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How to send IT equipment to India

Need to ship IT equipment to your remote teams in India? GroWrk streamlines the process of managing technology across borders. Whether it's laptops, servers, or any other vital gear, we guarantee a secure and hassle-free delivery directly to India.

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At a glance

India's IT sector is on a remarkable upward trajectory, with the digital economy set to experience exponential growth in the upcoming years. The nation’s expanding infrastructure and flourishing tech ecosystem are making it a key player in global digital transformation.

CURRENCY

Indian Rupee (INR)

OFFICIAL LANGUAGE

Hindi, English

TIME ZONE

GMT +05:30

Indian Standard Time (IST)

CUSTOMS DUTY ON ELECTRONICS

0-18%

Typically 0-18% customs duties and 18% GST, with possible exemptions or reduced rates for select products.

SHIPPING LEAD TIME

7-14 days

(depending on shipping method and customs clearance)

IT OUTSOURCING MARKET

Expected to surpass $114.13 billion in 2025, fueled by the growing digital economy and a highly skilled workforce.

Overview of IT operations in India

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  • Driving digital innovation: India is rapidly positioning itself as a leading hub for digital innovation. With a strong focus on improving internet access and expanding tech services, the country's emphasis on fintech, e-commerce, and digital solutions creates a dynamic environment for business growth and success.
  • State-of-the-art IT infrastructure: Significant investments are being made in India’s IT infrastructure, from enhancing internet speeds and coverage to expanding the country’s network of data centers. These developments position India as a frontrunner in cloud computing and digital services, making it a top destination for businesses aiming to bolster their digital presence.
  • Sustainability focus: India is deeply committed to a sustainable future. The government is spearheading initiatives encouraging green technologies while businesses across the country are aligning their strategies with eco-friendly practices. This makes India an attractive location for companies eager to innovate while keeping sustainability at the forefront.
  • Highly skilled workforce: India has a vast pool of skilled talent in software development, cybersecurity, and systems management. With a strong focus on tech education and professional skill development, the country is becoming a go-to destination for companies looking for top-tier IT professionals to drive their innovation agendas.
  • Business-friendly environment: India offers a stable and business-friendly environment, featuring enticing tax policies and robust data protection laws. The country's openness to foreign investment creates a fertile ground for international companies seeking expansion and success.
  • Solid cybersecurity measures: India is strengthening its cybersecurity protocols with comprehensive legal frameworks to protect critical digital infrastructure, systems, and user data. These efforts ensure that businesses in India can operate within a secure environment, mitigating risks associated with the digital realm.
  • A thriving tech hub: Cities like Bengaluru, Hyderabad, and Pune are emerging as thriving tech hubs, supported by a burgeoning startup ecosystem, government-led initiatives, and growing access to venture capital. With its rapidly evolving tech sector, India presents exciting opportunities for businesses seeking to innovate and scale.

Shipping IT equipment to India: What you need to know

Customs regulations

To ship IT equipment to India, it’s important to be aware of the country’s customs regulations. Complying with these rules ensures your shipment clears customs without unnecessary delays.

