How to Ship Laptops from USA to the United Kingdom

The United Kingdom is one of the most common destinations for U.S. companies expanding overseas. Shared language, cultural ties, and strong talent pools make it an attractive market. But shipping laptops across the Atlantic is not as simple as sending a domestic parcel.

Imports into the UK are subject to 20% VAT, along with customs declarations that must include the correct HS code and serial numbers. Even small mistakes in invoices can lead to delays at customs, extra charges, or devices being held until corrected. For companies trying to equip employees quickly, these issues can stall onboarding and add unnecessary cost.

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 UK hires can start fast.

What to know before shipping laptops from USA to the UK

When sending laptops from the USA to the UK, 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 3000 00: portable automatic data-processing machines with CPU, keyboard, and display.
• Import duty rate: 0% on laptops shipped from the USA.
• VAT: 20% standard rate, applied to the customs value (cost + insurance + freight into the UK, plus any duty). More guidance on imports from outside the UK.
• Postponed VAT Accounting (PVA): UK VAT-registered businesses can declare and reclaim import VAT on their VAT return, avoiding cash flow issues at the border. More details here.

Importer requirements

• The Importer of Record must hold a valid GB EORI number for customs clearance.
• To reclaim VAT, the importer must also be UK VAT-registered.

Required documentation

• Commercial invoice: shipper and consignee details, HS code 8471300000, laptop brand, model, serial number, declared value, and Incoterms.
• Packing list: itemised contents, weights, and dimensions.
• Air Waybill: provided by the courier.
• Certificate of origin: not strictly required, but can help if preferential treatment under trade agreements applies.

Regulatory restrictions

• Laptops with Wi-Fi/Bluetooth must comply with the UK Radio Equipment Regulations 2017
• The UK currently accepts CE marking indefinitely alongside UKCA for most goods, including electronics.
• No special import permit for encryption; declare ECCN if requested.
• Lithium batteries must comply with UN3481, max 300Wh per battery.
• Used laptops allowed; proof of data wipe recommended.
• Importers must register for the e-waste take-back scheme.

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

Shipping environment

• Main air gateways: London Heathrow (LHR), London Gatwick (LGW), Manchester (MAN).
• Express transit: 1–3 days; economy: 3–7 days.
• Last mile challenges: customs delays, rural delivery, addressing quirks.
• Peak disruptions: Christmas, Easter, Bank Holidays.
• Major carriers: DHL, UPS, FedEx.

Impact on employee onboarding

• Customs queries may add 1–3 days, risking delayed day-one setup.
• DDP (Delivered Duty Paid) recommended to avoid charges at delivery.
• If VAT or duties aren’t prepaid, couriers typically charge the employee at delivery, creating a poor experience.
• Missing serial numbers or incorrect HS codes are common reasons for customs delays.

See also: How to Create a Structured IT Onboarding Process

How to prepare laptops in the USA before shipping

Before shipping laptops to the UK, 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. UK 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

• 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: shipper/consignee, HS code 8471300000, brand, model, serial number, value, origin.
• Packing list: contents, weights, and dimensions.
• Air waybill: issued by carrier.
• Certificate of origin: may be useful under trade agreements.

Insert banner: RFP / equipment provisioning / A Guide to Device Lifecycle Management for Global Tech Companies

Step by step process for sending laptops from USA to UK

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

1. Set your shipping plan

Decide on shipping terms: Delivered Duty Paid (DDP), where your company prepays VAT and courier fees, or Delivered at Place (DAP), where the employee is asked to pay at delivery. For the smoothest onboarding, most employers use DDP. Confirm the Importer of Record in the UK has a valid GB EORI number.

2. Prepare the laptop

Encrypt the drive, clear all accounts and saved passwords, and reset to a clean operating system. Record the serial number, as UK customs often request it on invoices.

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

Draft a commercial invoice listing brand, model, HS code 8471300000, serial number, declared value, and origin. Add a packing list and the airway bill from your courier. If the shipment value exceeds $2,500, file an EEI declaration in the U.S. Automated Export System.

4. Submit for pre-clearance

Send all documents (invoice, packing list, airway bill, and if applicable, certificates) to your courier or broker before pickup. Confirm that VAT has been calculated and that the Importer of Record details match a registered GB EORI.

5. Package and hand off

Use manufacturer packaging when possible, then double-box with sturdy cardboard. Pack accessories separately, apply the UN3481 lithium battery hazard label, seal securely, and hand off to the courier.

6. Track and resolve exceptions

Monitor tracking daily. If UK customs queries valuation, HS code, or serial numbers, respond quickly to avoid delays. Corrections usually must be made by the Importer of Record or broker.

7. Settle duties and coordinate last mile

For DDP, VAT is prepaid and accounted for via the courier or through Postponed VAT Accounting if the importer is VAT-registered. For DAP, the employee will be asked to pay VAT at delivery, which can slow the process and create a poor experience.

8. Delivery to the employee

The courier delivers the laptop. The employee should check the packaging for damage, verify the serial number, and confirm receipt. This closes the shipment cycle and gives IT an audit trail for compliance.

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 the UK 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 UK, 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 UK. 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 UK from USA

Use these quick-reference templates to prepare shipments consistently.

Commercial invoice checklist

• Shipper and consignee details
• Importer of Record (UK entity or employee with GB EORI number)
• Incoterms (DDP or DAP)
• Currency and declared value (USD or GBP, consistent across docs)
• Laptop brand, model, and serial numbers
• HS code 8471300000 (portable laptops)
• 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 (laptop, charger, accessories)
• Accessories listed separately

Pre-shipment checklist

• Device encrypted and reset to clean OS
• Serial number recorded and matched to invoice
• EEI declaration filed in the U.S. if shipment > $2,500
• Commercial invoice and packing list prepared
• Importer’s GB EORI number included on documentation
• Lithium battery hazard label (UN3481) applied
• Photos of packaged shipment taken
• Documents sent to courier or broker for pre-clearance

Employee delivery checklist

• Employee receives package and checks for external damage
• Laptop model and serial number verified against company records
• Device powers on and boots properly
• Employee confirms receipt back to the company

Simplify laptop shipping with Deel IT

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

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