A Simple Guide to Computer Shipping for IT Teams

At first glance, shipping a computer to an employee may sound simple. But whenever you’re shipping valuable electronics, there’s a lot of preparation and logistics you need to consider to ensure the shipment reaches its destination in one piece.

In this post, we’ll discuss packaging material, proper packing techniques, carrier selection, and more. 

How to Pack a Computer for Shipping Safely

Essential Packing Materials You’ll Need

There are three main things you’ll need to ship delicate electronics like computers. 

First, you’ll need a sturdy shipping box, with the box size being “about six inches wider in all dimensions than the internal container.”

Second, you’ll need packing materials, such as foam inserts, bubble wrap, or packing peanuts, to fill in the gaps between the internal container and the shipping box. 

Ideally, these will be made of an anti-static material to protect delicate components from static electricity when you ship. 

Third, you’ll need heavy-duty packing tape to properly seal the box and prevent moisture from getting inside. 

Also, it’s smart to use a label that says something like “Fragile” or “Handle with Care” to alert the shipping courier to use extra special handling.

Packing Process

Before doing anything else, be sure that the computer is powered off and disconnect all accessories like chargers, adapters, and cables. To reduce the risk of a fire or explosion, make sure that any computer with a lithium ion battery is no more than 30% charged. 

If you need to ship a desktop PC, be sure that any internal components that could come loose during transport, like a graphics card, are removed as well. These should be wrapped in bubble wrap and then secured in place with cable ties during shipping. 

Next, place the computer inside the cardboard box, along with any wrapped accessories, and fill in the space. 

The key to safe packaging is to securely hold the computer in place and have it fit snugly so that it can withstand impact during shipping. 

Note that you’ll want to avoid having the computer pressed directly against any one side of the box, as this increases the chance of damage occurring from punctures. Finally, you’ll want to use heavy-duty packing tape to properly seal the box. 

An easy way to tell if the electronics are safe is to gently shake the box to make sure there’s no sliding and ask yourself if the laptop could withstand a 3 foot drop. 

Choosing the Right Shipping Method and Carrier

Because computers are expensive and fragile, it’s important to choose a trusted, reliable carrier that specializes in electronics shipping.  

Four of the top carriers that most businesses have positive results with are UPS, FedEx, USPS, and DHL.

Keep in mind that you can never 100% guarantee there won’t be any damage during electronics shipping, but these carriers are generally considered the best. 

In terms of the shipping method, your decision depends on where you’re shipping electronics to, how quickly you need the delivery to arrive, and your budget. 

Say, for example, you’re shipping within the United States, you’re not in a huge rush, and you’re looking to spend as little as possible. 

Standard ground shipping, like UPS Ground through the UPS Store, FedEx Ground, or USPS Ground Advantage through your local post office, should be fine. 

However, if you need to ship quickly, you’ll likely want a priority mail service like USPS Priority Mail Express or UPS Next Day Air.

Computer Shipping Costs and Considerations

Five main factors will determine how much you spend to ship a computer. 

• Package weight
• Package size
• Shipping distance
• Delivery speed
• Add-on services like shipping insurance

Say, for instance, you simply need to ship a small, lightweight laptop domestically within the US, and standard ground delivery and basic insurability are sufficient. 

You’ll likely have a considerably lower shipping cost than if you needed to ship a large desktop PC with a tower, audio systems, cable boxes, and other electronic items to an employee in a different country using expedited delivery and robust insurance and declared value coverage.

For an up-to-date estimate of how much you can expect to spend to ship an electronics computer, check out an external link from one of the couriers below.

• UPS Shipping Calculator
• USPS Shipping Calculator
• FedEx Shipping Calculator
• DHL Shipping Calculator

Also, don’t forget that packing supplies like cardboard boxes, bubble wrap, and packing peanuts are also an expense that can quickly add up if you ship computers at scale.

Shipping Computers to Remote Employees

With a growing number of businesses having international workforces, remote shipping has become a common practice. And it’s something that comes with its own unique set of challenges and requires more advanced IT logistics solutions. 

You can find a detailed overview of international shipping in this guide, but here are the basic elements to ship successfully. 

First, you’ll want to research the specific rules and regulations of the country you’re shipping a computer to, as well as any restrictions they may have. 

Next, ensure you use proper labeling, which includes attaching the shipping label, customs clearance forms, and safety information for lithium batteries.

Third, see if the country requires you to pre-pay any customs fees or taxes to ship, as doing so should help prevent unnecessary delays. 

And while insurance is important any time you’re shipping a high-value item like a computer, it’s especially important when you’re shipping internationally. That’s why we usually recommend comprehensive shipping insurance for real-time tracking and peace of mind.

Wrapping Up

Successful computer shipping is all about creating a repeatable, standardized workflow that allows you to check all the necessary boxes while protecting equipment, streamlining delivery, and saving money. 

If you’re looking for an expert to handle computer shipping end-to-end for a hassle-free experience, along with complete IT asset lifecycle management, you’ll want to know about allwhere. Services range from IT procurement services to employee laptop retrieval, and everything in between.

We provide fast, reliable delivery to over 48 countries, handle all of the logistics, and let you track everything from one convenient dashboard. Reach out to learn more.