How to Safely Ship Laptops and IT Equipment Internationally

Shipping laptops internationally should be simple – but delays, lost equipment, and last-minute headaches often turn it into a logistical mess. When devices don't arrive on time, onboarding stalls, offboarding gets complicated, and IT teams waste hours chasing shipments and troubleshooting customs issues.

Picture a new hire waiting days for a laptop, or IT spending entire afternoons resolving tracking problems instead of supporting the team.

Now Deel IT provides a solution for these problems. You can streamline laptop shipping with reliable logistics, real-time tracking, and simplified customs handling. In this guide, we’ll show you how to ship IT equipment efficiently, avoid common pitfalls, and keep your teams productive – wherever they are.

Preparing laptops and IT equipment for international shipping

Shipping laptops internationally comes with a few common headaches: damage, delays, and the occasional device that disappears into the shipping void. But with a structured IT onboarding process, you can avoid most of these issues and get equipment to your teams on time. Here’s how to set up your devices for a smooth journey.

1. Secure sensitive data on devices

Laptops hold more than hardware – they often carry sensitive company information. If a device gets lost or stolen, that data could fall into the wrong hands. To protect your files:

• Back up critical files: Use cloud services like Google Drive or OneCloud to store critical data, or save a copy on an external hard drive. If something goes wrong, your information stays safe.
• Encrypt devices: Turn on encryption tools like BitLocker (Windows) or FileVault (Mac). For extra security, enable remote wipe capabilities. This way, you can erase data from a lost or stolen laptop, even if it's halfway around the world.
• Log out of all accounts: Don’t leave work apps, email, or cloud services logged in. Take a moment to sign out of all accounts and disconnect any saved passwords. It’s a simple step that goes a long way in protecting your systems.

See also: How to Create a Secure IT Environment for Hybrid Teams: A Complete Guide

2. Power down and prepare devices

Improperly packed devices can get damaged during transit – and replacements are costly. Here’s how to prepare devices for safe shipping:

• Fully power down laptops: Shipping a laptop that's still powered on can lead to overheating, battery drain, or hardware damage. On a Windows device, go to the Start Menu, click "Power," then "Shut Down." For Macs, sleep mode is safe, but full shutdown is better.
• Remove external peripherals: USB drives, dongles, and detachable keyboards should travel separately. Leaving them connected can cause damage if the laptop shifts around in transit.
• Use anti-static bags: Static electricity can fry a laptop's internal components. Use anti-static bags to protect sensitive parts, especially if you're shipping devices through different climates.

3. Inspect and document device condition

Even with the best packaging, things can go wrong. Taking a few minutes to document each device's condition helps you file an insurance claim quickly if needed. Here’s how:

• Take clear photos. Snap pictures from multiple angles, and include close-ups of any existing scratches or dents. These photos act as proof if there’s damage during shipping.
• Record serial numbers. Create a simple spreadsheet with each device’s serial number. If something goes missing, this makes it easier to track or report it to your logistics provider.

Remember, by securing sensitive data, properly packing devices, and documenting their conditions, you can safely prepare your laptops and IT equipment for international shipments. This preparation enhances your IT procurement workflow and guarantees the smooth onboarding of your remote employees.

Choosing the right shipping provider

The right shipping provider can mean the difference between a smooth delivery and a logistical nightmare. Lost, delayed, or damaged equipment slows down onboarding, frustrates employees, and adds hours of admin work for IT teams.

If you want a similarly hassle-free experience, here’s what to look for in a shipping partner:

1. Specialized carriers for electronics

Electronics require extra care during transit due to their high value and fragility. Here’s how to find a carrier that can handle the job:

• Choose experienced providers: Partner with trusted logistics companies like DHL Express, UPS, or FedEx International Priority. These carriers have proven expertise in handling fragile and high-value items
• Look for specialized services: Proper packaging (like foam and insulated liners) is the best way to ensure your device stays intact. But if you are shipping custom components, laptops in bulk, or through regions with extreme temperatures, a temperature-controlled shipping service could be helpful

