How to Ship Laptops from USA to Colombia

Colombia is one of the fastest-growing tech and outsourcing hubs in Latin America, making it a common destination for cross-border laptop shipments.

But while proximity to the U.S. helps with logistics, customs complexity often causes delays. Laptops are subject to VAT, and clearance requires accurate paperwork and local broker support. A missing NIT number or undervaluation can easily hold up equipment in customs for weeks.

If you want to avoid the hassle, Deel IT ships to 130+ countries with a 99%+ on-time delivery rate in 10 days or fewer, so your Colombian hires can start fast.

What to know before shipping laptops from USA to Colombia

When sending laptops from the USA to Colombia, there are several country-specific regulations and requirements to plan for. Missing even one detail can delay a shipment at customs or create unexpected costs.

Customs duties and taxes

• Laptops (HS code 8471) face 0–5% import duty, depending on classification.
• Under the U.S.–Colombia Trade Promotion Agreement, the U.S.-origin laptops are eligible for 0% duty, but models outside this scope may face rates up to 5%.
• Regardless of duty, a 19% VAT (IVA) is applied to the CIF value (Cost + Insurance + Freight).
• Additional minor surcharges, such as customs processing fees, may apply through the DIAN (Dirección de Impuestos y Aduanas Nacionales).

Required documentation

• Commercial invoice with detailed laptop description, HS code, and serial numbers
• Packing list
• Air Waybill (AWB)
• Importer’s NIT (Número de Identificación Tributaria) tax ID
• Certificate of origin (to benefit from preferential duty treatment under trade agreements, e.g., U.S.–Colombia FTA)
• Customs broker details for shipments above de minimis

Regulatory restrictions

• Lithium-ion batteries must comply with IATA packaging and labeling standards (UN3481).
• For commercial quantities, Colombian regulations may require compliance with ICONTEC standards (local technical certification body).
• Refurbished or used laptops are restricted and may require special permits.

See also: Want to Reduce IT Costs? Try These 5 Device Reconditioning Strategies

Shipping environment

• Major couriers (DHL, FedEx, UPS) operate in Colombia, offering integrated customs clearance.
• Customs clearance can still take several days if documents are incomplete or undervaluation is suspected.
• Licensed customs brokers are required for formal imports above USD 200–300.

Impact on employee onboarding

• Customs delays are common if NIT tax IDs or certificates of origin are missing.
• Without DDP (Delivered Duty Paid) terms, employees may face unexpected tax bills at delivery.

See also: How to Create a Structured IT Onboarding Process

How to prepare laptops in the USA before shipping

Before shipping laptops to Colombia, there are several preparation steps to follow. These ensure devices are secure, compliant with U.S. export rules, and ready to clear customs smoothly.

Secure company data

• Encrypt each device (BitLocker for Windows, FileVault for Mac).
• Remove cached logins, saved passwords, and personal data.
• Record the laptop’s serial number for paperwork and tracking. Colombian customs often require it on the commercial invoice.
• Enable mobile device management (MDM) or remote wipe so you can protect data if a device is lost in transit.

Verify export rules

• Confirm laptops are correctly classified under HS code 8471 (typically 8471.30 for portable laptops) and eligible for preferential duty treatment under the U.S.–Colombia Trade Promotion Agreement.
• Check lithium-ion batteries against IATA standards (≤100 Wh per cell, ≤300 Wh per battery pack).
• Ensure compliance with U.S. export control rules, especially for pre-installed encryption software. For more information visit U.S. Bureau of Industry and Security
• Coordinate with your Colombian customs broker to verify if ICONTEC certification is required for bulk imports.

Package devices securely

• Use the manufacturer’s original packaging if available.
• Double-box with sturdy, corrugated cardboard and high-density foam to absorb shocks during long-haul transit.
• Separate chargers and accessories in padded pouches to prevent scratches or impact damage.
• Apply lithium battery hazard labels (UN3481) on each package, as required by IATA air shipping regulations.

Prepare documentation in advance

• Complete a commercial invoice with HS code, laptop model, serial numbers, and declared value.
• Generate the Air Waybill (AWB) with consignee’s full details, including NIT tax ID.
• Attach a certificate of origin to claim duty-free benefits under the U.S.–Colombia FTA.
• Share all documents with your Colombian customs broker before shipment to minimize clearance delays.

Step by step process for sending laptops from USA to Colombia

Use this eight-step checklist to ship laptops from the USA to Colombia with fewer delays and predictable costs.

1. Set your shipping plan

Decide whether to use an express courier like DHL, FedEx, or UPS, which offer integrated customs clearance, or a freight forwarder for bulk shipments. Couriers are faster for small volumes, while forwarders may reduce costs but require more broker involvement.

2. Prepare the laptop

Encrypt the hard drive, preinstall endpoint security, and document each serial number for asset tracking. Confirm that the lithium battery specifications comply with IATA rules to avoid rejection during transit.

Tip: Mobile device management (MDM) software lets you track, lock, or wipe laptops remotely. It’s worth setting up before shipping. See our best MDM tools guide for options.

3. Create shipment and documents

Draft a commercial invoice with laptop model, HS code 8471.30 (for most portable laptops), declared value, and country of origin. Prepare the packing list, generate the Air Waybill (AWB), and include the consignee’s NIT tax ID, which is mandatory for clearance.

