How to Ship Laptops from USA to Sweden

Sweden is one of the most digitized economies in Europe, making it a key destination for remote and hybrid teams. However, even within the EU, importing laptops from outside Europe involves strict customs procedures.

Shipments from the USA must be cleared through Swedish Customs (Tullverket), and VAT is applied at import. Small paperwork mistakes, like missing serial numbers or an invalid EORI, can easily hold equipment in 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 Swedish hires can start fast.

What to know before shipping laptops from USA to Sweden

When sending laptops from the USA to Sweden, 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 generally duty-free when imported into imported into Sweden from the USA
• Imports are subject to a 25% VAT based on the CIF value (Cost + Insurance + Freight), which applies to all non-EU imports
• Couriers may charge additional processing or disbursement fees for VAT and customs handling.

Required documentation

• Commercial invoice with full laptop description, HS code 8471, serial numbers, and declared value
• Packing list
• Air Waybill (AWB)
• Importer’s EORI number (Economic Operators Registration and Identification)
• Certificate of origin if claiming preferential treatment under trade agreements
• Customs broker or courier details for shipments above de minimis thresholds

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: Stockholm Arlanda Airport (ARN), Gothenburg Landvetter Airport (GOT), Malmö Airport (MMX).
• Express couriers like DHL, UPS, and FedEx provide integrated customs clearance and VAT prepayment services.
• Missing or incorrect EORI numbers are the most common reason for customs delays in Sweden.

Impact on employee onboarding

• Delays at customs or VAT processing can prevent laptops from arriving before an employee’s start date.
• Without Delivered Duty Paid (DDP) terms, Swedish 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 Sweden, 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. Swedish 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

• Classify laptops under HS code 8471 to ensure correct duty-free treatment.
• 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 that devices meet EU CE marking standards to avoid issues with Swedish Customs

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 make, model, HS code, serial numbers, and declared value.
• Generate the Air Waybill (AWB) with consignee details, including the EORI number for the importer.
• Attach a certificate of origin if preferential tariff treatment applies under a trade agreement.
• Share documents with your Swedish customs broker before shipment to minimize clearance delays.

Step by step process for sending laptops from USA to Sweden

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

1. Set your shipping plan

Choose whether to use an express courier like DHL, FedEx, or UPS, which provide integrated customs clearance, or a freight forwarder for larger shipments. Couriers are typically faster for small batches, while forwarders can be more cost-effective for bulk volumes.

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 commercial invoice with HS code 8471, a detailed product description, declared value, and country of origin. Include a packing list, generate the Air Waybill (AWB), and provide the consignee’s EORI number, which is mandatory for customs clearance in Sweden.

4. Submit for pre-clearance

Send all shipment documents to your courier or customs broker before the goods leave the U.S. Pre-clearance helps avoid delays at Swedish Customs (Tullverket), which often holds shipments missing CE marking documentation or an EORI number.

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 your courier’s online tracking portal. If Swedish Customs requests additional documentation, such as proof of CE compliance or corrected invoice values, respond promptly to prevent storage or inspection fees.

7. Settle duties and coordinate last mile

Pay the 25% VAT and any customs handling fees charged by your courier. If shipping under Delivered Duty Paid (DDP) terms, your broker or carrier will manage these payments; without DDP, the employee may be billed on delivery.

8. Delivery to the employee

Once cleared, laptops are delivered to the employee’s address in Sweden, typically within 5–10 business days for express shipments. Confirm receipt, check that devices function properly, and update your internal asset tracker.

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

Sending laptops from USA to Sweden 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 Sweden, 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 Sweden. 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 Sweden 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 clearance in 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

• Laptop encryption enabled and endpoint security software installed
• Lithium-ion battery compliance confirmed under IATA guidelines
• CE marking confirmed for compliance with EU regulations (European Commission CE Marking)
• Air Waybill (AWB) prepared with consignee information and EORI number
• All documents submitted to courier or customs broker for pre-clearance before departure

Employee delivery checklist

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

Simplify laptop shipping with Deel IT

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

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