2. Real-time tracking and insurance

When you’re shipping internationally, visibility is everything. Without tracking, you’ll spend hours fielding “Where’s my laptop?” messages and chasing couriers. And without insurance, one lost box could cost thousands. Here’s what to look for:

• Real-time tracking: Choose providers like Amazon Logistics or XPO logistics which offer GPS-enabled tracking to provide live updates on your shipments. These tracking updates reduce delays and eases the onboarding of your global workforce.
• Insurance coverage: Select logistic partners that provide full-coverage repair and replacement insurance in case of theft or damage. This coverage prevents financial loss and ensures the productivity of your employees. Platforms like Deel IT offer integrated insurance solutions that help you recover losses and file claims quickly without adding administrative burdens to your team.

See also: How to Enhance HR Efficiency with Deel: Hire, Equip, and Onboard the Best Talent at Speed

3. Lithium battery compliance

Lithium-ion batteries power modern laptops but pose shipping risks due to potential overheating. Regulations for shipping these batteries are strict, and failure to comply can cause delays or fines. To avoid issues:

• Certified carriers: Verify that your provider complies with International Maritime Organization (IMO) and United Nations (UN) standards for transporting hazardous goods. These certifications demonstrate their ability to handle lithium battery shipments safely.
• Proper battery packing: Whenever possible, pack batteries inside the devices. If you need to ship spare batteries, follow manufacturer instructions and ensure they are securely packed to prevent short circuits or leaks.

Packaging laptops and IT equipment for safety

Laptops aren’t built to survive rough handling. A single drop or shift during transit can leave you with cracked screens, broken ports, and frustrated employees. Good packaging isn’t complicated – it just takes the right materials, a bit of care, and a few smart practices. Here’s how to package laptops for safe international shipping.

Here’s how you can package your devices with care:

1. Choosing protective materials

The right packaging makes all the difference. It cushions your devices against impacts and ensures they arrive in working order. Here’s what works best:

• Use manufacturer-supplied packaging: Whenever possible, rely on the original packaging designed specifically for your device. These boxes often include molded foam or custom inserts tailored to the device’s dimensions, providing a snug fit and impact resistance during transit.
• Add extra padding: Enhance protection by layering foam inserts, bubble wrap, or air cushions around the device. Double-boxing (which involves placing the original packaging inside a larger, padded box), adds an additional layer of impact resistance, reducing the risk of damage.

2. Securing accessories

Chargers, cables, and peripherals can cause damage if they rattle around during shipping. Pack them properly to avoid scratches, tangling, or broken connectors:

• Use separate compartments: Place chargers, cables, and peripherals in individual compartments or small boxes to keep them separate from laptops. This minimizes the risk of scratches or dents.
• Organize cables: Use cable ties or Velcro straps to secure cords and prevent tangling. Wrap cables in soft cloth or bubble wrap for extra protection.

3. Labeling for compliance and safety

Accurate labeling helps your package clear customs faster and alerts handlers to treat it with care. Skipping this step can cause delays or, worse, safety issues with lithium-ion batteries. Follow these labeling best practices:

• Apply hazard labels: Purchase UN3481 stickers (for Lithium-ion batteries packed with or contained in equipment) or UN3480 stickers (for Lithium batteries shipped separately) from trusted suppliers like Guru Labels or Labelmaster, to clearly label your packages containing lithium-ion batteries. This labelling is required by the International Maritime Organization (IMO) and United Nations (UN) and ensures your shipments are safety compliant.
• Mark as “FRAGILE”: Use bold “FRAGILE” labels to alert handlers to treat the package with care. Adding directional arrows ensures the box remains upright, minimizing accidental inversion or rough handling.
• Include shipping documentation: Attach shipping invoices, packing lists, and customs paperwork in a clear, waterproof envelope on the outside of the package. This ensures customs officials and handlers can easily access important information, streamlining clearance and avoiding delays.

Handling customs and compliance

Shipping IT equipment across borders isn't just about packaging laptops and printing labels. Customs regulations vary by country, and a missing document or incorrect classification can lead to delays, fines, or even seized shipments. Here’s how to handle customs and compliance without the headaches.

