Best Ways to Ship a Laptop Internationally: 11-Step Checklist to Do It Right

Looking to get your new remote employee in another country set up with a new laptop? Or do you want to send the latest laptop you just bought for your younger brother back home?

In either case, the decision to ship your laptop is easier to navigate than the actual process of shipping it. However, with the right knowledge and help at your side, even this can be a breeze. In this guide, we will look at the best way to ship a laptop internationally. For now, let us start by looking at some crucial factors to consider when shipping a laptop internationally.

3 Best Ways to Ship a Laptop Internationally

With all the aforementioned information in mind, let us look at some of the best ways to ship a laptop internationally:

1. Ocean Freight

The ocean freight shipping method makes up a predominant part of global trade and entails sending your goods from one location to another on a ship. This shipping method is generally used when moving large shipment volumes between countries and is commonly opted for by importers and exporters. Ocean freight shipping is expensive, but a great option if you are shipping a lot of laptops to the same destination and you don’t have a rigid time to adhere to.

For instance, you are headquartered in Australia but a predominant part of your remote workforce is located in the United Kingdom. So, you’d want to send a bunch of laptops to various locations in the UK but are not in a hurry to do so. In this case, ocean freight shipping is the perfect method for you.

2. Air Freight

Air freight is arguably one of the most popular cargo shipping methods for international destinations. You can consider air freight shipping when you want to ship laptops to international destinations within a limited timeframe. Air freight is a faster shipping option, but less expensive compared to ocean freight, making it a great option when you don’t have a lot of shipment volume but still want to deliver your computer/laptop to an international location.

3. Specialised Laptop Shipping Services

Most ocean and air freight service providers know exactly how to navigate the process of shipping a laptop to international destinations. However, if you don’t want to delve deeper into the various parts of the process, and all of it is handled by a third-party service provider, opt for a specialised laptop shipping service.

These are desktop computer/laptop shipping service providers having a lot of expertise and experience in handling, packing, shipping, and delivering laptops across international destinations. Such companies even have set processes that ensure that laptops are successfully transported from one location to another.

With companies moving to a remote work paradigm, sending laptops to other destinations to their remote employees, shipping laptops internationally is actually more common than it once was. But even if you just want to send your personal belongings or laptop to another country, you will follow the same process. 

1. Measure the Weight and Dimensions of Your Laptop

When shipping any item, especially a laptop, its weight and dimensions play crucial roles in determining the shipping costs. While heavier and larger laptops might be expensive to ship internationally, smaller and lighter ones are easier to transport to any destination. Since the weight and dimensions of your laptop will also determine the kind of packaging material you will use, your overall shipping costs will depend on these factors.

In some cases, the weight and dimensions of your laptop may even influence the ideal mode of transport when shipping internationally. For instance, paying ocean freight or sea freight charges for shipping a small and lightweight laptop may be a waste of money and time.

2. Prepare Your Laptop for Shipping

A typical process of shipping laptops internationally starts with preparing your device before anything else. While much of your shipping process is about ensuring that your laptop gets from the origin location to the destination without any issues or damages, you might need a few additional points of preparation to ensure smoother transit, which are:

1. Ensure that you take a comprehensive backup of all your data onto an external hard drive or cloud so that you don’t lose your data completely in case something goes wrong with your laptop.

2. Detach all your laptop accessories, such as a mouse, power cord, and more, so you can prevent any damage to them or risk of scratches during transit.

3. Clean laptops to be free of dust and debris 

4. If your laptop battery is detachable, feel free to remove it and pack your electronic parts separately. If not, you must consider covering the power button so it does not get unintentionally powered on during transit.

5.  Even after you wrap your laptop with a film or plastic wrap, place it in a protective sleeve to add an extra layer of protection 

Following all these points will ensure that your laptop is fully prepared and equipped to be packed and shipped to international destinations.

3. Consider Taxes, Customs Duties, and Other Costs

Shipping costs look very different when your laptop is shipped internationally than if you are shipping it across the state or country. At the very least, you may have to account for additional costs, customs duties, fees, and taxes. Remember that these costs will differ depending on whether you are exporting laptops or just shipping them.

Some of the costs that you will consider in the process include:

1. Customs Duties: These are taxes that countries impose on imported goods to regulate the flow of goods, and the amount you will pay will depend on the value and origin of the laptop, and the tariff schedule of the destination country.

2. Customs Brokerage Fees: If you have handled your customs process using an agent who is an expert in import regulations, you will need to pay fees for their services, such as documentation, clearing customs, and managing deliveries.

3. Shipping Costs: Generally speaking, shipping costs include all the costs related to the transportation of your laptop from the origin to the destination location, depending on its weight and dimensions, shipping distance, and chosen shipping method.

4. Handling/Storage Fees: Some courier companies charge handling fees that cover the administrative and logistical costs of processing shipments. Others may also charge storage fees to cover the cost of storing your laptop in a warehouse before they are shipped.

5. Documentation Fees: Even if you don’t employ an agent to navigate the customs process, there are a lot of fees associated with preparing and processing customs documentation, such as certificates of origin, commercial invoices, bills of lading, packing lists, and more.

