How to Ship Laptops from USA to Mexico

Mexico is one of the top destinations for cross-border equipment shipments, thanks to its large remote workforce and close ties to U.S. companies. But despite proximity, sending laptops isn’t as simple as dropping a package in the mail.

Imports face VAT, detailed paperwork requirements, and occasional compliance checks. Even small mistakes like an incorrect HS code or missing serial number can cause laptops to be held at customs, leaving employees without the tools they need.

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 Mexican hires can start fast.

What to know before shipping laptops from USA to Mexico

When sending laptops from the USA to Mexico, 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) are typically duty-free when shipped from the USA under the United States-Mexico-Canada Agreement (USMCA), if a certificate of origin is provided (USTR).
• Imports are subject to a 16% value-added tax (IVA), calculated on the cost, insurance, and freight (CIF) value.
• Low-value shipments (≤ USD 50) are exempt; shipments up to USD 1,000 can clear under a simplified process but will still be taxed at ~16-20%. More info here.

Required documentation

• Commercial invoice with detailed laptop description, model, and serial number
• Packing list
• Air waybill (AWB) or bill of lading
• Certificate of origin to claim USMCA duty-free treatment
• Mexican importer’s tax ID (RFC) if the shipment is consigned to a business
• Customs broker details for shipments above de minimis

Regulatory restrictions

• Some electronics require compliance with NOM (Normas Oficiales Mexicanas) standards, especially if imported commercially in bulk.
• Batteries (lithium-ion) are classified as hazardous materials and must be labeled under IATA UN3481 packaging standards.
• Used or refurbished laptops may face stricter inspection or import limits.

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

Shipping environment

• Express transit: 2–4 days; economy: 5–7 days.
• Clearance: 1–3 days; customs queries may add 2–4 days.
• Main air gateways: Mexico City International Airport (MEX), Cancún International Airport (CUN), Monterrey International Airport (MTY)
• Major couriers (FedEx, UPS, DHL) provide integrated clearance services, but brokerage fees apply.
• All imports above de minimis require an agente aduanal (licensed Mexican customs broker) to process formal entry.
• Challenges: brokerage handoffs, rural delivery, address quirks, hurricane season.

Impact on employee onboarding

• Delays at customs can prevent laptops from arriving before an employee’s first day.
• Employees may be asked to pay IVA on delivery if shipments aren’t sent DDP (Delivered Duty Paid).
• A structured shipping process ensures new hires in Mexico have the right device ready on day one.

See also: How to Create a Structured IT Onboarding Process

How to prepare laptops in the USA before shipping

Before shipping laptops to Mexico, 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. Mexican 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 classified under HS code 8471 and are eligible for USMCA duty-free entry.
• 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. For more information visit U.S. Bureau of Industry and Security
• Confirm Mexican import requirements with a licensed customs broker for larger shipments.

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 detailed descriptions, serial numbers, and country of origin.
• Generate the Air Waybill (AWB) with accurate consignee information, including RFC for Mexican importers.
• Include a packing list and certificate of origin to claim USMCA benefits.
• Share tracking and clearance documents with your customs broker before shipment to avoid delays.

Step by step process for sending laptops from USA to Mexico

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

1. Set your shipping plan

Decide whether to use an express courier (FedEx, UPS, DHL) or a freight forwarder. Couriers are best for small batches and offer integrated customs clearance, while freight forwarders may reduce costs for larger volumes but require more coordination.

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

Generate a commercial invoice with a clear description (make, model, HS code 8471, country of origin) and include a packing list. Issue the Air Waybill (AWB) and, if you’re claiming USMCA duty-free treatment, attach a certificate of origin.

4. Submit for pre-clearance

Share all documents with a licensed customs broker in Mexico before shipping. This reduces the risk of delays at the border, especially for shipments above USD 1,000 that require formal customs entry.

5. Package and hand off

Use anti-static sleeves, foam inserts, and double-walled cartons to protect the laptops. Affix lithium battery handling and fragile electronics labels, then hand over the shipment to your carrier or schedule pickup.

6. Track and resolve exceptions

Monitor the shipment through the carrier’s portal and stay alert for customs holds. If authorities request additional documentation, such as the importer’s RFC tax ID or serial numbers. Respond promptly to keep clearance moving.

7. Settle duties and coordinate last mile

Pay the 16% IVA and any processing fees to finalize clearance. With Delivered Duty Paid (DDP) terms, your broker or courier manages this on your behalf; without DDP, the employee may face surprise charges on delivery.

8. Delivery to the employee

Once cleared, the laptop is delivered to the employee in Mexico, typically within 3–10 business days depending on service level. Confirm receipt, verify that the device is functioning, and update your internal asset tracker.

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

Step by step process for sending laptops from USA to Mexico 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 Mexico, 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 Mexico. 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 Mexico 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 USMCA)
• Mexican importer’s name, address, and RFC tax ID
• Seller/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 encrypted and security software installed
• Lithium battery specifications confirmed compliant with IATA
• Certificate of origin prepared if claiming USMCA duty-free entry
• Air Waybill (AWB) issued with accurate details
• All documents shared with customs broker for pre-clearance

Employee delivery checklist

• Confirm laptop was delivered to the correct address and recipient
• Verify customs clearance documents were completed and filed
• Update internal asset tracker with serial number and employee assignment
• Ensure employee confirms device functionality and access to required software
• Collect proof of delivery for compliance records

Simplify laptop shipping with Deel IT

Getting laptops from the USA into Mexico 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 Mexico
• Lifecycle support: repairs, returns, and replacements managed in-platform

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