How To Ship Electronics Safely

Updated May 4, 2023

As we embrace the notion of a workplace that is fully remote or a hybrid between office and remote work, we are seeing a spike in the number of fragile electronics being shipped to employees. Here’s a primer on how to ship electronics safely and securely to your employees.

The “Why” Behind the Growth of Shipping Electronics

Employers are shipping more office technology to employees for myriad reasons. With the current war for talent, employers are supplying employees with printers, headphones, and laptops in tandem with innovative office technology to gain a competitive edge. Shipping delicate laptops that are fully loaded and ready to use from day one boosts employee loyalty and efficiency, as well as reduces technological downtime.

Of course, with pre-installed software often comes tracking software. Apps such as ActivTrak, Time Doctor, Teramind, and Hubstaff all monitor employee time – from watching keystrokes to analysing which programs employees are using. Teramind reported a triple-digit percentage increase in new leads since the pandemic began¹. Hubstaff, too, has seen interest in its product skyrocket.

The Need for Security & Insurance

According to Gartner research, one laptop is stolen every 53 seconds². And nearly 41% of all data breach events from 2005 through 2015 were caused by lost electronics such as laptops, tablets, and smartphones. As a result, it’s important to declare the value of the items being shipped and understand liability limits of electronics shipping from each carrier.

Shipping insurance is one of the shipping services that protects shippers against package theft, lost packages, or damaged packages. If an insured package does not reach its destination or if it is damaged when it’s delivered, then the shipper is reimbursed the declared value of the item or multiple items in the package. Of course, you must also file a claim and provide proof of damage or non-delivery. As you can see from the information below, parcel insurance for a £1,300 laptop, for example, varies by carrier depending on where you’re sending the parcel, the parcel’s weight, and the service used.

Comparison of Shipping Insurance Rates by CarrierRoyal Mail

Royal Mail have standard cover value up to £20, with the option to purchase additional cover up to £2,500 in most cases. You can purchase additional compensation in any Post Office branch either at the counter or on self-service kiosks.

For more information, please refer to Royal Mail’s Postage Compensation page or use their Postage Price Finder tool to calculate estimated shipping costs and additional cover costs for up to 15 parcels.

DPD

DPD include standard parcel protection cover of up to £50 on their services, with the option to cover your parcel up to £5,000 for a small additional fee. For international shipping services, they have introduced a new two-tier option which provides excellent rates with and without cover.

However, DPD do have a list of items they cannot carry at all (prohibited items) and a further list of items they cover for loss not damage. For more information, please refer to DPD Local’s Help Centre, which has information on the estimated cost of parcel protection, as well as which items are prohibited and not eligible for damage cover.

DHL

DHL charge £12 for shipment insurance on items valued up to £800. If your parcel’s total value is greater than £800 (such as for a laptop), then the insurance is 1.5% of the item’s total value.

You can arrange for shipment protection for DHL bookings made online with DHLitNow and DHL by phone, and in-person from DHL Service Points located at DHL Express service centres and Ryman stores. For more information, please refer to DHL’s Insurance and Claims page.

Evri (the new Hermes)

Evri include £20 cover on most items free of additional charge. If your parcel’s estimated value is more than £20 (such as for a laptop), you can increase the value of your cover up to £999. However, Evri do have a list of items they cannot carry at all (prohibited items) and a further list of items they cover for loss not damage.

For more information, please refer to Evri’s Help Centre, which has information on the estimated cost of additional cover, as well as which items are prohibited and not eligible for damage cover.

Shipping Laptops Requires Extra TLC – Tender Labeling Care

As employers have learned, electronics shipping, especially shipping laptops and other fragile electronics, requires extra care. The most important thing to note is that many electronic devices contain lithium-ion batteries. Since lithium batteries are classified as dangerous goods due to their chemistries, cathodes, and electrolytes, the outside package must clearly indicate their presence.

And, if you’re wondering, “what’s the big issue with a lithium battery”? The crucial issue is that a damaged lithium battery can become an electrical and chemical hazard causing burns, shock, and extreme heat. The IATA (International Air Transport Association) requires any shipping packages containing lithium-ion batteries to have durable labels applied to display the correct information and warnings to ensure the safety of the postal service workers handling or exposed to the item in transit³. These labels must be printed on synthetic materials that are tear- and scratch-resistant and have a resilient adhesive necessary for various climate conditions and environments. (Whew!) Plus, you should label your package as “fragile”.

Padding is the Word and the Way to Ship

The number one secret to how to package electronics for shipping is padding. Add bubble wrap or packing peanuts; then add a little more padding to further protect your electronic device, just in case. Electronics, including laptops, often have small parts that can easily break inside the motherboard if not sufficiently protected.

Of course, electronic computer shipping typically requires two boxes: one for the laptop and another for the shipping container. Bubble wrap should surround both box sizes, ensuring that the laptop is secure. Check on the security of your cushioning by gently shaking the box; if you can’t hear or fear anything moving, you are probably safe.

Smart Lockers: The Safer Alternative to Shipping Electronics

After padding, boxing, preparing, dealing with postal service, and insuring a laptop for shipment, it’s easy to see why Parcel Pending by Quadient’s smart parcel lockers are a faster and safer alternative to domestic and international shipping.

Electronics are securely placed into the electronic locker without a need for packaging at all! Employees receive an email or text with a unique barcode when their package is ready for retrieval. In as little as 10 seconds and without waiting for a delivery, employees can retrieve their items on their schedule. Most importantly, they can come to the office knowing they have a package or item in the commercial lockers versus interrupting staff or “checking in” to see if their item has arrived.

In fact, Quadient smart lockers can act as a hub for distribution of more than just sensitive electronics you want to keep safe. In addition to an electronic device, our lockers also work for electronic badges, parking passes, documents, keys, and more. And with Quadient’s Web Tracking System, you can track exactly who has picked up the asset, when, and if any items go “stale.”

In this era of hybrid work and “hot desking” where workers no longer have a dedicated desk, smart lockers also work as a safe storage area. “Everyone wants to control their personal effects,” explains Jeffrey Gay, an architect, and designer for MOI⁴. “With the open office colliding with the hybrid workplace, you don’t always know who is in the space. You want to know that your things are safely locked away.”

As our way of working continues to evolve, the ability to safely and securely exchange electronics, personal items, documents, and keys are paramount. Smart lockers allow for quick and easy retrieval of laptops, electronic goods, documents, and more.

Sources:

1. Morrison, Sara. “Just because you’re working from home doesn’t mean your boss isn’t watching you.” Vox, April 2, 2020. https://www.vox.com/recode/2020/4/2/21195584/coronavirus-remote-work-from-home-employee-monitoring
2. Olenski, Steve. “Is The Data On Your Business’ Digital Devices Safe?” Forbes, December 8, 2017. https://www.forbes.com/sites/steveolenski/2017/12/08/is-the-data-on-your-business-digital-devices-safe/?sh=5806d4f74c6a.
3. “Your Durable Label Applications.” Smith Corona, n.d. https://www.smithcorona.com/blog/durable-label-applications/
4. Proctor, Carolyn M. “Post-Covid offices are bringing in welcome design changes.” Washington Business Journal, July 16, 2021. https://www.bizjournals.com/washington/news/2021/07/16/post-covid-office-design-changes.html