1. Preparing accurate documentation

Customs paperwork might seem like a formality, but it’s the foundation of a smooth shipping process. Missing or inaccurate documents can cause major delays. Make sure each shipment includes:

• Include all required documents: Make sure each shipment has:
  • Commercial invoice: Details the goods, their value, and the purpose of the shipment.
  • Packing list: Describes the contents, dimensions, and weight of each package.
  • Airway bill: Acts as a receipt and tracking document for the shipment.
• Use HS code classification: For laptops Include the Harmonized System (HS) code 8741, which applies to data processing machines, on the commercial invoice that accompanies your shipment to avoid penalties or compliance issues.

2. Avoiding customs delays

Customs processing can drag out for days, especially if paperwork is incomplete or duties haven’t been settled. These strategies can help speed things along:

• Pre-pay duties and taxes: When possible, pay your custom fees (determined by factors including the value of your goods and the destination country’s tariff costs) in advance to customs authorities. For example, in the United States, customs duties and taxes can be paid to the U.S. Customs and Border Protection (CPB) through an online portal like Pay.gov. Partnering with shippers like DHL Express enables you to settle all duties and taxes upfront.
• Use compliance tools: Platforms like Deel IT help ensure compliance and reduce operational costs through their global IT solution, which automates the preparation of accurate documentation.

3. Understanding regional regulations

Customs requirements vary widely between countries, and failing to adhere to them can lead to significant fines or delays. In fact, over 33% of businesses report facing severe penalties due to the complexity of customs regulations. To stay compliant:

• Research restrictions. Certain countries – like Russia and China – restrict devices with encryption software. If you're shipping laptops to these regions, apply for the necessary permits. For instance, China requires a license from the Beijing Office of State Encryption Administrative Bureau.
• Stay updated: Regulations can shift without much notice. Partnering with experienced logistics providers or using a platform like Deel IT helps you stay up to date and avoid surprises.

Streamlining logistics for distributed teams

Well-organized logistics ensure your distributed team has timely access to the IT equipment they need, maintaining their productivity across locations and guaranteeing a successful IT procurement. Here’s how you can optimize logistics for your global workforce:

1. Consolidating shipments

Shipping laptops one by one to different locations is inefficient and expensive. Consolidating shipments can simplify logistics and cut costs. Here’s how:

• Combine shipments: If you're sending laptops to multiple employees in the same country, combine them into a single shipment. Fewer shipments mean fewer customs checks, lower costs, and easier tracking.
• Leverage Deel IT’s platform: Deel IT helps you manage bulk shipments to different locations while staying compliant with local customs rules. With batch processing and centralized tracking, IT can oversee everything from one dashboard.

2. Real-time shipment tracking

Ever tried explaining a missing laptop to a frustrated new hire? Real-time tracking helps you avoid those conversations. Here's what to look for when choosing a shipping provider:

• Centralized tracking: Choose shipment providers that offer tools to let you know exactly where your devices are and when they’ll arrive. Deel IT’s tracking tools provide a real-time view of shipment locations and statuses in one centralized platform, simplifying your logistics management.
• Proactive alerts: Work with providers that provide live tracking of your shipments, as report shows that real-time tracking reduces delayed shipments by 20%. Using logistics providers that provide proactive alerts allows you to address delays or customs issues promptly, ensuring the smooth running of your global teams.

3. Coordinating device returns and repairs

Shipping equipment isn’t just about onboarding. You’ll also need to manage returns, repairs, and end-of-life devices. Without a clear process, equipment goes missing, repairs take forever, and IT spends too much time tracking down gear. Here’s how to streamline returns:

• Establish workflows: Create a procedure for managing returns, repairs, or redistributions, which will include steps such as:
  • Request submission and approval: The employee submits a return or repair request.
  • Device collection: Provide the employee with prepaid shipping labels and tamper-proof packaging to ensure the device is transported securely.
  • Inspection and logging: Check the condition of the device after receiving and compare with the employee’s initial request.
  • Repair or replacement: Contact device repair services like GlobalTech Solutions to determine whether the device can be repaired or replaced. Consider solutions that offer device lifecycle management (DLM) for cost savings.
  • Device return and workforce closure: Ship the repaired or replaced device to the employee and confirm it is functional and meets their needs.
• Use Deel IT’s reverse logistics system: Deel IT simplifies returns and repairs with its global support network. From coordinating return shipments to diagnosing and fixing device problems remotely using mobile device management (MDM), Deel IT ensures a seamless experience for distributed teams.

