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Remote and hybrid work now define how U.S. companies operate. Gallup reports that 26% of remote-capable roles are fully remote and 52% operate in hybrid models. That shift makes laptop and IT equipment shipping a routine responsibility for you. Every new hire, role change, or exit depends on reliable device delivery.

However, as shipping volumes grow, risk increases across the workflow. Poor packaging leads to damaged devices. Inconsistent carriers result in delays or lost shipments. Late deliveries push back start dates. Gaps in setup expose company data. Costs rise with each new location added.

Moreover, in 2024, organizations reported about 3,600 cargo theft incidents across the U.S. and Canada. Laptops and other IT equipment ranked among the most targeted items.

To support distributed hiring without disruption, you need a repeatable shipping process that protects devices, controls cost, and supports fast onboarding. This guide explains how to build that process.

Preparing IT Devices for Safe Transit

Here’s a practical way to prepare devices for safe transit.

Prepare the Device and Packaging

Start by powering down the device completely. Shut the system down rather than closing the lid. This step prevents overheating, battery drain, and accidental activation during transit.

Once the device is powered off, select the right packaging. Use original manufacturer packaging whenever possible because it fits the device and protects edges and screens by design. When original packaging is unavailable, use a new, rigid box sized closely to the device. Oversized or reused boxes let devices move inside the package, which increases impact damage.

Secure the Device Inside the Box

With the box selected, protect the device before placing it inside. Place laptops and electronics in anti-static bags to prevent static discharge. Wrap the device with multiple layers of shock-absorbing material, focusing on corners and edges. Leave at least two inches of cushioning on all sides. Secure the device so it cannot shift once inside the box.

After the device is secured, handle accessories separately. Unplug chargers, cables, and peripherals and bundle them neatly. Wrap each item on its own and place accessories in a separate compartment or smaller box. This step prevents pressure on screens, hinges, and ports.

Next, adjust the process based on device type. Monitors require full-surface screen protection and rigid support. Keep displays upright and avoid pressure on the screen. Desktop towers need padding on all sides, with added protection at corners and internal components using foam inserts or corner protectors.

Complete Final Checks Before Shipping

Before sealing the box, complete final checks for labeling and security. Record the device serial number inside the package and on shipping documents. Label the box clearly with the destination address and handling instructions such as “Fragile,” and follow carrier requirements for shipping devices with lithium-ion batteries.

Enable full-disk encryption and ship devices without active user accounts. Load user data only after setup completes. Keep remote lock or wipe available in case of delay or loss.

Finish with a final movement check. Seal the box with reinforced tape and gently shake it. If anything shifts, reopen the box and add padding.

Choosing the Right Shipping Method for IT Equipment

Once a device is ready to ship, the shipping method determines delivery speed, cost, visibility, and how issues get resolved.

Follow these steps to choose and manage shipping methods effectively:

* Choose the right type of shipping provider. Use courier services for single devices or small batches shipped directly to employees. Couriers handle door-to-door delivery and provide consistent tracking for laptops and peripherals. Use freight forwarders for bulk shipments, oversized equipment, or office setups. Forwarders coordinate multiple carriers and reduce cost at higher volumes.

* Limit the number of providers you use. Keep two to three carriers for domestic shipping and one to two for international routes.

* Match shipping speed to urgency. Use express shipping when delays block work, such as day-one onboarding or urgent replacements. Use standard or economy shipping when start dates allow buffer time. Define this rule upfront so teams do not default to faster options without business need.

* Prioritize carrier experience over lowest cost. Select carriers with proven experience shipping electronics, especially across borders.

* Require full tracking and delivery confirmation. Tracking must continue through customs and last-mile delivery. Require signature on delivery to confirm receipt by the correct person and close the shipment in asset records.

* Apply insurance based on replacement risk. Standard carrier insurance often covers weight rather than device value. Use declared value or third-party coverage for high-value laptops, bulk shipments, and international routes. Confirm coverage includes theft, damage, and customs inspections.

* Prepare for incident response. If a shipment is delayed, damaged, or lost, contact the carrier immediately. Maintain documentation such as tracking numbers, serial numbers, proof of value, and pre-shipment photos to support claims.

* Standardize shipping rules across teams. Maintain a shared list of approved providers, service levels, and insurance requirements. This can be managed through a single IT logistics platform to ensure consistency and visibility.

Shipping IT Equipment Internationally Without Delays

International shipping introduces controls that do not exist in domestic delivery. Customs reviews shipments before release, which makes preparation the primary driver of delivery timelines.

Prepare complete and accurate documentation before shipping. Each international shipment requires a commercial invoice listing the device type, serial number, country of origin, and declared value. Customs uses this information to assess duties and confirm compliance.

Apply the correct device classification next. Laptops, monitors, and desktops fall under specific customs codes. Incorrect codes force reclassification and extend clearance time. Use consistent device descriptions and codes across all documents to avoid review holds.

Confirm the declared value before dispatch. Customs compares declared value against market benchmarks. Under-declared values trigger compliance checks. Over-declared values increase duties and taxes. Declare the true replacement value and align it with insurance and asset records.

Define responsibility for duties and taxes in advance. Centralized payment prevents delivery interruptions at the point of receipt.

Plan international shipping early in the hiring process. Customs review, carrier handoffs, and regional holidays extend lead times. Late planning removes buffer time and increases the risk of delayed start dates.

Planning IT Equipment Returns Before Shipping

Device returns often create more friction than outbound shipping. Employees change roles, leave the company, or relocate on short notice. In 2024, the global market for electronic device returns reached $84.9 billion, showing how common and operational this problem has become.

Start by defining the return process before the device ships. Provide prepaid return labels at onboarding or store them centrally for immediate use when needed. Prepaid labels reduce delays and keep employees from selecting unapproved carriers.

Give employees clear return instructions in writing to keep returns fast and visible:

* Define when a return is required. Specify which role changes or exit events trigger a device return.

* Explain how to package the device. Reuse outbound packaging standards to reduce damage during transit.

* Confirm where the device should be sent. Provide a single return address or pickup process.

Then cover internal tracking and recovery steps separately. Track returned devices from pickup to receipt using tracking numbers and delivery confirmation. Update asset records as soon as devices return to inventory, repair, or refurbishment to support streamlining laptop returns. You can also use asset retrieval services when regional returns require local coordination.

Final Takeaway: Build Shipping Into Your Remote IT Strategy

Shipping IT equipment shapes data security, employee experience, cost control, and operational stability. Gaps in any part of the process create delays, loss, or added work for IT teams.

Design shipping as part of your remote IT strategy from the start. The payoff shows up in fewer delays, clearer ownership, and operations that hold up as teams scale.