How to Ship a Laptop Internationally: Customs, Packaging, and What Actually Goes Wrong

TL;DR

Yes, you can ship a laptop internationally. You need a commercial invoice with the correct HS code (8471.30), declared value, appropriate transit packaging, and a courier with customs clearance capability. Import duties vary by country and can add 0–40% to the cost. The biggest mistakes are incorrect customs documentation, inadequate packaging, and underestimating clearance time in high-friction countries.

Getting a laptop to a new hire in another country sounds simple. Put it in a box, send it via DHL. Done.

Until the package is held at customs in Brazil for three weeks because the commercial invoice is missing. Until the device arrives cracked because the employee sent it back in a supermarket box. Until an unexpected import VAT bill lands at the employee's door and they refuse to pay it.

International laptop shipping is a logistics problem with a lot of specific failure modes. This guide covers every step: customs documentation, packaging, courier selection, duty calculation, and the six most common mistakes that catch IT teams off guard.

Can You Ship a Laptop Internationally?

Yes, laptops can be shipped internationally via commercial couriers including DHL Express, FedEx, and UPS. There are no blanket restrictions on shipping laptops across borders, though individual countries have specific import regulations that apply.

The main consideration is the lithium-ion battery. Most laptops contain a battery with a watt-hour rating between 30Wh and 99.9Wh. Batteries under 100Wh can be shipped as cargo by most couriers without special permits. Batteries over 100Wh (found in some high-end workstation laptops) may require additional documentation.

You cannot carry a lithium battery over 160Wh in checked luggage on commercial flights, but this rarely applies to standard business laptops. If you're shipping a laptop with an exceptionally large battery (workstation class), check your courier's dangerous goods guidance.

Airline vs courier: Some companies have considered flying a staff member to hand-deliver a device to avoid customs complications. This almost always costs more than it saves. Read our analysis of the hardest IT shipping countries →

1 Customs Documentation You Need

Customs documentation is the single most common reason laptop shipments are delayed or held. Here is what you need for every international shipment.

Commercial invoice

A commercial invoice is required for all international shipments. It must include:

• Sender and recipient details: full names, addresses, phone numbers, tax/VAT numbers where applicable
• Description of goods. "Laptop computer" is not sufficient, include make, model, and serial number.
• HS commodity code, for laptops, this is 8471.30 (portable automatic data processing machines). This code determines what duty rate applies at the destination.
• Declared value: the full replacement value of the device in the currency of the destination country. Do not undervalue. Customs authorities in many countries verify declared values, and undervaluation is treated as fraud.
• Country of origin, where the laptop was manufactured (typically China, Taiwan, or USA for most brands)
• Purpose: "Company property being sent to an employee for work purposes" or "Return of company property from departing employee"

Export declaration (EAD)

For shipments above a certain value (£270 in the UK, €1,000 in the EU), an export declaration may be required. Your courier typically handles this, but confirm before shipping, especially for high-value devices.

Proof of prior export (for returns)

When shipping a device back to your country from an employee abroad, you may need to demonstrate to customs that the device was originally exported from your country (not purchased in the destination country). Keep records of original outbound shipments for this purpose.

Do not mark the shipment as a "gift" or declare a value of $1 to avoid duties. Customs authorities screen for this specifically. It's illegal in most jurisdictions, can result in the shipment being seized, and may expose your company to penalties. Declare the real value every time.

2 How to Pack a Laptop for International Shipping

Laptops are fragile. International shipments are handled by multiple people across multiple facilities. A laptop that survives 10 minutes in a courier van can be destroyed in 10 seconds on a sorting belt.

Inner packaging

• Place the laptop in an anti-static bag
• Wrap in at least 5cm of foam or bubble wrap on all sides
• Ensure the device cannot move inside the inner layer. Any movement during transit becomes impact energy

Outer box

• Use a double-walled corrugated cardboard box, not a supermarket box, not a padded envelope
• The box should be rated for at least the weight of the device plus packaging
• There should be at least 5cm of cushioning material between the inner packaging and the outer box walls on all sides
• Seal all edges with reinforced packing tape, not sellotape

For employee-initiated returns

The most common packaging failure in device returns is that the employee no longer has the original box and attempts to ship the laptop in whatever packaging they can find. This leads to damage claims and lost devices.

The solution is to send tested transit packaging to the employee before you ask them to return the device. This should include the outer box, foam inserts, and packing instructions. At Raal, this is part of every retrieval, we send the packaging to the employee's door so there's no guesswork.

→ Related: How to Recover Laptops from Remote Employees When They Resign

3 Choosing the Right Courier by Region

Not all couriers perform equally in all regions. The right carrier for a shipment to Paris is not the right carrier for a shipment to Lagos.

For company IT shipments across multiple countries, using a single logistics partner that manages carrier selection per region, rather than negotiating with individual couriers, dramatically reduces administrative overhead and inconsistency.

4 Calculating Customs Duties and Import VAT

When a laptop enters a country, import duties and/or VAT may be charged. Who pays these, and how much, depends on the destination country and the agreed shipping terms (Incoterms).

