How to ship a laptop (without breaking it)

Shipping a laptop requires more than just putting it in a box and hoping for the best. Laptops contain fragile screens, sensitive internal components, and lithium-ion batteries, all of which need proper protection to ensure safe delivery.

Whether you’re shipping a laptop for repairs, resale, or relocation, the right packaging, carrier selection, and handling precautions can prevent damage, theft, or costly shipping mistakes. 

Stick around—we’ll take you through exactly how to ship a laptop safely, plus give you our best cost-saving tips and carrier recommendations to help you ship with confidence.

9 steps for shipping a laptop the right way

If you’re shipping a used laptop, it’s essential to protect your personal information before packing it. Taking the right precautions can prevent unauthorized access, ensure data security, and make it easier to restore files once the laptop arrives at its destination.

7 steps to secure your laptop before shipping:

1. Back up files.
   Save all important data to an external hard drive, USB drive, or cloud storage service like Google Drive, OneDrive, or iCloud. For business laptops, ensure files are transferred securely to company servers.
2. Perform a factory reset.
   Restore the laptop to factory settings to erase all personal data before resale, repairs, or gifting. This removes stored passwords, saved payment methods, and browsing history.
3. Log out of accounts.
   Disconnect from Google, Microsoft, iCloud, and any work-related accounts to prevent security issues or device tracking errors. Ensure that any two-factor authentication (2FA) tied to the device is removed.
4. Enable encryption or passwords.
   If sending the laptop for relocation, lock it with a strong password or full-disk encryption software (BitLocker for Windows, FileVault for macOS). This adds an extra layer of security in case the device is lost or stolen.
5. Remove linked devices.
   Unpair the laptop from any Bluetooth devices, like wireless headphones or keyboards, to prevent reconnection errors for the new user.
6. Deactivate software licenses.
   If shipping the laptop for resale or replacement, deactivate software subscriptions (such as Adobe Creative Cloud or Microsoft Office) to avoid licensing issues.
7. Record the serial number.
   Write down or take a photo of the laptop’s serial number for insurance claims or tracking purposes in case the shipment is lost or stolen.

Before packing the laptop, make sure it’s fully powered down to prevent overheating or accidental activation.

• Remove external accessories.
  Unplug chargers, external hard drives, USB devices, and other peripherals.
• Take out any loose items.
  SD cards, styluses, and small components should be packed separately in a padded bag.
• Detach the battery (if possible).
  For older models with removable batteries, pack them separately in anti-static bags.

Lithium-ion batteries inside laptops pose safety risks and are subject to strict carrier and international regulations. Proper handling prevents overheating, fire hazards, and compliance issues when shipping a laptop domestically or internationally.

5 steps to prepare a laptop battery for shipping:

1. If the battery is removable, ship it separately.
   Place the battery in a fireproof battery bag or an anti-static sleeve to reduce the risk of short circuits. Use a padded mailer or a rigid box for added protection.
2. Secure built-in batteries.
   Laptops with non-removable batteries should be fully powered down before packing. A device left in sleep mode could turn on accidentally and overheat.
3. Prevent accidental activation.
   Avoid pressure on power buttons by placing a thin foam sheet or bubble wrap between the keyboard and screen before closing the laptop.
4. Check battery charge levels.
   Some shipping regulations require lithium-ion batteries to be at 30% charge or lower before transport to reduce the risk of overheating.
5. Use an anti-static bag.
   If shipping the laptop without its original packaging, wrap the device in an anti-static bag to prevent damage from static electricity.

About battery regulations for carriers

Shipping lithium-ion batteries is restricted by major carriers and international shipping laws. Failing to follow these regulations may result in shipment delays, fines, or package rejection.

International shipping considerations

Some countries ban or limit lithium battery shipments via airmail. Always check the destination country’s customs regulations before shipping.

If shipping internationally, consider ground shipping options or work with a specialized shipping provider to ensure compliance.

Labeling requirements for international shipments may include a UN3481 marking (for lithium batteries inside equipment) or “Cargo Aircraft Only” labels for larger batteries.

Not all carriers handle electronics with the same level of care. Choose a service that offers tracking, insurance, and fast delivery.

PRO TIP: For bulk laptop shipments, partnering with a third-party logistics (3PL) provider like Red Stag Fulfillment can offer discounted rates and expert handling.

Choosing the correct shipping container is essential for preventing impact damage, pressure-related screen cracks, and exposure to external elements during transit. A laptop should never be shipped in a thin or soft-sided box. Instead, use a double-boxing method for maximum protection.

