Laptop Return Box: A Step-by-Step Guide to Safe, Stress-Free Returns

At first glance, laptop returns may sound pretty straightforward. Pack up a laptop, place it in a box, and ship it off. 

However, there’s a lot that goes into safety and logistics to ensure a laptop reaches its intended destination on time and undamaged. Below is everything you need to know. 

Laptop Return Box: How to Pack Laptops in Shipping Boxes for Safe Returns

1. Choose the Appropriate Box for Packaging

Start by finding a sturdy cardboard box that’s large enough to fit the laptop and other accessories fully, but with a little extra room to accommodate packaging materials.

This should ensure that you can comfortably fit the laptop and accessories inside and have the perfect amount of room to insert packaging materials into the empty spaces. 

Note that it’s generally advised not to reuse cardboard boxes, as they may not provide adequate protection during transit. Instead, always go with fresh, rigid boxes because they should have enough strength to withstand any bumps along the way. 

2. Be Sure to Properly Secure Your Package

Next, you’ll need to make sure your teams have the right protective materials to ensure safe packaging. 

There are a few options for this: 

• Bubble wrap
• Air pillows
• Foam inserts
• Foam peanuts

Any of these choices should work individually. Or you can use a combination of them when packing a laptop shipping box. 

Also, before placing the laptop in the box, it’s smart to surround it with a foam sleeve so that it’s cushioned and doesn’t get scratched or dented. 

Then, secure any accessories like a charger or USB connectors by wrapping them in bubble wrap and wrapping tape around them so they don’t move around during transit. 

Now place everything in the center of the box. 

3. Fill the Empty Spaces in the Box

If a laptop can move around even a little during transit, it can spell disaster. So, before shipping it out, there should be no gaps between the laptop and the return box so that the package is capable of absorbing any shocks without damaging the equipment inside. 

To accomplish this, bubble wrap, air pillows, foam peanuts, or a combination of the three should be used to fill in the empty spaces. 

Be sure to distribute the packing materials evenly on all sides to create a snug fit. We find that bubble wrap and foam inserts tend to work well for the top and bottom, air pillows work well for the sides, and foam peanuts are good for filling in any remaining spaces. 

A pro tip from allwhere Supply Chain and Logistics Manager Brayden Campbell is to “ensure the laptop is not pressed directly against the cardboard packaging, as this increases the risk of damage from punctures.”

Instead, “the device should be securely held in place within the packaging, but with sufficient cushioning or space between the laptop and the outer packaging to help absorb potential impacts.”

4. Double-box to Defend Against Damage

While this isn’t always necessary for lower-value laptops, double-boxing is smart if you’re shipping high-value laptops and literally provides another layer of protection. 

And this can make a big difference, especially when remote employees are shipping a laptop from a long distance with potentially inclement weather along the way. 

In terms of size, UPS suggests choosing “an outer box that is about six inches wider in all dimensions than the internal container.”

For this method, place the original return box inside the larger box and follow the same technique as before. Place the original return box in the center of the larger box and surround it on all sides with additional cushioning so that it’s snug. 

A simple way to tell if it’s properly secured is to gently shake the box to check for internal sliding. If there’s no internal sliding, it means it’s properly packed. And to protect against moisture, use tape to tightly seal everything.

5. Properly Label Your Package

If a laptop is being shipped domestically, the package labeling is pretty simple. The destination address and return address need to be legible and clearly visible. 

However, if it’s an international return, the logistics are far more complex.

When this is the case, the return box will need to have a customs invoice with the following information:

• The Harmonized Tariff Schedule (HTS) Code 
• The reason for shipping the laptop (return)
• A full description of what’s inside the box (laptop computer)
• Serial number
• Quantity
• The unit value and total item value (the specific currency should be stated)
• Country of origin

For more information on everything involved with labeling international shipments, we suggest reading our article on how to ship a laptop internationally, as it discusses all the details.  

6. Check Which Shipping Restrictions Apply 

Finally, note that most carriers have certain restrictions in place when making a device return, mainly in regard to the lithium battery inside. 

For example, common instructions are to ensure the lithium battery is properly installed inside a laptop and that it’s a maximum of 30% charged to reduce the threat of an explosion. This UPS resource is helpful for learning about lithium battery compliance. 

And if it’s an international shipment, there may be specific certifications required for the package to make it through customs. 

Returning a laptop to the US, for instance, requires that the device comply with FCC certification for radio frequency emissions. 

Make Laptop Returns Effortless with allwhere

Making a laptop return isn’t rocket science. But there are a lot of logistical complexities, which can be challenging, especially at scale. 

If you’re looking to take the headaches out of the process, save time, and reduce your workload, using a employee laptop return service like allwhere is an excellent option. 

Note that we also offer additional services, including returns for monitors, mobile devices, peripherals, and specialty equipment. 

Whether it’s domestic or international, allwhere makes everything simple and stress-free. 

We offer best-in-class packaging that’s shipped directly to your employees, comprehensive tracking from start to finish, reminder notifications to ensure it’s delivered on time, and quality customer support.

We also take care of all logistics and communication, so you don’t have to worry about it. 

Learn more about our laptop retrieval service and monitor return offerings.