How to Safely Ship Laptops and IT Equipment Internationally

If you manage a global workforce, you’ve likely had to ship IT equipment — such as laptops, monitors,  and cell phones — across borders, either for remote employees or as part of a staff relocation.

So, when the time comes, what's the best method for shipping laptops internationally? It's definitely not as simple as putting your items in a box and dropping them off at the post office. In fact, from customs regulations to security and insurance coverage, international shipping is a complex and involved process.

However, it doesn’t have to be difficult. By taking the time to do some planning in advance,  you can reduce the risk of damage, theft, customs delays, or lost shipments.

Key takeaways: 

• Taking steps like wiping data, encrypting hard drives, and properly packing accessories helps safeguard the equipment you send to global remote talent.
• Standardizing processes for shipping preparation — from selecting packing materials to ensuring proper packaging, obtaining shipping insurance, and completing customs clearance documentation in advance — can reduce delays.
• Providing clear instructions and supporting employees with the right packaging and shipping labels can make returning equipment relatively painless during offboarding.

Prepping Devices Before Shipment

A key element of shipping tech items internationally is ensuring that devices are prepared for use and shipment before placing them in the box. Follow these steps to ensure the equipment is both secure and ready for use when it arrives:

Electronic Prep

Before packing the hardware, several steps must be taken to ensure it's ready for use right out of the box. You'll want to:

• Reset accounts: If the device was previously used by another employee, ensure that you log out of all company and personal accounts.
  
  
• Backup and wipe data: Copy any data you need to keep, then securely wipe the device of all files. This can help maintain your own IT security and ensure compliance with regulations like GDPR.
  
  
• Install software: Pre-install all necessary software so the employee can get to work as soon as they receive the device.
  
  
• Encrypt and secure: Encrypt the hard drive to protect your data in the event of theft during shipment. It's also wise to set up remote access in case you need to manage the device from afar.

Physical Prep

Properly preparing the physical hardware and keeping items within the same shipment separate from one another helps prevent damage. As part of this process, be sure to:

• Power down: Completely shut down the device. If possible, disconnect the battery to prevent it from accidentally turning on during transit.
  
  
• Pack accessories separately: Pack all accessories — such as keyboards, dongles, mice, and chargers — in individual, clearly labeled bags or boxes to prevent them from scratching the device or each other.
  
  
• Label everything: Clearly label the equipment with identifying information, including serial numbers, as well as the recipient's name, department, or position.
  
  
• Document condition: Take photos of the device from all angles to document its condition before shipping. Record the serial number in your asset management system. This helps with any insurance claims in the event of damage.

Packaging and Labeling Best Practices

Once the device is prepped, ensure it arrives safely by:

• Using sturdy, multi-layered packaging: Start with either the original packaging or a strong, new sturdy box for each shipment. Double boxing, where the device's box is placed inside a larger, well-padded shipping box, provides a shock-absorbing layer. Use bubble wrap or other cushioning materials for extra protection.
  
  
• Using anti-static bags: Place electronics in anti-static bags to protect them from static discharge that can damage sensitive components.
  
  
• Including serial numbers in multiple places: Ensure the device's serial number is recorded inside the box and included with the shipping documentation for tracking and verification.
  
  
• Adding "fragile" labels: Clearly mark the package as "Fragile" to encourage careful handling during transit.
  
  
• Correctly packaging lithium batteries: Shipping devices with lithium-ion batteries presents potential fire hazards, and carriers consider them dangerous goods.
  
  
  • Why it's important: If damaged, short-circuited, or improperly packed, lithium batteries can overheat and catch fire.
    
    
  • Required actions: You must affix the required "Lithium Battery" warning label to the outside of the package. Always confirm the specific regulations with your chosen shipping carrier, as guidelines for air transport are particularly strict.

Choosing the Right Shipping Method

Selecting the right carrier and shipping service is just as important as the physical prep. There are multiple shipping providers to choose from, as well as best practices to follow. This includes:

• Courier vs. freight forwarder:
  
  
  • Courier services (DHL, FedEx, UPS, etc.): Ideal for single or small-batch shipments. They handle the entire process from door to door, ensuring the security and tracking you want for your IT equipment.
    
    
  • Freight forwarders: Better suited for bulk shipments or oversized items. These companies coordinate with multiple carriers and can be more cost-effective for large-scale logistics, like setting up a new office.
    
• Express vs. economy: You'll need to balance speed and shipping costs. Express shipping gets the equipment there faster, but it costs more, while economy shipping is cheaper but takes longer. The direction to take depends on how urgently the employee needs the device.
  
