Corporate hardware deployments, remote worker onboarding, and data center relocations all rely on one critical operation: shipping electronics securely. When a business needs to send IT equipment across borders, the stakes are exceptionally high. A single mishandled server or improperly declared laptop can result in destroyed hardware, compromised corporate data, or severe customs penalties. To successfully ship computer internationally, IT and logistics managers must master anti-static packaging, shock absorption, and strict aviation safety regulations regarding batteries. Here is the operational blueprint for secure B2B pc shipping.
Chantal has been writing about logistics topics for almost two decades and has worked for major international carriers.
When you ship laptop overseas, you are not just shipping a computer; you are shipping a hazardous material. Almost all modern laptops and mobile IT devices contain lithium-ion batteries. In international air freight, these batteries pose a severe fire risk and are heavily regulated.
To ensure your shipment is not rejected by the airline:
Battery Charge: Never ship a device with a fully charged battery. Discharge the battery to 30% or less to minimize thermal runaway risks.
Device Status: Ensure the laptop is completely powered off, not just in "sleep" or "standby" mode. Tape over the power button if necessary to prevent accidental activation.
Proper Labeling: Depending on the battery's watt-hour (Wh) rating, your package may require specific UN3481 Lithium Battery handling labels.
Expert Insight: Aviation regulations surrounding lithium batteries change frequently. Always consult the official IATA Lithium Battery Guidance to ensure your hardware complies with current international air transport laws before booking a shipment.
Unlike laptops, desktop workstations and servers contain heavy, modular internal components that can easily break off during transit. If you need to pack desktop computer towers for international freight, standard bubble wrap is not enough.
Follow this technical packing protocol for pc shipping:
Remove Heavy Components: Open the chassis and remove the Graphics Processing Unit (GPU) and large CPU heatsinks. The vibrations of air transit can cause these heavy components to snap the motherboard. Pack them individually in anti-static bags.
Anti-Static Shielding: Wrap the PC tower and all removed components in ESD (Electrostatic Discharge) bubble wrap (usually pink or silver). Standard plastic wrap generates static electricity that can fry microchips.
Immobilization: Place the wrapped tower inside a heavy-duty, double-walled corrugated box. Fill the void spaces entirely with expanding foam packs or dense polyethylene foam blocks. The computer must not shift a single millimeter.
Given the high replacement cost and the value of the data housed inside these machines, businesses should always insure your package comprehensively to cover the full commercial replacement value.
When you send IT equipment outside the European Union, accurate customs documentation is non-negotiable. Electronics face specific import duties, and missing information will trigger immediate customs holds.
Your commercial invoice must include the manufacturer, the exact model number, the serial number of the device, and the correct HS Code (Harmonized System Code) for automatic data processing machines. If the equipment is being sent to a remote employee urgently, utilizing an express delivery network ensures priority customs handling and minimizes the time your hardware spends sitting in a warehouse.
To ship computer internationally safely, you must remove heavy internal components like the GPU, wrap all items in anti-static (ESD) materials, and immobilize the hardware inside a double-walled box using dense foam inserts or expanding foam packs.
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Yes. Laptops contain lithium-ion batteries, which are classified as dangerous goods in air freight. To ship a laptop overseas, the device must be completely powered off, the battery should be discharged to below 30%, and the package must bear the correct UN3481 lithium battery warning labels.
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The best way to pack desktop computer towers is to disassemble fragile internal parts, wrap the chassis in anti-static bubble wrap, and suspend the tower in the center of a heavy-duty export box using custom-fitted polyethylene foam. Never use loose packing peanuts, as static electricity can damage the motherboard.
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For B2B pc shipping, you should use a specialized express courier or freight network rather than standard postal services. Express networks provide better handling, end-to-end tracking, and the necessary customs expertise required for high-value IT equipment.
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When you send IT equipment internationally, you must provide a detailed commercial invoice that includes the brand, model, serial numbers, accurate commercial value, and the specific HS code for computers. Ensure you also comply with any destination-specific import taxes or electronic certifications.
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You can instantly check the shipping costs through our rate calculator. Enter the weight, dimensions, and destination country of your shipment, and you will see all available shipping options along with their respective delivery times. The calculator can be used to compare shipping rates for both export and import shipments.
If you need help calculating a shipping rate, watch the video below. Click on the 
button to play the video and the 
icon to view the video in fullscreen.
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Shipping costs are calculated based on dimensions (LxWxH in cm), weight (in kg), and the destination country. Both the actual weight (as shown on the scale) and the volumetric weight are considered.
The volumetric weight is the weight calculated based on the space your shipment occupies in the plane. The higher of the two weights (volumetric or actual weight) is used to calculate the shipping rate. You don't need to calculate this yourself; our calculator does it for you.
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You can use the discount code PP10 for 10% discount on the transportation costs of your first shipment. You can apply the discount code during the checkout process (instructions).
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Whether additional costs apply depends on whether your shipment stays within the European Union or is sent to/from a country outside the European Union. Below, you can see the additional costs for each situation.
Within the European Union
If, for example, you send a shipment from the Netherlands to Italy (within the EU), there will be an additional 21% VAT on the shipping costs.
Furthermore, if your shipment stays within the European Union, you won't have to deal with any import duties or customs clearance fees because your shipment doesn't go through customs. Please note that the European Union is not the same as Europe.
View here all the countries that are part of the European Union. For example, Switzerland is part of Europe but not part of the European Union.
Outside the European Union
If, for example, you send a shipment from the Netherlands to the United States, there will be no VAT (0%) applied to the displayed shipping rates.
However, there might be import duties levied by customs in the destination country if you send a shipment to/from a country outside the European Union. Typically, customs costs are charged to the recipient. This is known as Delivered At Place (DAP) in logistics terminology.
Customs is a government agency that levies import duties in certain cases to protect the local market. As a company, you can also ship using Delivered Duty Paid (DDP), which means any customs costs will be charged to you as the sender.
If you have any questions about this topic, feel free to contact us. Additionally, you can read everything about import duties, VAT, and the customs clearance process in this blog.
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A customs invoice is a form where all the goods you want to ship are specified. This invoice includes an English description of the goods, along with their corresponding value and weight.
The contents of your shipment must be specified per type of product you're sending to avoid delays at customs. A customs invoice is always prepared in quadruplicate in accordance with customs guidelines.
When is a customs invoice required?
A customs invoice is only required for shipments to/from countries outside the European Union (e.g., Netherlands - United States). If your shipment stays within the European Union (e.g., Netherlands - Italy), your shipment will not go through customs, and therefore, a customs invoice is not required.
Additionally, document shipments are not subject to customs, so if you're sending a document to a country within/outside the European Union, no customs invoice is needed.
Please note that not all goods can be shipped to every country. You can find a list of goods that cannot be sent via ParcelParcel on this page.
Do I need to create a customs invoice myself?
If you're sending a shipment to/from a country outside the European Union, it's mandatory to include a customs invoice with the shipment. We provide free support in creating a customs invoice.
You can easily generate a customs invoice through our shipping platform. The customs invoice will be automatically generated based on the content you specified during your booking.
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You can import just as easily as export via ParcelParcel.
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You can find a list of goods that cannot be shipped via ParcelParcel on this page.
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