6. Value-Added Taxes (VAT) and Goods & Services Tax (GST): Many countries apply VAT and GST, levied as consumption taxes, to imported goods, in addition to applicable customs duties and shipping costs.

When calculating the international shipping costs associated with sending laptops to a specific destination, consider the costs in the currency of your country and the destination country. You must also consider any additional surprise fees and costs associated with shipping a laptop computer or a bunch of laptops to a specific destination.

4. Choose a Shipping Method

Choosing the right shipping method is as important as selecting the right carrier when sending your laptops to another country. 

When selecting a shipping method or looking for the best way to ship a laptop computer, here are the questions you should ask yourself:

• How much would it cost to ship the laptop from the origin location to the destination location?

• How long will it take for your laptop to reach the destination location once it is shipped from the origin location?

• Which shipping method will provide the most insurance coverage for your laptop?

• What kind of customer reviews has a specific shipping method gotten, specifically when sending a laptop to an international destination?

The combination of your answers to all the aforementioned questions will help you choose the ideal method to ship your laptop internationally.

5. Pack the Laptop Meticulously

Packing your laptop properly takes most of the challenges out of shipping it. However, when you want to ship it across countries, you need the right packaging materials and approach. The right packing process will help you prevent unwanted scratches or damage to your laptop, guaranteeing that it will arrive intact at the destination.

That said, here is the step-by-step process you must follow when packing your laptop for international shipping:

1. Prepare Laptop

Before you even think of packing or shipping your laptop, you must prepare it for the process. You start by cleaning it thoroughly and ensuring your laptop is free of dust or debris. More importantly, you must completely power down your laptop and remove its battery if it is detachable. Also, a part of preparing your laptop is choosing an appropriate insurance or warranty that will cover any loss or damage to your device.

2. Protect the Hardware

Once cleaned and prepared, the next step would be to protect your laptop’s hardware so it works properly upon delivery. Cover the power and volume buttons on your laptop with cardboard so that it does not get accidentally turned on during transit. For the same reason, you should also consider placing a sheet of bubble wrap or thin foam between the keyboard and screen before taping the lid closed.

3. Pay Attention to Wrapping

Now comes one of the most crucial parts of packing your laptop — wrapping it properly once it has been prepared. Laptop shells are susceptible to breakage and damage in transit, making it even more important to wrap them with multiple plastic or bubble wrap layers. You can then place the wrapped laptop in a fitted plastic bag to eliminate static electricity risks.

Then, wrap the charging cable, plug adaptors, and other accessories individually in bubble wrap and seal them with cable ties so they don’t come undone in transit. Place all these individual parts in a larger box.

4. Select the Right Shipping Box

By the time you are done wrapping your laptop and all its accessories, you will need the right outer laptop shipping box. Ensure to pick a sturdy box that is measured to fit your laptop and all the packaging that will come with it. Depending on the sturdiness, feel free to double-box your laptop for an extra layer of protection if required.

5. Add Cushioning and Fillers

Once you have picked the perfect laptop shipping box, you must also add an appropriate amount of cushioning and filler material to prevent your laptop from moving around the box. Fill any empty spaces in the box with additional cushioning material such as packing peanuts, foam inserts, and bubble wrap.

6. Document the Condition 

When shipping products like laptops — prone to damage and high in value — getting insurance or warranty coverage is not optional. To ensure that you can place a successful claim, you must document your laptop’s original condition before packing it. Remember to take photos and create a textual document to assess your laptop’s condition upon delivery.

6. Ensure Appropriate Labelling

Once your laptop is thoroughly and meticulously packed, you can add appropriate labels to the package. For laptops, your shipping labels will not only include the correct addresses but will also likely be detailed and filled with the specifics of the contents, including the laptop and all its accessories.

You must also add a customs declaration for the laptop and accessories, including their value, to avoid issues at the border and streamline accurate calculation of duties and taxes upon arrival at the destination country.

Moreover, one of the most common ways to ensure that your laptop reaches its destination safely is by opting for services that confirm that it will be handled properly during transit. When you get any electronic item shipped, you may have observed that aside from layers of packaging material, there are also stickers and labels stuck on the package declaring that it is fragile and should be handled with care.

However, you must note that adding a Fragile sticker on the package translates into additional surcharges, considering the additional resources dedicated to its shipping process.

7. Buy Insurance for the Laptop

Even if you are not shipping your laptop to an international destination, it is ideal to buy insurance coverage for your laptop. Electronic insurance may not always cover physical damage, but it covers the costs for resolving any issues your laptop may face, or even some of the servicing appointments.

When shipping your laptop internationally, it is at risk of getting damaged during transit, and insurance will help you get your laptop repaired or, in some cases, even replaced, seamlessly. 

8. Handle Lithium Batteries Carefully

At this point, you may have wondered what happens to the lithium batteries you have seen all the airports announce as dangerous to carry aboard an airplane. Well, they are deemed hazardous as they are prone to overheating and catching fire, making it important to handle them carefully while being shipped.