  
• Prioritize carrier experience over cost: Don't just reflexively choose the cheapest shipping option. Instead, select carriers with proven international expertise in shipping electronics. They will be better equipped to handle interactions with customs as well as other potential issues.
  
  
• Always use tracking information: Tracking numbers provide visibility into where and when your shipment will arrive. Monitoring the package's progress helps you react quickly if a problem or delay occurs.
  
  
• Require signature and proof of delivery: Always require a signature upon delivery. This helps confirm that the package was delivered to the correct person and provides you with proof of delivery in case any disputes arise.

Insurance and Risk Management

Standard courier insurance may not provide sufficient coverage for high-value items, such as IT equipment. The reason? Such limited coverage is typically based on the item's weight, not its actual value. 

Choosing "declared value" coverage might be a better option, as it enables you to replace missing or damaged equipment. You may also have the option to purchase a policy directly from the courier. Otherwise, you can usually buy coverage through a third-party insurance company.

When choosing a policy, ensure it covers the full replacement cost, not just the depreciated value. Verify that the coverage will also cover any damage that might occur during customs inspections.

If a package is lost, damaged, or significantly delayed, it’s essential to act quickly. Contact the carrier immediately to report the problem, as there may be time limits for filing claims. 

Be prepared to provide all relevant documentation, including the tracking number, serial number, proof of value, and the photos taken before shipment. 

Then, once the claim is filed, be sure to follow up with the carrier or insurance provider to ensure it’s being processed.

Compliance and Customs Considerations

Completing detailed paperwork, including a commercial invoice that lists a complete description of the items, their value, country of origin, and Harmonized System code, helps ensure your shipment stays compliant with the customs process.

You should also be prepared for potential customs fees, tariffs, or Value-Added Tax (VAT) that the destination country may impose. For instance, countries like Brazil and India are known for applying significant import taxes to electronics, which can increase the total cost.

Additionally, some nations may impose restrictions on electronics that utilize strong encryption technologies or lithium batteries, potentially requiring special licenses for import. 

Regulations can change, so be sure to check the destination country's regulations regarding electronics, information security, and import duties to ensure you have all the necessary documentation before shipping.

Reducing Risk and Delays

While unexpected shipping delays can happen, there are steps you can take to reduce the risk. 

Creating standardized, company-wide shipping processes with templates and a step-by-step checklist can help ensure consistency and efficiency. Likewise, selecting reliable vendors and pre-clearing shipments with customs brokers when possible can minimize potential issues. 

Finally, be sure to maintain open communication with the employee who will be receiving the shipment. Instruct them to inspect the items immediately for any damage upon receipt and confirm that all components have arrived safely.

Standardizing IT Equipment Shipments

No question about it: codifying compliance-first practices for international shipments not only simplifies the process for your employees; it also safeguards your company.

From a centralized inventory and asset tracking system to bundling the IT shipment process with employee onboarding, there are several other ways to create a smooth, uniform shipping process. 

For example, if you hire global employees through an Employer of Record (EOR), the EOR can often manage the equipment shipment process, sparing your HR team the headache of navigating the logistics themselves. 

Combined with using reliable vendors and pre-clearing shipments when possible, this partnership is often one of the easiest ways to minimize delays.

Best Practices for Employees Returning Equipment

When an employee leaves the company, having a straightforward process for returning IT equipment during offboarding is just as important as the initial equipment shipment. Here’s how to simplify the process:

• Provide return kits: Make equipment returns easy for employees by sending them a kit that includes sturdy packaging, pre-paid shipping labels, and clear instructions.
  
  
• Wipe devices: Ensure all company data is removed by either having the employee perform a secure wipe or by setting up the device for a remote wipe once it's back online.
  
  
• Require accessories to be included: Remind employees to return everything that came with the device, including chargers, cables, and any other peripherals.
  
  
• Track and insure shipping: Require employees to use the provided tracked and insured shipping methods to ensure the equipment is protected during transit.
  
  
• Provide a packing checklist: This list can help ensure nothing is missed during the return process.
  
  
• Standardize intake: On the company side, have a standard intake process to inspect returned equipment for damage, update your inventory, and schedule any necessary repairs.

Ship Your IT Equipment Worry-free With RemoFirst

When you partner with RemoFirst, we take on the full responsibility of employing your international team members in more than 185+ countries. This includes:

• Drafting locally compliant contracts
• Managing payroll and tax withholdings
• Administering statutory benefits
• Ensuring you adhere to all country-specific labor laws 

Additionally, we can handle all the logistics of shipping laptops, phones, and other tech and IT equipment across borders. 

This means your employees are onboarded faster, fully equipped to work from day one.

Schedule a demo today to learn how RemoFirst can help you hire and support a global remote team.