  • Customs regulations: India has specific guidelines for importing IT equipment, and each shipment must meet local standards. This includes accurate documentation, correct product classification, and the payment of all applicable duties and taxes before clearance.
  • Indian Customs Authority: The Central Board of Indirect Taxes and Customs (CBIC) oversees the import process, ensuring compliance with regulations and confirming that customs declarations and tax payments are properly handled.
Duties and taxes
  • Customs duties: Duties on IT equipment in India generally range from 0% to 18%, depending on the specific product. For instance, laptops may have lower duties, while accessories like printers and monitors may be subject to higher rates. Ensure accurate product classification to avoid overpaying.
  • HS Codes: Every product has a Harmonized System (HS) code that determines the applicable duty rate. Laptops may be duty-free, but other accessories, such as monitors, could incur duties. Proper use of HS codes will help minimize unnecessary duties.
  • GST: India charges an 18% Goods and Services Tax (GST) on most products, including IT equipment. This tax is calculated on the total value of the shipment, including the cost of goods, shipping, and duties. It must be paid before customs clearance.
  • GST Exemptions: While most IT products are subject to GST, certain items, such as medical devices or energy-efficient equipment, may qualify for exemptions.
Required documentation
  • Commercial Invoice: This document lists the value and description of the items in the shipment.
  • Packing List: Details the contents of the shipment, including quantities and packaging.
  • Bill of Lading (BOL) or Airway Bill: A document confirming transportation of goods.
  • Customs Declaration Form: Required for all shipments entering India from outside South Asia.
  • Certificate of Origin: Used to indicate the origin of your goods, which may be needed for duty calculations.
  • Import License: Necessary for restricted items, including military or high-tech goods.
Import restrictions
  • Export control regulations: Certain items, such as encryption software or specialized technologies, may require an export license before shipment.
  • Waste Electrical and Electronic Equipment (WEEE) regulations: Used or refurbished equipment must comply with India’s recycling and disposal regulations.
  • Battery regulations: IT products containing lithium-ion batteries require special packaging and handling. Check with your carrier for updated packaging and labeling instructions.
New vs. Used equipment
  • New IT equipment: Shipping new equipment is generally simple. Depending on the item's classification and value, you’ll need to pay GST (18%) and customs duties (0% to 18%). Ensure the full cost, including shipping, is declared to avoid any issues at customs.
  • Used or refurbished equipment: The process for used or refurbished equipment is more complicated. In addition to GST and customs duties, you must comply with WEEE regulations regarding recycling and disposal. Proof of responsible handling will be necessary.
Penalties or fines for non-compliance
  • Fines: Non-compliance with customs regulations or improper disposal of electronic waste could result in fines. The severity of penalties will depend on the nature of the violation.
    Legal consequences: Mishandling sensitive data or failing to comply with equipment-handling regulations may lead to legal action under India’s data protection and electronic waste laws.
    Environmental impact fines: Violating electronic waste recycling rules can lead to fines. As India is committed to sustainability, following environmental regulations is crucial to avoid penalties.

 

Checklist for sending laptops to India

When shipping laptops to India, it’s important to follow a few best practices to ensure the process goes smoothly, and your equipment arrives safely and on time. Here are some helpful shipping tips:

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  • Checklist Select trusted couriers: Choose reliable couriers such as GroWrk, DHL, UPS, FedEx, or India Post (Speed Post) for international shipping. These carriers offer tracking services and are experienced with Indian customs procedures.
  • ChecklistCheck service levels: Select the appropriate shipping option based on urgency. Express shipping (3-6 days) for high-priority deliveries. Standard shipping (7-14 days) for cost-effective options.
  • ChecklistUse 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.
  • Checklist Disassemble where possible: If shipping accessories like chargers, docking stations, or monitors, package them separately to prevent damage. Remove detachable components if applicable.
  • Checklist Label clearly: Ensure the recipient’s name, address, and contact details are correctly labeled. Mark the package as "fragile" to encourage careful handling.
  • Checklist 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.
  • Checklist 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.
  • Checklist Customs declarations: All shipments to India must be declared at customs. Include: Bill of Entry (filed by the courier or customs broker), commercial invoice, packing list, KYC documents (PAN card, Aadhaar, passport, or company GSTIN for the recipient)
  • ChecklistProof of origin: If applicable, attach a certificate of origin to qualify for reduced duties under trade agreements, such as the ASEAN-India FTA or India-Korea CEPA.
  • Checklist Understand import duties & taxes: Laptops are classified under HS Code 8471, which are duty-free, but are subject to 18% IGST (Integrated Goods and Services Tax) based on CIF value (Cost + Insurance + Freight). Additional handling and customs clearance charges may apply, especially with courier handling agents.Checklist
  • ChecklistPre-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.
  • Checklist Protect against loss or damage: Consider purchasing shipping insurance for high-value laptops to protect against loss, theft, or damage during transit.
  • Checklist Compliance with Indian regulations: Ensure the laptop complies with BIS (Bureau of Indian Standards) certification and WPC (Wireless Planning & Coordination) licensing for wireless components if imported commercially or in bulk.
  • Checklist Use tracking tools: Major couriers provide real-time tracking—monitor shipments closely to anticipate customs clearance updates and delivery progress.
  • Checklist Stay in touch with the recipient: Notify the recipient about the expected delivery timeline, tracking updates, and any customs-related requirements to avoid delays.
  • Checklist Expect weather and seasonal delays: Shipments may be delayed due to monsoons, festivals (e.g., Diwali, Holi), or end-of-year demand spikes. Plan accordingly for critical deliveries.
  • Checklist Indian domestic delivery options: For final delivery, consider using India Post, Delhivery, Blue Dart, DTDC, or Ecom Express, which have extensive networks across urban and rural regions.
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Average cost of IT Equipment in India

