Some office items are delicate and must be handled carefully when shipping them to other places or faraway cities, and laptops are one of them.
You should carefully pack and secure a laptop, whether you own a company that delivers laptops online to their customers or getting one back from remote employees. This will ensure that the laptop reaches its destination safely. How do you do that? Well, these are some of our best tips on how to package a laptop for shipping.
How to Package Your Laptop Securely?
While shipping IT assets, you must ensure that it is as secure as possible. Fragile items like laptops should be packed safely to ensure that they are delivered in the same condition as when they were packaged.
These tips will assist you in packing a laptop for shipment:
1. Choose the Appropriate Box for Packaging
When shipping laptops, you cannot choose any box, especially if you want to avoid any damage on the way to the recipient. You should therefore choose a shipping box that will be big enough to contain the device.
You can use a recycled cardboard box or buy a new one depending on the weight, size, and volume of the item to be shipped. Choose a box that does not have any signs of usage because the laptop has to be packed as securely as possible.
An ideal box should be slightly bigger than the laptop so that there is enough space for the cushioning filler to cover the laptop. Laptops are usually in sizes of 14-16 inches and thus a box size of 18.5 X 14 X 3.5 inch is most appropriate. But you can select with a variation of ± 1 inch.
To avoid the laptop’s movement within the box when shaken, leave at least two inches between it and the box's walls.
Second, you will need a second box to put your laptop in, which is your shipping box if you are looking to have an additional layer of safety for your IT asset shipment. Also, this will help to prevent your laptop from moving when it is in motion. If you do not add this second box, then be sure to add plenty of padding materials.
2. Be Sure to Properly Secure Your Package
Selecting the right shipping box is essential, but you must also include the appropriate packaging supplies to protect your laptop. When it comes to safety, packaging your laptop with bubble wrap, packing peanuts, and plastic wrap are essential.
When choosing packaging supplies for the box in which your laptop will be packed, check the following recommendations:
Cushioning. Using bubble wrap and packing peanuts will protect your laptop from damage and keep it in place during transport.
Plastic wrap. Plastic wrap can ensure the safety of your laptop package, particularly against liquids and moisture. The best way to prevent the device from getting wet is to wrap it in multiple layers of plastic wrap.
It is important that your laptop is packaged in its appropriate box and that it is packed with proper packaging materials to ensure its safe shipping. However, you are not quite there yet.
3. Fill the Empty Spaces in the Box
It is essential that the laptop is securely packed within the box and has no room for it to move during transit. You can use some of these suggestions to fill out empty spaces:
You can add a few layers of used or old newspapers between the device and the box or anywhere there is an empty space. Remote Retrieval provides special padding material in a box for this purpose.
Incorporating cardboard pieces into the package to act as an additional security barrier.
It is a good idea to wrap a clean bed sheet tightly around the laptop if you are at home - you may use second-hand sheets, but they should be clean and presentable. This can result in a bulky package.
4. Be Sure to Properly Label Your Package
Before shipping, ensure that your outer packaging clearly indicates that it contains a lithium-ion battery, if relevant. Additionally, you should include a "fragile" label on the package to avoid damage during transportation.
Most couriers, including FedEx, UPS, and USPS, require you to label the outer packaging of your shipment. This will ensure that anyone handling the package is aware of its content.
You may be subject to a heavy fine, or insurance if something goes wrong without proper or wrong labeling.
5. Find Out What Shipping Restrictions Apply
The majority of courier companies allow customers to ship personal electronics containing lithium-ion batteries, such as laptops. As long as you follow the shipping guidelines, UPS, FedEx, and USPS will allow you to ship lithium-ion batteries.
It’s noteworthy that lithium batteries, regardless of the courier, are considered dangerous goods and should be marked accordingly. A laptop with a lithium-ion battery that has been damaged or is defective cannot be shipped. This condition exists because damaged or defective batteries may cause a fire if exposed to extreme temperatures.
Additional Tips on How to Handle a Laptop Shipping Box
Once the packaging is done, you can follow these additional tips avoid mistakes while getting laptop returned from employees or shipment to remote workers and customers :
1. Perform a Shake Test on the Box
To ensure that the laptop does not move from its position, shake the packing box several times to see if any noises are coming from it. If there are, it suggests that there is a void remaining to be filled in the box. You can fill this by following the tips above i.e. adding cardboard pieces or newspapers, or packaging materials available in the market.
2. Ensure That the Box is Secure
It is important to seal the shipping box once the device is placed inside. Tape the box securely with strong packaging tape.
3. Have Your Laptop Shipping Insured
Packages that are insured against loss, theft, and damage are protected against these risks by the merchant. It is also one of the best methods to ensure your device is protected while in transit. In addition to taking extra precautions, especially when shipping IT assets, it has been estimated that approximately 3-5% of shipments do not arrive at the intended destination because of theft or logistics issues.
Shipments valued up to $100 are delivered for free by most courier companies, including USPS, FedEx, and UPS. In contrast, when it comes to highly valuable items, such as laptops, it is essential to provide additional security with insurance.
4. Battery Check
Prior to placing the battery in the box, it should be examined to ensure that it is not bulging or leaking. Please do not ship the device if the battery is defective. During the transportation of these materials, fire, explosion, or chemical reactions can occur, which can cause the packaging to combust, or if your laptop is being transported along with other items of the courier company then those items will also get damaged.
5. Pack the Accessories Separately
The accessories including charger, data storage devices, input devices, networking accessories, docking stations, security devices, and webcams, should be packaged separately alongside the laptop. Don’t stuff them together in a single shipping box. Even within your organization, this is good practice and allows you to avoid IT asset management pitfalls.
6. Prevent Laptops from Activation
Always ensure that the device’s power is turned off. Moreover, the screen and keyboard should be separated by a thin piece of cardboard during shipping to prevent accidental activation. If the laptop turns ‘ON’ accidentally, then it might overheat, which, in turn, can damage the battery since heat cannot escape due to tight packaging.
7. Track Your Laptop Shipping
The tracking number you receive with your laptop return box order will allow you to track the package. It is possible for you to locate your parcel–right from the shipper’s address until it is delivered to the recipient. To keep your tracking information safe, you are advised not to disclose it to anyone except for the recipient and the shipping company.
Conclusion
The process of shipping laptops is not difficult. As long as you package your laptop securely, you shouldn't have any difficulties in returning it to the intended recipient. Whenever you are shipping a laptop box over long distances, you should know the shipping costs of different couriers and what they charge. This is why Remote Retrieval service is economical and ensures your laptops are returned safely to you.
We hope you find this article helpful for learning about getting a laptop returned by an employee to you.