Reducing risks during shipping

Shipping laptops internationally comes with risks. Packages can go missing, devices can get damaged, and poor handling can lead to expensive replacements. But with the right precautions, you can protect your equipment and avoid these common pitfalls. Here’s how to keep your shipments safe.

1. Preventing theft and tampering

High-value equipment is a target for theft – especially when it crosses borders. To keep your laptops secure:

• Use tamper-evident seals: Seal boxes with tamper-evident tape or stickers. If someone tries to open the package, the seal will show visible signs of tampering. It’s a simple deterrent that adds an extra layer of accountability.
• Choose reinforced packaging: Standard cardboard boxes are easy to breach. Opt for double-layered or reinforced containers that are harder to tamper with. For particularly sensitive shipments, consider lockable, tamper-proof cases.
• Work with secure carriers. Partner with logistics providers experienced in transporting high-value electronics. Look for services that include GPS tracking, security checkpoints, and restricted-access storage facilities.

2. Mitigating damage risks

Shipping exposes IT equipment to physical and environmental risks, which can lead to costly damage. In fact, 10% of eCommerce shipments involving electronics experience damage during transit, costing U.S. businesses around $1 billion annually. To protect your devices, consider:

• Use shock-absorbing materials. Cushion devices with foam inserts, bubble wrap, or air cushions. These materials absorb the impact of bumps and drops.
• Invest in drop-tested containers. Some boxes are certified to withstand drops and rough handling. These containers provide better protection, especially for long-distance shipments.
• Waterproof the packaging. Moisture damage is a common issue in humid climates or during ocean transit. Use vacuum-sealed bags or plastic sheeting to keep devices dry.

3. Insuring shipments

The cost of replacing a lost or damaged laptop can range from $500 to $1,200, excluding additional losses from downtime or lost data. To protect your high-value items, investing in comprehensive insurance is a must. Here’s how you can insure your shipments:

• Full coverage: Insure your shipments for their full replacement value, including the cost of equipment and shipping fees. Comprehensive coverage ensures that you’re not left out of pocket if anything goes wrong.
• Deel IT’s insurance options: With Deel IT, you can simplify the insurance process. Deel IT’s platform provides integrated insurance options tailored to high-value electronics, streamlining claims and helping you resolve issues quickly and efficiently.

Whether you’re shipping domestically or internationally, insuring your shipments and using protective materials such as tamper-evident seals and drop-tested containers prevents damages and keeps your IT procurement workflow successful.

Ship IT equipment anywhere in the world with ease using Deel IT

Deel IT simplifies international IT logistics, offering you a seamless and stress-free solution for shipping laptops and IT equipment to distributed teams worldwide. With Deel IT, your shipments are secure, compliant, and delivered on time.

Here’s why you can trust Deel IT to manage your cross-border IT needs:

• Global logistics network: Deel IT’s expansive network ensures timely and secure delivery to over 130 countries. No matter where your distributed teams are located, their equipment arrives without delays.
• Compliance and documentation tools: Say goodbye to regulatory hurdles as Deel IT’s automated tools manage customs paperwork and ensure compliance with international shipping regulations, minimizing the risk of errors or delays.
• Real-time tracking and alerts: Stay in control with GPS-enabled tracking tools that provide centralized visibility into your shipments. Proactive alerts notify you of delays or issues, allowing you to address problems before they escalate..

Book a 30-minute product demo to discover how Deel IT’s solutions can simplify IT equipment shipping for your