Double-boxing method for safe laptop shipping:

Inner box (laptop’s original box or a similarly sturdy box)

If available, use the original packaging that came with the laptop, as it’s designed to fit the device snugly.

If the original box isn’t available, select a rigid cardboard box with similar dimensions.

Outer box (secondary shipping box)

Choose a double-walled cardboard box that’s at least 2 inches larger on all sides than the inner box.

This space allows for cushioning materials like packing peanuts, air cushions, or crumpled paper.

Where to buy laptop shipping boxes

Office supply stores like Staples and Office Depot

Shipping retailers such as the UPS Store or FedEx Office

Online sellers including Amazon, Uline, and eBay

Using both an inner and an outer box provides an extra layer of protection to keep the laptop safe during transit. 

Using high-quality packaging materials prevents laptops from shifting inside the box, reducing the risk of screen cracks, motherboard damage, or impact-related failures during shipping.

Here are the essential packing materials for laptop shipping:

Bubble wrap (at least 2 inches thick) protects against impact and prevents scratches.

Foam sheets or inserts provide additional cushioning between the laptop and the box.

Packing peanuts or air cushions fill empty spaces inside the box to prevent movement.

Heavy-duty packing tape secures all seams and prevents tampering.

Anti-static bags protect internal components from static electricity damage.

Plastic wrap adds an extra layer of moisture resistance.

Opt for biodegradable packing peanuts made from cornstarch or wheat starch instead of Styrofoam.

Use recycled bubble wrap or foam sheets made from post-consumer materials.

Laptops are especially vulnerable to impact damage due to how thin they are. Proper wrapping techniques help protect the device from shocks, moisture, and static discharge.

Use two or more layers of bubble wrap for maximum impact absorption.

Secure the bubble wrap with tape without applying pressure to the device.

Place an “X” on the bubble wrap covering the screen to help with proper handling.

Insert foam sheets around all sides of the laptop before placing it in the inner box.

Ensure no part of the laptop directly touches the box to avoid pressure points.

PRO TIP: Avoid using excessive tape or any sort of binding directly on the bubble wrap as it can cause uneven pressure and affect how the laptop fits inside the packaging.

Proper box selection and placement are critical for protecting the device from external pressure and ensuring smooth delivery.

Choose an appropriately sized outer box. The box should be at least 2 inches larger than the laptop container on all sides.

Recommended box sizes based on laptop dimensions:

Fill empty spaces:

Place packing peanuts, crumpled paper, or foam inserts around the laptop box.

Avoid over-packing, which can create excessive pressure on the laptop.

Test for movement before sealing:

Gently shake the box—if you hear movement, add more cushioning materials.

Use heavy-duty packing tape to reinforce seams and prevent tampering.

Seal corners and seams with extra tape.

Label clearly. Include waterproof sender and recipient information.

Use “Fragile” and “This Side Up” stickers for proper handling.

Protect against theft or tampering

Use tamper-evident tape to seal the box securely.

Avoid labels like “laptop” or “electronics.” Instead, use generic descriptions to reduce the risk of theft.

Unique factors to consider when shipping laptops

From shock-sensitive hardware to temperature fluctuations, ensuring safe laptop delivery means accounting for factors beyond basic packaging. Here are a couple of things to keep in mind no matter what shipping service you choose. 

Sensitive components during transit

Laptops contain delicate internal components that can be damaged by impact, vibrations, or moisture.

Beyond careful packaging, shipping insurance should be considered to cover potential loss or damage, especially for high-value laptops. 

A shipping label must be applied correctly to ensure smooth transit, as mistakes in labeling can lead to costly delays or misdeliveries. And any added time that a shipment’s on the road can create more opportunities for damage to happen. 

To minimize the cost of shipping, always make sure you compare carriers and shipping options carefully by factoring in protection options and speed. 

Environmental elements

Temperature fluctuations and humidity exposure can affect laptop performance, especially a laptop’s battery and motherboard.

Use desiccant packets inside the package to absorb moisture.

Avoid storing shipments in extreme temperatures (e.g., in a hot truck or freezing warehouse).

Use climate-controlled delivery services when shipping to humid regions.

PRO TIP: If shipping to an international destination, double-check carrier shipping options to ensure proper environmental protection.

Protect your valuable laptop every step of the way

Properly shipping a laptop requires secure packaging, the right carrier, and extra protection against damage and theft. Whether shipping a single laptop or managing bulk electronics fulfillment, a trusted logistics partner ensures safe delivery.

Need expert handling for high-value electronics? Contact Red Stag Fulfillment to learn how our tailored shipping solutions safeguard your valuable shipments.