How to ship a laptop from the US to India for a remote employee

Shipping a laptop from the US to India for a remote employee works best as a single-unit courier import: one device per consignment, a BIS-registered model, the employee's KYC documents ready before pickup, and 18% IGST budgeted upfront. This procedure is written for IT, HR and operations teams at companies hiring in India without a local entity, and covers every step from export paperwork in the US to customs release in India.

Estimated time: 1 to 2 hours of preparation per device · Level: intermediate · Prerequisites: a courier account, the employee's ID details, the device's model and serial number · Verified on: Indian and US regulations as of September 2026

What you need before starting

Before you book a pickup, gather the information customs will check on both sides of the shipment. Most delays on the India leg come from documents collected too late, not from the transport itself, so prepare the list below in advance and confirm who in your company pays import taxes.

• The employee's KYC details: full legal name and delivery address exactly as they appear on an Indian ID (Aadhaar, passport, PAN or voter ID).
• Device details: brand, model, serial number, purchase value and country of origin, taken from the purchase invoice.
• The model's BIS registration: the registration number (R-number) shown on the device label or on the manufacturer's compliance page.
• A courier account with DHL, FedEx or UPS, set up for international shipments with lithium batteries.
• A decision on duties: whether your company prepays import taxes (DDP) or the employee pays on delivery (DAP).

Step 1: Check that the laptop can enter India as a single-unit courier import

Since 2023, India classifies laptops as restricted imports, and companies importing them commercially need an authorisation through the Import Management System (IMS) run by the DGFT. A single laptop sent by post or courier is exempt from that licensing requirement, which is why one device per consignment is the standard route for a remote hire.

Two checks decide whether the shipment qualifies:

1. One device per box. A single unit through post or courier is exempt from the restricted-import licence (India Law Offices). Grouping several laptops in one consignment moves you into the commercial regime, where the importer must apply for an IMS authorisation. For 2026, authorisations are issued through the DGFT portal and are valid until 31 December 2026 (Nasscom).
2. A BIS-registered model. Laptops fall under India's Compulsory Registration Scheme (CRS). For notified products, the importer should have the product registered with the Bureau of Indian Standards before import, or provide an exemption letter from MeitY (Mumbai Customs public notice). Current business models from the major brands usually carry an R-number; check it on the device label or the manufacturer's site before shipping.

How to check it worked: you have one device per shipment and a BIS registration number noted for the model.

Step 2: Prepare and secure the laptop

Prepare the laptop so that it is useful the day it arrives and protected if it is lost or held in transit. That means enrolling it in your device management tool, encrypting the disk and removing anything that should not travel, before it goes into the box.

1. Enroll the device in your MDM so it can be locked or wiped remotely.
2. Turn on disk encryption (FileVault on macOS, BitLocker on Windows).
3. Remove local admin accounts, saved passwords and any data that is not needed on the employee's side.
4. Record the serial number: it goes on the invoice and customs may compare it with the device.

How to check it worked: the device shows as managed and encrypted in your MDM console, and the serial number is recorded.

Step 3: Collect the employee's KYC documents

Every non-document courier import into India goes through a KYC check on the recipient, required by CBIC since 2010. For an individual, one valid document containing both identity and address is enough: Aadhaar, passport, PAN or voter ID (Chennai Customs FAQ). Collect it before pickup so clearance can start as soon as the parcel lands.

The name and address on the KYC document must match the consignee details on the air waybill (DHL India). If the employee's ID shows an older address, the courier can record the current delivery address at handover, but the name must be identical. Carriers usually send the employee an SMS or email link to upload the document; tell them to expect it.

How to check it worked: the consignee name on your booking matches the employee's ID letter for letter.

Step 4: Prepare the commercial invoice and US export paperwork

The commercial invoice is the document Indian customs uses to assess taxes, and the US side may also require an electronic export filing. Declare the laptop precisely, at its real value, and check whether the shipment crosses the US filing threshold before handing it to the carrier.

On the commercial invoice, list:

• the exact description ("Laptop computer", brand and model), not a generic term like "electronics";
• the HS code 8471.30 and the serial number;
• the real value and the country of origin;
• the purpose, for example company equipment provided to an employee, not for resale.

On the US side, Electronic Export Information (EEI) must be filed in the Automated Export System when the value per Schedule B number is over $2,500, or when an export license is required (trade.gov). Below that threshold, the carrier cites the exemption on the air waybill. Check the export classification (ECCN) published by the laptop manufacturer to confirm no license is needed for India.

How to check it worked: the invoice value, description and serial number match the device, and you know whether an EEI filing (and its ITN) is required.

Step 5: Decide who pays import taxes and budget them

Laptops under HS 8471 carry 0% basic customs duty in India under the WTO Information Technology Agreement, but 18% IGST applies on the landed (CIF) value (Deel). Decide before shipping whether your company prepays these taxes or the employee pays them at delivery.

