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How to send IT equipment to the Philippines

Looking to send laptops or other IT equipment to distributed teams in the Philippines? GroWrk simplifies IT asset management, shipping, and compliance across borders. Learn how to seamlessly manage logistics, customs, and IT outsourcing for your remote team.

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At a glance

Before shipping IT equipment or outsourcing IT services to the Philippines, there are a few important factors to consider. The Philippines is emerging as a key player in the global IT landscape. Understanding the IT ecosystem is essential for businesses planning to send IT equipment or outsource services to the Philippines.

CURRENCY

Philippine Peso (PHP)

OFFICIAL LANGUAGE

Filipino and English

TIME ZONE

GMT+08:00

CUSTOMS DUTY ON ELECTRONICS

0-10% + 12% VAT

0-10% customs duties and 12% VAT depending on the product

SHIPPING LEAD TIME

7-14 days

For standard shipping

IT OUTSOURCING MARKET

$31 billion

Digital economy

Overview of IT operations in the Philippines

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Digital transformation: The Philippines is advancing its digital infrastructure, with increasing adoption of cloud computing, artificial intelligence (AI), and Internet of Things (IoT) solutions across various industries. The government's 'cloud-first' policy and initiatives like the Free Wi-Fi for All Act drive this transformation.

Government initiatives: Programs like the Philippine Digital Strategy aim to enhance the country's IT capabilities, encouraging foreign investment and innovation. The Department of Information and Communications Technology (DICT) supports the IT-BPM sector through initiatives like the Digital Cities 2025 Programme, fostering a nurturing ecosystem for innovative development.

Skilled workforce: The Philippines boasts a growing pool of IT professionals with expertise in software development, cybersecurity, and data analytics. The IT and Business Process Management (IT-BPM) industry employs over 1.5 million individuals, contributing significantly to the country's economy.

IT market growth: The Philippine IT market is expected to show rapid growth, with the digital economy projected to reach a gross merchandise value of $31 billion by 2024. This growth is driven by increasing digitalization efforts and a supportive government stance on ICT development.

Geographical advantage: The Philippines' strategic location in Southeast Asia makes it a prime IT service and logistics hub, bridging markets across the Asia-Pacific region. Its young, tech-savvy population and supportive policies further enhance its appeal as a destination for IT services and outsourcing. 

Shipping IT equipment to the Philippines: What you need to know

Customs regulations

IT equipment like laptops, monitors, and peripherals must comply with Philippine customs regulations. Items must be declared, and proper documentation is required for smooth clearance.
Duties and taxes

According to Philippine import tariffs, customs duties typically range between 0% and 10%, with an additional 12% VAT applied to the total declared value.
Required documentation
  • Commercial Invoice
  • Pro forma Invoice
  • Import Permit from the Bureau of
  • Customs (if applicable)
  • Technical Specifications Document
  • Bill of Lading or Airway Bill
  • Customs Declaration Form
  • Certificate of Compliance (if needed)
Import restrictions

High-tech items may require special permits or are prohibited. Used items may also need additional certifications.

Technology-specific restrictions

Certain types of IT equipment may require additional documentation or face import restrictions in the Philippines:

  • Software licenses: Devices with pre-installed software must have valid licenses that comply with intellectual property laws.
  • Encryption standards: Laptops and devices with advanced encryption technologies may require special permits for import.
  • Environmentally sensitive devices: IT equipment containing hazardous materials must comply with DENR’s regulations for e-waste disposal.
New vs. Used equipment
  • New electronics: These typically undergo standard customs processing with required documentation such as a commercial invoice, declaration form, and proof of payment.
  • Used electronics: Importing used laptops or other IT equipment requires additional certifications, such as:
    • Proof of data wiping: Ensures compliance with the Philippines’ Data Privacy Act.
    • Condition certification: A document indicating the equipment has been refurbished or is in working condition.
    • Environmental compliance: Adherence to e-waste policies regulated by the Department of Environment and Natural Resources (DENR).
Data privacy laws

The Philippines enforces strict data privacy regulations through the Data Privacy Act (Republic Act No. 10173). Key compliance factors include:

  • Data Protection: Devices containing sensitive or personal data must comply with the Data Privacy Act’s standards.
  • Data Wiping: IT equipment being imported or exported must have sensitive information completely wiped to prevent breaches.
  • Global Alignment: The Philippines’ Data Privacy Act aligns with global standards like the GDPR, ensuring strong protection for international data handling.
Penalties or fines for non-compliance
  • Environmental penalties
    Improper disposal of e-waste, such as dumping or burning IT equipment, can lead to fines under the Philippines’ environmental regulations. Companies and individuals are required to ensure that waste is managed in an environmentally sound manner, and failure to do so can result in fines.
  • Data protection violations
    Improper disposal or failure to erase sensitive data from IT equipment could violate the Data Privacy Act, leading to legal action and fines. The penalties for non-compliance with data privacy regulations can include hefty fines and reputational damage.