4. Submit for pre-clearance

Share documents with your Colombian customs broker in advance. Pre-clearance helps avoid delays in the DIAN (Dirección de Impuestos y Aduanas Nacionales) system, which often flags shipments for inspection if details are incomplete.

5. Package and hand off

Pack laptops in anti-static sleeves with foam inserts inside double-walled cartons. Affix lithium battery and fragile electronics labels, then deliver the shipment to your courier or arrange a forwarder pickup.

6. Track and resolve exceptions

Monitor the shipment through the carrier’s tracking portal. If DIAN requests additional documents (such as proof of origin under the U.S.–Colombia FTA or confirmation of value), provide them promptly to prevent storage fees.

7. Settle duties and coordinate last mile

Pay import duty (0–5% depending on classification) and 19% VAT, along with any customs processing fees. If you ship under Delivered Duty Paid (DDP) terms, the broker or courier handles payments; otherwise, employees may face charges at delivery.

8. Delivery to the employee

Once cleared, the laptops are delivered to the employee’s address in Colombia, usually within 5–10 business days for express shipments. Confirm receipt, verify device functionality, and update your company’s asset tracker.

See also: Mac vs PC for work: Pros, cons, and how to pick the right one

Sending laptops from USA to Colombia with Deel IT

Instead of managing encryption, packaging, paperwork, customs, and delivery yourself, Deel IT handles the entire workflow. Here’s what the same process looks like when you use Deel IT:

1. Place the order: select the laptop model in the Deel IT platform and assign it to the employee.
2. Configuration: devices are preconfigured to your specifications (OS, security settings, company standards).
3. Compliance and paperwork: all customs forms, duties, and country-specific certifications are prepared and managed by Deel IT.
4. Shipping: the device is shipped through Deel’s global logistics network and fully insured.
5. Delivery: the laptop arrives at the employee’s address in Colombia, compliant and ready to use on day one.
6. Lifecycle support: if the device is damaged, needs repair, or must be retrieved, Deel IT manages the reverse logistics.

Shipping laptops yourself vs with Deel IT

Global delivery coverage

Deel IT is not limited to shipping laptops from the USA to Colombia. We deliver to over 130 countries worldwide, including:

• Canada, Mexico, Brazil
• United Kingdom, Germany, France, Spain
• India, China, Japan, Singapore
• Australia, New Zealand, and more

Wherever your team is located, Deel IT ensures devices arrive on time, compliant, and ready to use. Find out more details on how companies worldwide are leveraging Deel IT in our Guide to The World at Work in 2025

When to ship vs when to procure locally

Not every situation calls for shipping laptops from the USA. In many cases, buying in-country is faster, cheaper, and less risky. Use this framework to decide.

Shipping from the USA is better when:

• You need a specific model that is not available locally
• You already have inventory in the USA ready to go
• You are equipping a small number of employees and want consistent hardware globally
• Duties and shipping costs are lower than local purchase prices

Procuring locally is better when:

• You need laptops delivered in a timely manner
• Local regulations make imports difficult (extra permits, high duties, or restrictions on used equipment)
• You are hiring in volume and want faster scaling without customs delays
• You want local warranty coverage and service availability

Break-even point:

Compare the total landed cost of shipping (device cost + freight + insurance + duties + admin time) with the cost of buying locally (device price + local taxes + vendor fees). The lower option is usually the smarter choice.

Practical checklists for shipping laptops to Colombia from USA

Use these quick-reference templates to prepare shipments consistently.

Commercial invoice checklist

• Full description of the laptop (brand, model, HS code 8471)
• Quantity and unit value in USD
• Serial numbers listed individually
• Country of origin (United States if claiming FTA benefits)
• Importer’s NIT tax ID (mandatory for clearance)
• Exporter’s name and address
• Terms of sale (e.g., DDP or DAP)

Packing list checklist

• List of all items in the shipment, including accessories (charger, cables, mouse)
• Number of cartons and total weight
• Dimensions of each carton
• Cross-reference to serial numbers on invoice
• Contact details of sender and consignee

Pre-shipment checklist

• Device encryption enabled and security software installed
• Lithium-ion battery compliance confirmed under IATA rules
• Certificate of origin prepared to claim duty-free entry under the U.S.–Colombia FTA
• Air Waybill (AWB) created with consignee and NIT details
• Documents shared with Colombian customs broker for pre-clearance

Employee delivery checklist

• Confirm laptop delivered to the correct employee in Colombia
• Verify customs clearance completed and all duties/taxes settled
• Update asset tracker with device assignment and serial number
• Ensure employee confirms full device functionality and access to required software
• Collect proof of delivery for compliance and audit purposes

Simplify laptop shipping with Deel IT

Getting laptops from the USA into Colombia doesn’t have to mean chasing couriers, filling out customs forms, and managing duty payments yourself. You can do it manually, but every step adds time, risk, and extra work.

Deel IT makes the process simple by managing everything in one platform:

• Procurement: order laptops directly from a pre-approved catalog
• Configuration: devices prepared to your company’s standards before shipping
• Compliance: customs paperwork, duties, and country-specific requirements handled for you
• Delivery: on-time, insured shipping to employees anywhere in Colombia
• Lifecycle support: repairs, returns, and replacements managed in-platform

Book a demo today and see how Deel IT helps you equip teams in Colombia and beyond.