How to Ship Laptops from USA to Vietnam

Vietnam is one of the fastest-growing tech hubs in Southeast Asia, but importing laptops isn’t just a matter of sending a courier package.

All shipments go through the VNACCS/VCIS electronic customs system, VAT is charged on entry, and additional duties may apply depending on classification. Even small errors in paperwork, HS code declarations, or consignee tax IDs can result in delays that hold laptops in customs for weeks.

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 Colombian hires can start fast.

What to know before shipping laptops from USA to Vietnam

When sending laptops from the USA to Vietnam, 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. Standard laptops (8471.30) are typically duty-free, while other processing units such as servers or specialized workstations (8471.41 / 8471.49) may attract duties of up to 10%.
• Under Vietnam’s trade agreements, most U.S.-origin laptops qualify for the 0% rate.
• All imports are still subject to a 10% VAT applied on the CIF value (Cost + Insurance + Freight).

Required documentation

• Commercial invoice with laptop model, HS code 8471, serial numbers, and declared value
• Packing list
• Air Waybill (AWB)
• Importer’s business tax code (required in the VNACCS system)
• Certificate of origin (to benefit from preferential duty treatment under FTAs like the US–Vietnam Trade Agreement or CPTPP)
• Power of attorney for a licensed customs broker if filing through VNACCS

Regulatory restrictions

• Lithium-ion batteries must comply with IATA packaging and labeling standards (UN3481).
• All electronic devices must meet CE marking requirements to show compliance with EU safety standards
• Refurbished or used laptops may face additional inspection or require proof of compliance with EU environmental rules such as WEEE (Waste Electrical and Electronic Equipment Directive)

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

Shipping environment

• Main air gateways: Noi Bai International Airport (HAN, Hanoi), Tan Son Nhat International Airport (SGN, Ho Chi Minh City), Da Nang International Airport (DAD)
• Customs clearance is processed through VNACCS/VCIS, Vietnam’s electronic customs system.
• Licensed customs brokers are required for most formal imports.

Impact on employee onboarding

• Customs delays and VAT issues can prevent laptops from reaching employees in time for their first day.
• Without Delivered Duty Paid (DDP) terms, employees may face unexpected VAT or customs charges 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 Vietnam, 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. Vietnamese 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. Standard laptops (8471.30) usually qualify for 0% duty, while specialized units (8471.41 / 8471.49) may attract up to 10%.
• 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
• Coordinate with your Vietnamese customs broker to verify if MIC (Ministry of Information and Communications) certification is required for devices with wireless 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 with laptop make, model, HS code, serial numbers, and declared value.
• Generate the Air Waybill (AWB) with consignee details, including their Vietnamese business tax code.
• Attach a certificate of origin to benefit from preferential tariff treatment under agreements like CPTPP or the US–Vietnam Bilateral Trade Agreement.
• Share documents with your customs broker before shipping to avoid clearance delays in VNACCS.

Step by step process for sending laptops from USA to Vietnam

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

1. Set your shipping plan

Decide whether to use an express courier like DHL, UPS, or FedEx, which provide integrated customs clearance, or a freight forwarder for larger volumes. Couriers are faster for small shipments, while forwarders may reduce costs for bulk but require more coordination.

2. Prepare the laptop

Encrypt hard drives, enable MDM tracking, and install endpoint security software. Record all serial numbers for customs declarations and your IT asset management system.

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 with HS code 8471, laptop description, declared value, and country of origin. Include a packing list, generate the Air Waybill (AWB), and ensure the consignee’s Vietnamese business tax code is listed, as it is required for customs clearance.

4. Submit for pre-clearance

Provide documents to your customs broker before the shipment departs. Pre-clearance in Vietnam’s VNACCS/VCIS system helps reduce delays, since shipments without certificates of origin or tax codes are frequently flagged.

5. Package and hand off

Pack laptops securely in anti-static sleeves with foam inserts, using double-walled cartons. Apply lithium battery and fragile electronics labels before handing off the shipment to your courier or freight forwarder.

6. Track and resolve exceptions

Monitor the shipment through the courier’s tracking portal. If Vietnam Customs requests additional documents, such as MIC certification for wireless devices or proof of origin, provide them promptly to prevent storage charges.

7. Settle duties and coordinate last mile

Pay import duty (0–10% depending on classification) and 10% VAT on the CIF value. If shipped under Delivered Duty Paid (DDP), your broker or courier handles these payments; otherwise, the employee may be asked to settle taxes on delivery.

8. Delivery to the employee

After clearance, laptops are delivered to the employee in Vietnam, typically within 7–12 business days for express shipments. Confirm receipt, check device functionality, and update your company’s IT asset tracker.

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

Sending laptops from USA to Vietnam 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 Vietnam, 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 Vietnam. 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 Vietnam 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 Vietnamese business tax code (mandatory for clearance)
• Exporter’s name and address
• Terms of sale (e.g., DDP or DAP)

Packing list checklist

• List of laptops and accessories (chargers, cables, peripherals)
• Number of cartons and gross/net weight
• Dimensions of each carton
• Serial numbers cross-referenced with the invoice
• Sender and consignee contact details

Pre-shipment checklist

• Laptop encryption enabled and security software installed
• Lithium-ion battery compliance confirmed under IATA rules
• Certificate of origin prepared (to benefit from preferential tariff treatment under CPTPP or the US–Vietnam Bilateral Trade Agreement)
• Air Waybill (AWB) created with consignee and tax code details
• Documents submitted to customs broker for pre-clearance in VNACCS

Employee delivery checklist

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

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