Laptops (Business Grade):

  • Mid-range: $420 – $720 USD
  • High-end: $720 – $1,200+ USD
    High-end models such as Apple MacBook Pro, Dell XPS, and Lenovo ThinkPad are priced on the higher end.​

Monitors (Business Grade):
  • Standard: $100 – $180 USD
  • Ultrawide/4K: $240 – $480+ USD
    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: $480 – $720 USD
  • Workstation Desktop (for high-performance tasks):  $720 – $1,200+ USD
    Prices depend on the brand and specifications, with options from HP, Lenovo, and Apple among the most common.​

Printers (Laser):
  • Standard Office Printers: $100 – $180 USD
  • High-Volume Printers: $240 – $600+ USD
    Leading brands such as HP, Canon, and Brother offer a wide range of models for office environments.

Public holidays & IT work hours to plan your shipment

Key public holidays in India:

  1. New Year’s Day – January 1
  2. Republic Day – January 26
  3. Good Friday – Date varies (usually in April)
  4. Labour Day – May 1
  5. Independence Day – August 15
  6. Gandhi Jayanti – October 2
  7. Dussehra – Date varies (usually September or October)
  8. Diwali – Date varies (usually October or November)
  9. Christmas Day – December 25

 

 

 

Typical work hours for IT professionals

  • IT professionals in India typically follow a 40-hour workweek, distributed from Monday to Friday. Standard office hours are usually from 9:00 AM to 6:00 PM, though many IT firms are now offering more flexibility. Employees can often customize their working hours as long as they fulfill the required number of hours, which supports a better work-life balance.
  • Overtime regulations in India are governed by labor laws, ensuring that employees are compensated for extra work. Any work beyond the regular hours is generally paid at 1.5 times the normal hourly rate. If employees work during weekends or public holidays, the overtime pay rate may increase, depending on the company’s policy and the nature of the work.

What to consider when retrieving IT equipment from employees in India

Local delivery and logistics services
  • GroWrk: Offers comprehensive IT asset management services, including equipment retrieval, in over 150 countries, including India. Their platform allows you to initiate asset recovery, arrange pickups, and manage storage or redeployment of devices seamlessly. GroWrk's global reach and streamlined processes make it a valuable partner for managing distributed IT assets.
  • Delhivery: Known for its efficient logistics solutions across India, Delhivery collaborates with leading shipping partners to manage India's complex regulations. They offer secure handling and real-time tracking to keep your equipment safe.
    DTDC: With an extensive network, DTDC is one of the most reliable courier services in India. They offer secure collection services and real-time tracking, ensuring your IT devices are returned safely.
  • BlueDart: Offering both standard and expedited shipping services, BlueDart provides reliable delivery across India. Their secure packaging and tracking capabilities make them a trusted option for valuable IT equipment retrieval.
  • India Post: A more budget-friendly choice, India Post offers cost-effective logistics services. With secure packaging and tracking, they are well-suited for smaller shipments or less time-sensitive collections.
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
  • Longer delivery times: Shipping to remote areas may take longer, given fewer delivery hubs and limited transport routes. Factor in extra time for delivery when sending to these locations.
  • Higher shipping costs: Shipping to hard-to-reach areas can be more expensive due to increased distances, fewer routes, and the need for special handling.
  • Limited service availability: Not all logistics companies service remote parts of India, and those that do may have less frequent delivery schedules. This can make it challenging to ensure the timely collection of your IT equipment.
  • Customs and regulatory hurdles: Although India has relatively straightforward import and shipping regulations, rural areas may have additional local rules that could delay the process. It's essential to verify paperwork requirements beforehand to avoid complications.
  • Tracking issues: In remote regions, tracking updates may be less frequent or sometimes unavailable. This can complicate efforts to monitor the shipment and ensure that the equipment arrives securely.
Equipment agreement with employees
  • Clarify responsibilities: Define the employee's obligation to return equipment in good condition.
  • Outline the return process: Provide detailed instructions for returning equipment, including timelines and designated return methods.
  • Specify consequences: Clearly state the repercussions for non-return or damage, such as financial liability or legal action.

