How to Ship Laptops from USA to India

It’s no secret that India is one of the world’s most established hubs for global hiring. Companies are drawn by the country’s deep pool of skilled talent and labor costs are significantly lower than in the U.S. or Europe. It is an obvious choice for scaling teams quickly and cost-effectively.

What is not obvious is how to equip those employees. Sending laptops from the USA to India is one of the biggest operational hurdles companies face. Customs duties, mandatory certifications, and shipping delays often turn what should be a straightforward delivery into weeks of frustration. A single mistake in paperwork can mean devices get stuck at the border, leaving new hires without the tools they need to start work.

This guide explains exactly what it takes to ship laptops from the USA to India, the rules you cannot afford to miss, and how Deel IT makes the process simple and predictable.

What to know before shipping laptops from USA to India

When sending laptops from the USA to India, 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 are classified under HS Code 8471 (automatic data processing machines).
• India applies 0% basic customs duty on laptops, but they are subject to 18% IGST (Integrated Goods and Services Tax) on the landed value (CIF: cost + insurance + freight).
• If the declared value seems too low, customs may re-assess and apply penalties.

Required documentation

• Commercial invoice: brand, model, serial numbers, HS code, declared value, country of origin.
• Packing list: weight, dimensions, and accessories.
• Airway bill: provided by the courier.
• BIS certification: laptops fall under India’s Compulsory Registration Scheme and require Bureau of Indian Standards approval before import.
• KYC documents: the Importer of Record must provide Indian business registration and tax ID

Regulatory restrictions

• Only new laptops can be freely imported. Refurbished or used devices are restricted and require DGFT clearance
• Laptops with Wi-Fi or Bluetooth modules must have approval from the Wireless Planning & Coordination (WPC) Wing
• Lithium-ion batteries must follow IATA UN3481 packaging and labeling requirements for air shipments

Shipping environment

• Monsoon season (June–September) often slows down logistics and increases risk of water damage (industry logistics advisories, not regulation).
• Deliveries to Tier-2 or Tier-3 cities may require additional lead time due to courier limitations.

Impact on employee onboarding

• Delays at customs due to missing BIS or WPC certification often add 1–3 weeks.
• If duties and taxes are not prepaid (DDP), employees may be asked to pay them at delivery, which creates a poor onboarding experience

See also: How to Create a Structured IT Onboarding Process

How to prepare laptops in the USA before shipping

Before shipping laptops to India, 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.
• Enable mobile device management (MDM) or remote wipe so you can protect data if a device is lost in transit.

Verify export rules

• U.S. exports above $2,500 generally require an EEI filing through the Automated Export System (AES).
• Laptops with strong encryption (certain chipsets) can trigger U.S. export control checks, though standard consumer laptops are usually covered under EAR99 or license exception ENC.

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

• Commercial invoice: brand, model, HS code 8471, serial numbers, declared value, country of origin.
• Packing list: weights, dimensions, accessories.
• Airway bill: courier-provided.
• Certificate of origin: useful if claiming tariff benefits under trade agreements.

See also: Device as a Service: How DaaS is Revolutionizing IT Management

Step by step process for sending laptops from USA to India

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

1. Set your shipping plan

Decide on shipping terms: Delivered Duty Paid (DDP), where you handle duties and taxes upfront, or Delivered at Place (DAP), where the recipient pays on delivery. Confirm who will act as the Importer of Record in India and whether you’re sending a single laptop or a consolidated shipment.

2. Prepare the laptop

Encrypt the drive, clear user accounts and saved passwords, and reset the machine to a clean operating system. Record the serial number since it must appear on the invoice and may be checked by customs in India.

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

3. Create shipment and documents

Prepare a commercial invoice listing brand, model, HS code 8471, serial numbers, declared value, and country of origin. Add a packing list with weights and dimensions, and the airway bill provided by your carrier. In the U.S., file an Electronic Export Information (EEI) declaration if the shipment value exceeds $2,500.

4. Submit for pre-clearance

Provide your courier or customs broker with all documentation before pickup. For India, that includes BIS certification for laptops and WPC approval for wireless modules. Pre-clearance reduces the chance of a customs hold.

5. Package and hand off

Use the manufacturer’s original box if available, then double-box with sturdy cardboard and padding. Pack chargers and accessories separately. Apply the UN3481 lithium battery label, seal with tamper-evident tape, and hand the shipment to your courier.

6. Track and resolve exceptions

Use the courier’s tracking system to monitor the shipment. Customs may request additional documents or clarification, especially around BIS or WPC approvals. Respond promptly to avoid delays.

7. Settle duties and coordinate last mile

Under DDP, duties and IGST (18%) are paid in advance so the courier can release the shipment. Under DAP, your employee may be asked to pay these charges on delivery. Confirm the delivery address format and arrange a delivery window with the carrier in India.

8. Delivery to the employee

Once delivered, ask the employee to inspect the package, verify the laptop’s serial number against the assignment, and confirm that the device powers on. This closes the loop and gives IT a record of successful delivery.

Step by step process for sending laptops from USA to India 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 India, 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.

Global delivery coverage

Deel IT is not limited to shipping laptops from the USA to India. 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 India from USA

Use these quick-reference templates to prepare shipments consistently.

Commercial invoice checklist

• Shipper and consignee details
• Importer of Record (Indian entity, with GSTIN and address)
• Incoterms (DDP or DAP)
• Currency and declared value (in USD, converted if required)
• Laptop brand, model, and serial numbers
• HS code 8471 (automatic data processing machines)
• Country of origin (e.g. “Made in China,” “Made in USA”)
• Reason for export (e.g. “Company-issued laptop for employee use”)

Packing list checklist

• Number of boxes
• Weights and dimensions
• Contents of each box
• Accessories listed separately

Pre-shipment checklist

• Device encrypted and reset to clean OS
• Serial number recorded and matched to invoice
• Commercial invoice and packing list prepared
• BIS certificate attached (for laptop model)
• WPC ETA attached (for Wi-Fi/Bluetooth modules)
• Lithium battery label (UN3481) applied
• Photos of the packaged shipment taken
• Documents shared with carrier for pre-clearance

Employee delivery checklist

• Employee receives package and checks for damage
• Laptop model and serial number verified against assignment
• Device powers on and boots properly
• Employee confirms receipt back to company IT/HR

Simplify laptop shipping with Deel IT

Equipping employees in India with laptops does not have to mean managing customs paperwork, packaging rules, duties, and couriers on your own. While it is possible to follow the manual steps in this guide, every stage adds time, cost, and risk.

Deel IT gives you a faster, more reliable option. With procurement, compliance, shipping, and returns all managed in one platform, your team can focus on growth instead of logistics. Devices arrive on time, fully compliant, and ready for employees to work from day one. No delays, no hidden fees, and no last-minute surprises.

Book a demo today to see how Deel IT can help you equip teams in India and beyond.