How to Ship Laptops from USA to Poland

Poland has become one of Europe’s fastest-growing tech and business hubs, making it a popular destination for global companies expanding their distributed teams.

But importing laptops from outside the EU requires navigating customs clearance, VAT, and EU compliance rules such as CE marking. Even small errors in invoices or missing EORI numbers can result in laptops being held at customs, delaying onboarding.

For many companies, this process can feel like a maze of paperwork, taxes, and delays, but it doesn’t have to be. Deel IT ships to 130+ countries with a 99%+ on-time delivery rate in 10 days or fewer, so your new hires can start fast.

What to know before shipping laptops from USA to Poland

When sending laptops from the USA to Poland, 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 and are duty-free when imported into the EU.
• Imports are subject to 23% VAT, applied to the CIF value (Cost + Insurance + Freight).
• VAT can often be reclaimed if the importer is VAT-registered in Poland.
• Couriers may charge administrative or disbursement fees for handling VAT and customs paperwork.

Required documentation

• Commercial invoice including product description, HS code 8471, serial numbers, and declared value
• Packing list
• Air Waybill (AWB)
• Importer’s EORI number (mandatory for customs clearance in Poland and the EU)
• Certificate of origin if claiming preferential trade terms
• Customs broker or courier details for shipments above de minimis thresholds (€150)

Regulatory restrictions

• Lithium-ion batteries must comply with IATA packaging and labeling standards (UN3481).
• All electronic devices must carry CE marking to demonstrate compliance with EU product safety regulations
• Used or refurbished laptops may face inspection under the EU’s Waste Electrical and Electronic Equipment (WEEE) Directive.

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

Shipping environment

• Main air gateways: Warsaw Chopin Airport (WAW), Katowice-Pyrzowice Airport (KTW), and Gdańsk Lech Wałęsa Airport (GDN).
• Major couriers like DHL, UPS, and FedEx offer express services with integrated customs clearance.
• Common reasons for customs delays include missing CE compliance certificates and unregistered EORI numbers.

Impact on employee onboarding

• VAT processing and customs inspections can delay laptop delivery for first-time importers.
• If the shipment isn’t sent under Delivered Duty Paid (DDP) terms, employees may be asked to pay VAT on delivery.

See also: How to Create a Structured IT Onboarding Process

How to prepare laptops in the USA before shipping

Before shipping laptops to Poland, 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. Spanish 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, which covers portable automatic data processing machines that qualify for duty-free entry in the EU.
• Check lithium-ion battery specifications against IATA shipment limits (≤100 Wh per cell, ≤300 Wh per 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
• Verify laptops meet CE marking and WEEE compliance standards before shipping to Poland

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 including model, HS code, serial numbers, declared value, and origin.
• Generate the Air Waybill (AWB) with consignee details, including the EORI number for the importer in Poland.
• Attach a certificate of origin if preferential treatment applies.
• Share all documentation with your courier or customs broker before shipment to avoid delays during clearance.

Step by step process for sending laptops from USA to Poland

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

1. Set your shipping plan

Choose an express courier such as DHL, UPS, or FedEx for smaller shipments, or a freight forwarder for bulk orders. Couriers usually manage customs clearance directly, while freight forwarders can be more cost-effective for larger quantities but require additional 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

Prepare a detailed commercial invoice with HS code 8471, declared value, and country of origin. Include a packing list, Air Waybill, and the consignee’s EORI number.

4. Submit for pre-clearance

Provide all shipment documents to your courier or customs broker before departure. Polish Customs may request proof of CE compliance, so advance review helps avoid delays.

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 your shipment via the courier’s online tracking system. If customs requests additional documentation, such as CE certification or corrected invoice values, provide it immediately to avoid storage or inspection fees.

7. Settle duties and coordinate last mile

Pay the 23% VAT and any courier processing fees. Under DDP terms, your broker handles this automatically; otherwise, employees may be charged VAT on delivery.

8. Delivery to the employee

Once cleared, laptops are delivered to the employee’s address in Poland, typically within 5–10 business days. Confirm delivery, verify functionality, and update your asset tracker.

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

Sending laptops from USA to Poland 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 Poland, 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 Poland. 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 Poland from USA

Use these quick-reference templates to prepare shipments consistently.

Commercial invoice checklist

• Full description of each laptop (brand, model, HS code 8471)
• Quantity and unit value in USD or EUR
• Serial numbers listed individually
• Country of origin (United States if applicable)
• Importer’s EORI number (mandatory for customs clearance in Poland and the EU)
• Exporter’s name and address
• Terms of sale (for example, DDP or DAP)

Packing list checklist

• List of laptops and all accessories (chargers, cables, peripherals)
• Number of cartons and total gross/net weight
• Dimensions of each carton
• Serial numbers cross-referenced with the invoice
• Contact details for both sender and consignee

Pre-shipment checklist

• Laptops encrypted and security software installed
• Lithium-ion battery compliance confirmed under IATA guidelines
• CE marking confirmed for all devices (European Commission CE Marking)
• Certificate of origin attached if claiming preferential trade treatment
• Air Waybill (AWB) prepared with consignee details and EORI number
• All documents shared with courier or broker before departure for pre-clearance

Employee delivery checklist

• Confirm laptop delivered to the correct employee in Poland
• Verify customs clearance completed and VAT settled
• Update IT asset tracker with serial number and employee assignment
• Ensure employee confirms full functionality and software access
• Collect proof of delivery for compliance and audit purposes

Simplify laptop shipping with Deel IT

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

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