For a remote hire, prepaying (DDP, or "bill duties to sender" with the carrier) avoids asking a new employee to pay several hundred dollars in tax on company equipment. Under DAP, the carrier collects IGST and its clearance fees from the employee before release. Either way, declare the real value: if the declared value looks too low, customs may reassess it.

How to check it worked: the booking shows who is billed for duties and taxes, and the amount is approved internally.

Step 6: Pack the laptop and label the lithium battery

A laptop travels with its lithium-ion battery installed, which makes it a regulated item for air transport. Most business laptops use batteries of 100 Wh or less, which fall under the simplified rules for batteries contained in equipment. Pack it so it cannot move or switch on, and label it the way the carrier expects.

Under IATA Packing Instruction 967, Section II applies to lithium-ion batteries of 100 Wh or less contained in equipment (DHL guide, IATA DGR). In practice:

1. Switch the laptop off completely (not in sleep mode) and pack it with its charger.
2. Use a rigid box with cushioning on all sides, ideally the original packaging inside a second carton.
3. Declare the lithium battery when booking; the carrier adds the UN3481 handling mark and the statement required on the air waybill.

How to check it worked: the carrier has accepted the booking with the lithium battery declared.

Step 7: Track customs clearance and release

Once the parcel lands in India, clearance starts after the KYC check and the tax assessment. Most holds at this stage have a simple cause: a KYC document not yet uploaded, a name mismatch or a query on the declared value. Follow the tracking daily and reply to carrier requests the same day.

Ask the employee to confirm receipt and power on the device on arrival, and check in your MDM that it has checked in from the new location. Keep the invoice, the air waybill and the tax receipt: you will need them if the device is later returned or sent for repair.

How to check it worked: the device is delivered, powered on and reporting in your MDM console.

Common mistakes and how to fix them

Most failed shipments to India trace back to a handful of avoidable errors made before pickup. The table below lists the ones that come up most often, what causes them and how to fix them.

Going further

Repairs and returns follow their own rules. A device sent abroad for repair and then brought back into India does not require a restricted-import licence (Afleo), but keep the original shipping and tax documents so the return is easy to prove.

At scale, shipping from the US one device at a time becomes slow and expensive. Companies hiring several people in India often switch to sourcing laptops locally, which removes the import step entirely. Fleet delivers IT equipment to employees in more than 150 countries, pre-enrolled in your MDM, through local suppliers (Fleet).

For the general method that applies to any destination, see our guide on how to ship a laptop to a remote employee.

Recap checklist

• One laptop per consignment, BIS registration number checked
• Device enrolled in MDM and encrypted, serial number recorded
• Employee's KYC document collected, name matching the booking
• Commercial invoice complete, EEI filed if above $2,500
• Duties and taxes: DDP or DAP decided and budgeted
• Lithium battery declared, laptop packed switched off
• Clearance tracked, delivery confirmed in MDM

Simplify laptop shipping to India with Fleet

Getting a laptop from the US to an employee in India doesn't have to mean checking BIS registrations, chasing KYC documents, filing export paperwork and budgeting 18% IGST yourself. You can do it manually, but every step adds time, risk and extra work.

Fleet runs the entire process end to end in one platform, across 150+ countries, from the moment someone signs their offer to the day they leave:

• Local sourcing: buy or lease Macs and PCs from Fleet's catalogue, sourced locally so the import restrictions, customs and taxes of a cross-border shipment drop out of the process
• Fast delivery: devices are delivered to employees in India and 150+ countries in under 5 days
• Ready on day one: laptops arrive pre-configured, with the employee's tools installed and your security policies enforced through Fleet's MDM
• Real-time visibility: every device, every employee and every security status tracked in one dashboard, connected to your HR tools
• Onboarding and offboarding in a few clicks: order a device when someone joins; when they leave, transfer it to a colleague or let Fleet retrieve, wipe, store and redeploy it locally
• IT support on Slack: your employees get help with device issues, replacements and access changes where they already work

Book a demo and see how Fleet helps you equip teams in India and beyond.

FAQ

How much customs duty do I pay on a laptop shipped to India?

Basic customs duty on laptops is 0%, but 18% IGST applies on the CIF value, meaning the device price plus freight and insurance. The carrier may also charge a clearance or disbursement fee. Declaring the real value avoids a reassessment by customs.

Can I send several laptops to India in one box?

Only with an IMS authorisation from the DGFT. The licensing exemption covers a single laptop sent by post or courier. For several devices in one consignment, the importer must apply for authorisation on the DGFT portal before shipping.

Does the employee have to pay customs fees?

Not if your company prepays duties and taxes when booking (DDP). Under DAP, the carrier asks the employee to pay IGST and fees before releasing the parcel, which is a poor experience for a new hire receiving company equipment.

Can I ship a used or refurbished laptop to India?

Yes, but the same rules apply. Under the BIS registration order, repaired, refurbished and second-hand items also require registration if the product category is notified, which is the case for laptops. Declare the device's current value, not zero.

Conclusion

A laptop reaches an employee in India without trouble when the shipment is prepared as a single-unit courier import, with a registered model, matching KYC, a complete invoice and taxes settled upfront.