How duties are calculated

Import duty is typically calculated as a percentage of the customs value (declared value + freight cost + insurance). The rate depends on the HS code (8471.30 for laptops) and the trade agreements in place between the exporting and importing countries.

Who pays the duties? Under DDP (Delivered Duty Paid) shipping terms, the sender pays all duties. Under DAP (Delivered at Place), the recipient pays. For company devices sent to employees, always ship DDP. Never make an employee liable for unexpected import taxes on a device their company is sending them.

→ Related: UK Import VAT, PVA vs Standard VAT (How to Reclaim)

→ Related: Moving IT Devices Across Borders: 21 Countries with the Toughest Regulations

The 6 Most Common Mistakes When Shipping Laptops Internationally

1. Incorrect or missing customs documentation. The commercial invoice is the most frequently cited reason for customs delays. Missing HS codes, undervalued goods, vague descriptions ("electronics"), or missing sender/recipient details all trigger holds. Prepare your invoice template in advance and review it for every shipment.
2. Inadequate packaging. A laptop in a padded envelope or a shoebox doesn't survive an international sortation centre. Use double-walled corrugated boxes with adequate foam cushioning. For returns, send packaging to the employee. Don't assume they have something suitable.
3. Shipping DAP instead of DDP. When a company device arrives at a new hire's address with a customs duty invoice attached, the first day of employment is ruined. Ship DDP. Always. The cost is predictable; the alternative is unpredictable and damages trust.
4. No insurance. Standard courier liability for lost or damaged goods is typically £50-£100, a fraction of a laptop's replacement value. Always declare full value and pay for full replacement value insurance. At Raal, insurance is included in every shipment as standard.
5. Using the wrong courier for the destination. DHL Express is excellent in Western Europe and strong in APAC. It's not the fastest or cheapest option in every market. For LATAM and some African destinations, local courier knowledge and partnerships matter significantly.
6. Not accounting for clearance time in high-friction countries. Brazil can take 2–3 weeks for customs clearance. India's BIS requirements add complexity for commercial laptop imports. If you're onboarding an employee in a high-friction country, factor this into your lead time, and tell the new hire's manager accordingly.

When to Ship Yourself vs Use a Managed Service

For occasional, low-volume shipments to low-friction countries (e.g. Western Europe, USA, Australia), shipping yourself via DHL Express with a carefully prepared commercial invoice is entirely feasible. The process is manageable if you have someone who knows the documentation requirements.

A managed service becomes the right call when:

• You're shipping to countries with complex customs requirements (Brazil, India, certain Middle Eastern markets)
• You're handling employee returns where you need to coordinate packaging delivery, employee communication, and pickup scheduling, not just drop a package off
• You're shipping regularly enough that the administrative overhead of doing it yourself (researching duty rates, preparing invoices, tracking shipments, handling claims) exceeds the cost of outsourcing
• You need a neutral third party for sensitive offboarding situations

Raal handles the entire process for company IT devices, outbound provisioning and return retrieval, across 150+ countries. You place an order in 5 minutes; we handle everything from there. Get a live estimate →

→ Related: Raal vs Managing IT Devices In-House: Which Actually Makes Sense?

→ Related: Device Redeployment: The Money Most IT Teams Are Leaving on the Table

FAQ

Can I ship a laptop internationally via DHL or FedEx?

Yes. DHL Express, FedEx, and UPS all offer international laptop shipping with customs clearance services. For most business-class laptops (battery under 100Wh), no special dangerous goods permits are required. You will need a commercial invoice with the correct HS code (8471.30), declared value, and sender/recipient details.

What HS code is used for laptops?

Laptops are classified under HS code 8471.30: "Portable automatic data processing machines, weighing not more than 10 kg, consisting of at least a central processing unit, a keyboard and a display." This code determines the applicable duty rate at the destination country.

How long does international laptop shipping take?

Most international laptop shipments via DHL Express or FedEx are delivered within 2–5 business days. Customs clearance adds time in high-friction countries. Brazil can take 2-3 weeks; India varies based on documentation completeness. Factor in at least a week of buffer for any international shipment to a new hire.

Can I ship a laptop to an employee in Brazil?

Yes, but Brazil has one of the most complex IT import regimes in the world. The total tax burden on laptop imports (including ICMS, IPI, PIS/COFINS, and import duty) can exceed 40% of the declared value. Customs clearance frequently takes 2–3 weeks. Using a logistics partner with Brazil-specific experience is strongly recommended.

What happens if a laptop is lost in transit internationally?

If the device is insured for its full replacement value, the logistics provider covers the loss. Standard courier liability is typically very low (£50–£100). Always declare full value and purchase full replacement insurance, or use a service like Raal where it's included automatically.

Do I need to pay import VAT when shipping a laptop to an EU employee?

Yes. Import VAT applies when a device is shipped from outside the EU into an EU country. The rate is the local VAT rate of the destination country (typically 19–25%). Under DDP shipping terms, the sender pays this upfront. The company can often reclaim import VAT if registered for VAT in that country, or via VAT reclaim procedures.

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About Raal: Raal manages end-to-end device logistics for distributed IT teams, including international shipping, customs clearance, packaging, insurance, and employee communication, across 150+ countries. Get a live shipping estimate →