Checklist for sending laptops to the Philippines

When shipping laptops to the Philippines, 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 LBC Express for international shipping. These carriers offer tracking services and have experience handling Philippine customs procedures.
  • ChecklistCheck service levels: Select the appropriate shipping option based on urgency. Express shipping (3-7 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 international shipments require customs clearance. Include: Philippine Customs Declaration (Bureau of Customs - Import Entry and Internal Revenue Declaration Form), commercial invoice, and packing list
  • ChecklistProof of origin: If applicable, include a certificate of origin to determine eligibility for preferential trade agreements, such as the ASEAN Free Trade Area (AFTA) or the Philippines-U.S. Trade Agreement, which may reduce import duties.
  • Checklist Understand import duties & taxes: Laptops are exempt from import duties but are subject to 12% VAT on the declared value, including shipping costs. Additional customs processing fees may apply depending on the shipment’s value.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 Philippine regulations: Ensure compliance with National Telecommunications Commission (NTC) regulations if the laptop has wireless communication capabilities. Non-compliant devices may be held at customs.
  • 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: Typhoons, heavy rains, and peak shipping demand during holidays (e.g., Christmas, Black Friday, Chinese New Year) may cause delivery delays. Plan shipments accordingly.
  • Checklist Philippine domestic delivery options: For final delivery, consider working with LBC Express, J&T Express, 2GO, or Ninja Van for efficient last-mile distribution.

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Average cost of IT Equipment in the Philippines

Laptops (Business Grade):

  • Mid-range: $600 - $1,200
  • High-end: $1,200 - $2,500+
    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.

Public holidays & IT work hours to plan your shipment

  • Key public holidays in the Philippines:

    1. New Year’s Day: January 1
    2. Independence Day: June 12
    3. Christmas Day: December 25
    4. Holy Week (Maundy Thursday and Good Friday): Dates vary based on the Christian calendar
    5. Bonifacio Day: November 30
    6. Rizal Day: December 30

     

     

Typical work hours for IT professionals

  • In the Philippines, the standard workweek for IT professionals typically follows a 40-hour schedule, usually from 9:00 AM to 6:00 PM, with a one-hour lunch break. However, in the technology sector, many IT professionals, especially those in roles like software development or project management, may have flexible hours or remote work arrangements. These flexible working hours can help align schedules with global teams or reduce downtime.

What to consider when retrieving IT equipment from employees in the Philippines

Local delivery and logistics services
  • GroWrk: With an extensive network of global shipment partners, GroWrk can efficiently manage the retrieval of IT equipment from employees in the Philippines.
  • LBC Express: Known for its extensive local network, LBC Express provides reliable retrieval services with tracking and insurance options.
  • JRS Express: Offers affordable and efficient logistics services across the Philippines, making it suitable for smaller-scale equipment returns.
  • 2GO Logistics: Provides nationwide coverage and specializes in handling sensitive or high-value shipments like IT equipment.
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

Logistics can become challenging in some remote or rural regions of the Philippines. Here are key factors to consider:

  • Limited access: Remote locations may lack well-maintained infrastructure, making it difficult for couriers to reach specific destinations.
  • Weather conditions: Typhoons and seasonal rains can delay shipments to certain areas, particularly during the wet season (June to November).
Equipment agreement with employees
  • Ownership and usage: Clearly state that the equipment is the company's property and is to be used exclusively for work-related tasks.
  • Maintenance and care: Outline the employee's duty to maintain the equipment in good condition, including guidelines for regular upkeep and proper handling.
  • Data security: Specify protocols for data protection, emphasizing the importance of safeguarding sensitive information and adhering to company security policies.
  • Return procedures: Define the process for returning equipment upon termination or when it's no longer needed, including timelines and the conditions in which items should be returned.
  • Liability for damage or loss: Detail the consequences for damage beyond normal wear and tear or failure to return equipment, which may include financial responsibility or other disciplinary actions.

How to dispose of IT equipment in the Philippines

E-waste recycling:

IT equipment such as laptops, monitors, and other electronics must be disposed of through certified e-waste recycling programs. Consult with licensed e-waste disposal companies, such as Envirocycle and Greenday Recycling, which specialize in managing and recycling electronic waste responsibly.

Data Destruction

Before disposing of or repurposing any IT equipment, ensure that all sensitive data is completely erased to comply with data protection laws, such as the Data Privacy Act (Republic Act No. 10173). Data destruction should be done using certified methods, such as data wiping software or physical destruction of hard drives.

Repurposing or donating

If the equipment is still functional, it can be repurposed internally or donated to educational institutions, non-profits, or other organizations needing IT resources.

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Local IT Outsourcing Solutions in the Philippines

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 the Philippines:

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1. Wide global coverage

With operations in over 150 countries, including the Philippines, GroWrk guarantees seamless IT deployment and management for remote teams. Whether your employees are in Manila, Cebu, Davao, or remote locations, we ensure timely and hassle-free service to keep your business running smoothly.
2. End-to-end asset management

GroWrk simplifies the entire IT asset lifecycle, covering procurement, deployment, management, and retirement. By handling logistics, compliance, and security, we allow your team to focus on business growth while we manage IT operations.
3. Intuitive platform for easy deployment

Our user-friendly platform makes ordering, shipping, and tracking IT equipment across the Philippines effortless. Employees receive pre-configured, ready-to-use devices, reducing administrative overhead and ensuring seamless onboarding.
4. Smooth delivery and equipment retrieval

From delivering laptops, monitors, and IT accessories to remote employees across the Philippines to retrieving assets from departing team members, GroWrk handles it all. We make the process efficient and fully traceable, eliminating logistical challenges.
5. Compliance with Philippine import regulations

The Philippines has strict customs, tax, and compliance requirements for IT shipments. GroWrk ensures BPS certification, WEEE disposal, and tax compliance, preventing delays, penalties, or unexpected costs.
6. Efficient repairs and maintenance

We manage hardware repairs, replacements, and maintenance to keep IT assets in top working condition. Whether through on-site servicing or remote troubleshooting, GroWrk minimizes downtime and ensures business continuity.
7. 24/7 Support for peace of mind

From shipping assistance and compliance management to real-time troubleshooting, GroWrk’s 24/7 support ensures smooth IT operations, keeping your remote workforce in the Philippines fully equipped.

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