How to Ship Laptops from USA to the Philippines

The Philippines has become one of the leading global hubs for remote and outsourced work, making it a frequent destination for cross-border IT equipment. But shipping laptops from the USA involves more than booking a courier.

Imports must clear the Bureau of Customs, undergo VAT assessment, and comply with electronic equipment regulations under the National Telecommunications Commission (NTC). Even small mistakes in invoices or missing TIN details can stall shipments for weeks.

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 the Philippines

When sending laptops from the USA to the Philippines, 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 generally duty-free when imported into the Philippines
• A 12% VAT is applied on the CIF value (Cost + Insurance + Freight) for all imports, even if they are exempt from duty
• Customs processing, storage, and documentary stamp fees may apply depending on the shipment’s declared value.

Required documentation

• Commercial invoice with full laptop description, HS code 8471, serial numbers, and declared value
• Packing list
• Air Waybill (AWB)
• Importer’s Tax Identification Number (TIN)
• Certificate of origin if claiming preferential tariff treatment under trade agreements (e.g., PH–US Trade and Investment Framework)
• Power of attorney or consignee authorization for shipments cleared by a broker

Regulatory restrictions

• Lithium-ion batteries must comply with IATA packaging and labeling standards (UN3481).
• The National Telecommunications Commission (NTC) regulates wireless devices; laptops with Wi-Fi or Bluetooth modules may require NTC type approval or exemption
• Used or refurbished laptops can be restricted under the RA 6969 Toxic Substances and Hazardous Waste Act, and may need import permits.

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

Shipping environment

• Main air gateways: Ninoy Aquino International Airport (MNL), Mactan-Cebu International Airport (CEB), Clark International Airport (CRK).
• Express couriers (DHL, UPS, FedEx) provide integrated clearance services, but shipments missing TINs or import authorizations can face long delays.
• Formal entry processes are required for shipments exceeding PHP 10,000 (approx. USD 175).

Impact on employee onboarding

• Customs delays are the most common cause of slow laptop delivery in the Philippines.
• Without Delivered Duty Paid (DDP) terms, employees may need to pay VAT or release fees upon delivery.

See also: How to Create a Structured IT Onboarding Process

How to prepare laptops in the USA before shipping

Before shipping laptops to the Philippines, 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. Argentinian 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
• Consult your local broker or supplier in the Philippines to confirm whether NTC certification is required for the laptop model’s Wi-Fi or Bluetooth modules

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 that includes make, model, HS code, serial numbers, and declared value.
• Generate the Air Waybill (AWB) with full consignee details, including the Tax Identification Number (TIN).
• Attach a certificate of origin if claiming preferential treatment under a trade agreement.
• Share all documentation with your customs broker or courier before departure to prevent clearance delays.

Step by step process for sending laptops from USA to the Philippines

Use this eight-step checklist to ship laptops from the USA to the Philippines 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 detailing the laptop’s make, model, HS code 8471, and declared value, along with a packing list. Generate the Air Waybill (AWB) and include the consignee’s Tax Identification Number (TIN), which is mandatory for Bureau of Customs clearance.

4. Submit for pre-clearance

Send all documents to your customs broker or courier before shipment departure. Pre-clearance helps ensure faster processing through the Bureau of Customs, which often flags shipments missing TINs or proof of origin for additional inspection.

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 the Bureau of Customs requests additional documents, such as proof of NTC certification or revised invoice details, respond immediately to avoid storage fees or release delays.

7. Settle duties and coordinate last mile

Pay the 12% VAT and any customs processing or documentation fees. If shipping under Delivered Duty Paid (DDP) terms, your courier or broker manages payment; without DDP, employees may be billed on delivery, delaying receipt.

8. Delivery to the employee

Once cleared, laptops are delivered to the employee’s address in the Philippines, typically within 7–12 business days for express shipments. Confirm delivery, ensure the device is working, and update your IT asset tracker.

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

Sending laptops from USA to the Philippines 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 the Philippines, 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 the Philippines. 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 the Philippines 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
• Serial numbers listed individually
• Country of origin (United States if applicable)
• Importer’s Tax Identification Number (TIN) (mandatory for clearance)
• 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 security software installed
• Lithium-ion battery compliance confirmed under IATA guidelines
• Certificate of origin prepared if claiming preferential trade treatment
• NTC certification or exemption verified for wireless-enabled models
• Air Waybill (AWB) issued with consignee information and TIN
• Documents submitted to broker or courier for pre-clearance before departure

Employee delivery checklist

• Confirm laptop delivered to the correct employee in the Philippines
• Verify customs clearance completed and VAT paid
• Update IT asset tracker with device assignment and serial number
• Ensure employee confirms device 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 the Philippines 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 the Philippines
• Lifecycle support: repairs, returns, and replacements managed in-platform

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