According to the International Mailing Regulations, you can ship lithium batteries, provided all the necessary safety measures are in place. By handling your lithium batteries properly, you can ensure your packages adhere to compliance and regulations and arrive safely at the destination. 

That said, here are a few points to consider when you want to find the best way to mail a laptop with lithium batteries:

• Find out whether the destination country allows the shipment of laptops with lithium batteries, and whether they need to  be removed and packed separately 

• Let the battery be inside your laptop and ensure that the device is completely powered down

• Add proper packing and wrapping using bubble wrap sheets and sturdy boxes, with enough cushioning to prevent movement inside the box during transit.

• Even with these precautions, you must thoroughly label shipments containing lithium-powered devices, declaring they contain hazardous materials, and all the necessary documentation.

Beyond all these precautions, you must never ship lithium-ion batteries with damage such as leaking, swelling, or visible scratches.

Note: Since most laptops contain a lithium-ion battery, which is considered hazardous, transporting them requires specific declarations and documentation. As a result, PACK & SEND does not accept online self-service bookings for laptops and requires a Service centre booking.  

9. Find the Right International Shipping Carrier

For most individuals or companies, shipping laptops internationally is not a regular event. It happens rarely, and not having enough experience or expertise is understandable. To navigate this process, you may want to seek the help of a specialised laptop shipping service provider or an experienced freight service provider.

Even after finding a good service provider, you must redirect your efforts toward choosing the right international shipping carrier to ensure the safety of your laptops during transit. 

10. Consolidate Shipments to Save Costs

Laptops are not that large in size, weight, and dimensions, making it possible to cut the cost to ship a laptop, using consolidation. Shipment consolidation includes adding your shipment to a container holding other shipments, headed to the same destination. This method costs you less than a full shipment container and can thus help you leverage shipping methods such as ocean and air freight at a fraction of the cost. 

However, when you are going for shipment consolidation, ensure that your laptop is properly packaged and appropriately labelled so it can be handled accordingly.

11. Double-Check the Necessary Documentation

While documentation is necessary regardless of whether you are shipping laptops across the country or internationally, it plays a more crucial role in the latter scenario. With customs declarations, related documents, invoices, and so on, there are numerous documents to prepare when you want to ship your laptop to an international destination:

1. Commerce Invoice: It is the invoice for the purchase transaction of the laptop, including vital information such as value, description, and quantity that customs authorities can use to calculate duties and taxes.

2. Packing List: A list detailing all the items and contents included in your package, including the laptop model, its accessories, and serial number, to help customs authorities verify the correctness of your declaration.

3. Shipping Label: The labels on your shipment contain important information such as sender and recipient addresses, contact details, and reference numbers.

4. Certificate of Origin: It is an official document establishing the country in which your laptop was manufactured so that you can determine trade agreements and import duties.

5. Customs Declaration Form: While the information on the customs declaration form can vary based on the destination country, in most cases, it will have information such as the value of the laptop, the purpose of the shipment, and other relevant details

6. Import License: Depending on the destination country’s regulations, you may need to get an import license for certain goods.

7. Insurance Certificate: If you have purchased a warranty or insurance for the shipment, you must keep the certificate handy.

8. Bill of Lading: A Bill of Lading or Airway Bill will act as a receipt and contract for the laptop’s shipment, containing information about the shipment and carrier, as well as the delivery terms.

9. Harmonised System (HS) Codes: Harmonised System (HS) code is a global product classification system to categorise traded goods. These HS codes must be mentioned on your customs declarations and shipping documents.

Concluding Remarks

Shipping laptops locally or internationally is a fairly straightforward process as long as you plan and execute the steps properly and make the right choices.

Right from selecting the right packaging material to choosing the right shipping carrier, several factors affect the outcome of your shipping process. Having the right shipping partner can help you streamline the shipping process and navigate the comparatively trickier customs clearance.

Get a quote from the PACK & SEND website to partner up with an experienced service provider who has expertise in shipping laptops and can help you navigate the process.

Frequently Asked Questions (FAQs)

1. How to Ship a Laptop?

Shipping laptops internationally is not a generic process, with each country having a specific set of regulations and necessities. Aside from adhering to these regulations, shippers must ensure adequate packaging and shipping processes to ensure that the laptop reaches the destination safely.

2. How Much Does it Cost to Ship a Laptop?

The cost of shipping a laptop depends on several variables, such as the size and dimensions of the laptop, the shipping distance, and the rates applied by the chosen shipping carrier. Contact your shipping service provider to get an estimate.

3. How to Send a Laptop in the Mail?

You can send a laptop in the mail locally and internationally by choosing a professional and experienced shipping service provider who knows the challenges and requirements associated with the process. You can also navigate most parts of the process on your own by preparing and packing your laptop meticulously before handing it over to a courier service provider.

4. How to Safely Transport a Laptop?

Transporting a laptop safely requires you to utilise appropriate packaging materials to pack the laptop, prepare shipping documents, and then choose the right shipping carrier. Getting the process right will help you navigate the shipping and customs clearance process (in case of international shipments) seamlessly.