,500 - €3,000+
High-end models such as Apple MacBook Pro, Dell XPS, and Lenovo ThinkPad are priced on the higher end.

Monitors (Business Grade):

Standard: €150 - €300
Ultrawide/4K: €400 - €1,000
Monitors from trusted brands like Dell, Samsung, and LG typically range within these prices, with 4K or ultrawide models costing more.

Desktops (Business Grade):

Standard Desktop PC: €500 - €1,500
Workstation Desktop (for high-performance tasks): €1,500 - €3,500+
Prices depend on the brand and specifications, with options from HP, Lenovo, and Apple among the most common.

Printers (Laser):

Standard Office Printers: €150 - €400
High-Volume Printers: €600 - €2,000+
Leading brands such as HP, Canon, and Brother offer a wide range of models for office environments.

Key public holidays in Germany:

New Year’s Day: January 1 (Wednesday)
Good Friday: April 18 (Friday)
Easter Monday: April 21 (Monday)
Labour Day: May 1 (Thursday)
Ascension Day: May 29 (Thursday)
Whit Monday: June 9 (Monday)
German Unity Day: October 3 (Friday)
Christmas Day: December 25 (Thursday)
Boxing Day: December 26 (Friday)

Typical work hours for IT professionals

Office hours: Monday to Friday, 9:00 AM to 6:00 PM.
Break times: A 30-minute to 1-hour lunch break is common, typically around 12:00 PM to 2:00 PM.
Remote work: Many IT professionals have flexible schedules, especially with the rise of remote work policies.

Local delivery and logistics services

GroWrk: With a strong network of world-class shipment partners, GroWrk can effectively retrieve your IT equipment from employees in France.
DHL Germany: Known for its robust logistics network, DHL handles domestic and international shipments with tracking and secure handling options.
Hermes: A popular choice for parcel delivery within Germany, Hermes is efficient and cost-effective for smaller equipment retrieval.
UPS Germany: With extensive services tailored to business needs, UPS provides scheduled pickups and reliable returns across Germany.

Inventory management

Update asset records: As IT equipment is retrieved, update your inventory management system to reflect the return of assets. This allows for accurate tracking and reporting of company property.
Use barcodes/asset tags: If possible, use barcode labels or RFID tags for easy identification and tracking of returned assets.

Logistics challenges for remote locations

Germany is a highly developed country with an extensive infrastructure, including well-connected roads and rail networks, minimizing logistical challenges in most areas. However, rural or mountainous regions might experience slight delays due to fewer delivery centers and limited courier availability. Working with local logistics partners who offer specialized services for remote areas is advisable to ensure timely pickups.

Equipment agreement with employees

To safeguard company assets, it’s critical to have a signed Equipment Agreement with employees. This agreement should outline:

The specific IT equipment assigned to the employee.
The condition in which the equipment must be returned.
Deadlines and processes for equipment returns upon contract termination.
Penalties or legal action for non-compliance or damage to equipment.

Guidelines for disposing or repurposing IT assets

Compliance with the Electrical and Electronic Equipment Act (ElektroG): The ElektroG mandates that manufacturers, distributors, and importers are responsible for the entire asset lifecycle management, including proper disposal.
Public collection points: Consumers can dispose of waste electrical and electronic equipment (WEEE) at designated collection points free of charge, such as local recycling centers managed by public waste authorities.
Retailers: Distributors with a sales area of at least 400 square meters for electrical equipment are required to accept returns of small WEE (maximum edge length of 25 cm) without any purchase obligation. For larger equipment, returns are accepted upon the purchase of a similar item.
Commercial entities: Businesses disposing of IT equipment not classified as historical WEEE are responsible for its proper disposal. Producers must offer a reasonable return option, but if not utilized, the end user bears the responsibility and cost of disposal.

Data security measures

Before disposing of IT equipment, ensure all data is securely erased to comply with data protection regulations like the General Data Protection Regulation (GDPR) in Germany to prevent unauthorized access.

1. Wide global coverage

With operations in over 150 countries, including Germany, GroWrk guarantees smooth deployment and management of your IT equipment for remote teams. Wherever your employees are located in Germany, we ensure timely and hassle-free service to keep your business running efficiently.

2. End-to-end asset management

GroWrk simplifies the entire IT asset lifecycle, covering procurement, deployment, management, and retirement. By handling all logistics and compliance, we allow your team to focus on business growth, while we take care of IT operations.

3. Intuitive platform for easy deployment

GroWrk’s user-friendly platform makes it effortless to deploy and manage IT devices in Germany. With just a few clicks, you can order, ship, and track equipment, reducing administrative overhead and minimizing costly errors. Our platform streamlines IT operations, cutting down on time and costs.

4. Smooth delivery and equipment retrieval

From delivering laptops, monitors, and IT accessories to remote employees across Germany to retrieving assets from outgoing team members, GroWrk handles it all. We simplify the process so your team can focus on what matters most—delivering results.

5. Compliance with German import regulations

GroWrk ensures that all shipments adhere to German import requirements, including CE certification, WEEE disposal, and tax compliance. By managing these details, we eliminate the risk of delays or fines, ensuring your IT equipment arrives on time and fully compliant.

6. Efficient repairs and maintenance

GroWrk manages the entire repair and maintenance process, ensuring your devices remain in top working condition. From routine checkups to emergency fixes, we handle everything—allowing your teams to stay productive without worrying about technical disruptions.

7. 24/7 Support for peace of mind

Whether you need shipping, asset management, or troubleshooting assistance, GroWrk offers round-the-clock customer support. Our team is available anytime to guide you through the complexities of IT asset management and resolve any issues quickly.

How to send IT equipment to Germany

At a glance

Overview of IT operations in Germany

Shipping IT equipment to Germany: What you need to know

Checklist for sending laptops to Germany

Average cost of IT Equipment in Germany

Public holidays & IT work hours to plan your shipment

What to consider when retrieving IT equipment from employees in Germany

How to dispose of IT equipment in Germany

Guidelines for disposing or repurposing IT assets

Data security measures

Local IT Outsourcing Solutions in Germany

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