How to dispose of IT equipment in India

E-Waste Recycling:

  • WEEE Compliance: Always choose certified e-waste recycling partners compliant with India’s Electronic Waste (Management) Rules. These certified providers will manage your equipment's recycling according to legal and environmental standards and provide documentation confirming that the disposal process meets regulatory and eco-friendly guidelines.
  • Certified E-Waste disposal: To meet India’s environmental requirements, engage certified e-waste disposal services. These professionals specialize in dismantling IT equipment, properly handling hazardous materials like batteries and circuit boards, and ensuring that the devices are recycled in an eco-friendly manner.
  • Recycling centers: Local recycling centers across India can efficiently handle the disposal process for smaller devices. However, specialized disposal services are required for larger or more complex equipment like servers or data storage systems. These services comply with legal and environmental standards to ensure proper equipment processing.

Data Destruction:

  • Data wiping: Before discarding any IT devices, it’s crucial to thoroughly wipe all data from devices such as hard drives, SSDs, and mobile phones. Employ certified data-wiping software to permanently erase all sensitive information, leaving no chance for recovery. This step is vital in preventing data breaches and safeguarding confidential data.
    Physical destruction: Physical destruction of storage media is a reliable option for those who need absolute certainty that data is irretrievable. Techniques like shredding, crushing, or degaussing can destroy the device, ensuring no one can access the data. This method is highly recommended in cases where security is a top priority.

Repurposing or Donating:

  • Donating to charitable organizations: If your IT equipment is still functional, consider donating it to schools, nonprofit organizations, or community groups in India. Donating working devices reduces electronic waste and supports educational and charitable initiatives, benefiting those in need.
  • Internal repurposing: Repurposing older equipment internally can be an effective strategy for businesses that regularly upgrade their IT systems. Older devices can be used for less demanding tasks or allocated to departments that don’t require the latest technology, thus extending their useful life and minimizing waste.

Manufacturer Recycling Programs

  • Many IT equipment manufacturers in India offer take-back programs, allowing businesses to return their outdated devices for proper recycling or repurposing. These initiatives help ensure that old equipment is disposed of responsibly and under environmental laws.
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Local IT Outsourcing Solutions in India

You can streamline your IT logistics and asset management with GroWrk’s comprehensive global solution. Whether it’s shipping equipment or managing IT assets across multiple regions, GroWrk helps you stay compliant and efficient, every step of the way. Here’s why GroWrk is the ideal partner for managing your IT assets in India:

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1. Wide global coverage

We bring global IT outsourcing experience combined with a thorough understanding of the Indian market. Our approach ensures your operations comply with local regulations and industry best practices, addressing both technical and legal requirements for seamless business operations.
2. End-to-end asset management

We oversee the full IT asset lifecycle—from procurement to disposal. With our integrated logistics and infrastructure support, you can focus on your core business while we take care of all the details of managing your IT equipment throughout its life.
3. Intuitive platform for easy deployment

Our platform makes it easy to track and manage IT assets across India. By centralizing asset management, we relieve you of logistical burdens, helping your team stay organized, productive, and efficient across all locations.
4. Smooth delivery and equipment retrieval

We ensure the smooth and timely delivery of IT devices, including laptops, to employees all over India. We also handle the return of equipment when employees leave, streamlining the process and keeping costs under control for your business.
5. Compliance with Indian import regulations

We ensure that your shipments comply with India's import regulations, customs procedures, and tax requirements. From handling Goods and Services Tax (GST) to managing duties and other local compliance concerns, we make sure your IT equipment arrives on time, without delay.
6. Efficient repairs and maintenance

We offer quick and reliable repair and maintenance services to keep your IT equipment in peak condition. By addressing issues promptly, we minimize downtime and ensure your teams across India stay productive without interruptions.
7. 24/7 Support for peace of mind

Our customer support team is available around the clock to assist with any inquiries regarding asset management, logistics, or shipping. Whether it's during business hours or after, we’re always here to help ensure that your IT operations in India run smoothly, 24/7.

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