Michael Turner
Recommendation: Place the desktop or laptop in a certified hard-shell transit case with a minimum of 2 in (50 mm) closed-cell foam around every surface, remove the graphics card and any removable drives, pack those components in anti-static bags with 2–3 layers of cushioning, seal the case in heavy-duty polyethylene and label it FRAGILE and “Electronic Equipment”.
For tower systems: secure the motherboard to the chassis base, brace the GPU slot with foam blocks, immobilize heatsinks and fans, and use drive caddies or remove spinning HDDs and pack them separately in padded enclosures. For laptops: power down, remove any detachable battery where possible, place the unit in an anti-static sleeve, and add silica gel packs to limit salt-air corrosion. Avoid placing pressure on PCBs or cooling fins; use layered cushioning to prevent point loads.
Select a carrier offering maritime freight with tracking, door-to-door service or roll-on/roll-off options, declared valuation and available insurance. For high-value systems request a shock-data logger or GPS tracker and, if the route includes heavy handling, place the transit case inside a strapped wooden crate. Photograph serial numbers and packed condition, and retain invoices and an itemized commercial declaration for customs clearance.
Batteries require attention: lithium-ion cells under 100 Wh typically move without special paperwork, cells from 100–160 Wh need carrier approval, and cells above 160 Wh normally require dangerous-goods documentation. Verify the carrier’s hazardous-goods policy, provide battery datasheets or MSDS on request, and follow passenger-vessel rules for on-deck or in-cabin storage if applicable. When uncertain, remove batteries and handle them as a separate shipment or personal possession per carrier rules.
Perform a full backup and note serial numbers before packing; photograph internal component layout. Insure for full replacement value, opt for signature-on-delivery or terminal-hold to reduce unmonitored handling, and include desiccants plus corrosion-inhibiting wraps inside the sealed package. Small investments–foam inserts, anti-static bags, desiccants and a shock logger–significantly lower the risk of mechanical damage and salt-induced corrosion during a multiweek crossing.
Move a PC by ship inside a hard-shell suitcase: exact packing protocol
Place the desktop chassis in a rigid-shell case with minimum 50 mm closed-cell foam clearance on all sides; secure chassis to the base with two 25 mm nylon straps and a 3 mm plywood spreader plate; include three 60 g silica-gel sachets and a humidity indicator card inside the case.
Remove heavy and protruding items: GPU, large air cooler, optical drives and external expansion cards; pack each component in anti-static bags with 20–30 mm of foam padding, use corner protectors for GPUs and tape exposed connectors with Kapton.
For liquid-cooled rigs fully drain the loop, cap fittings, and store tubing/blocks separately in sealed plastic tubs with absorbent material; label tubs “COOLANT” and place inside foam compartments to avoid contact with electronics.
Mass storage and motherboard: fasten motherboard to a rigid tray using standard standoffs, wrap in anti-static foam and enclose in a moisture-barrier bag with 5–10 g silica per litre of void; mount drives in padded boxes to prevent spindle shock (target <5 g peak shock).
Battery rules: keep spare lithium-ion cells in cabin; installed batteries ≤100 Wh can remain in the device but spares must be in original packaging or insulated terminals; cells 100–160 Wh need carrier approval and must be declared on paperwork.
Weight and dimensions: aim for a gross case weight ≤23 kg (50 lb) when possible to reduce manual handling; center heavy mass along the suitcase length to reduce torque during drops; external size for carry options commonly 55×40×20 cm for laptops/small systems.
Shock and moisture mitigation: use 25 mm egg-crate foam around corners and a 10 mm layer of closed-cell foam directly contacting the chassis; double-wrap the whole assembly in a sealed polyethylene bag with desiccant; allow 24 hours acclimatisation after cold-to-warm transfers before powering up.
Marking, inventory and insurance: attach a waterproof inventory sheet inside a sealed envelope, place a visible “FRAGILE – ELECTRONICS” sticker outside and buy transit insurance equal to replacement cost; verify carrier declared-value limits and request handling notes on the booking.
When cabin carriage is possible, keep the unit as a carry item to avoid heavy handling; select robust carry cases – examples of sturdy polycarbonate shells are listed at best luggage for teenage girls.
Store non-electronic items separately and avoid stacking heavy household goods on top of the case; for compact appliance sizing and stowage ideas consult best freestanding slimline dishwashers.
Check carrier and maritime baggage rules, weight limits, and battery restrictions
Verify the carrier’s official baggage and hazardous-goods pages and obtain written confirmation (PDF or email screenshot) of acceptance rules and any special handling codes before booking or handing over items.
Weight, size and piece limits – hard numbers
Common passenger-transport defaults: checked pieces are usually limited to 23 kg (50 lb) for standard fares and 32 kg (70 lb) for heavy/oversize pieces; linear dimension limit is often 158 cm (L+W+H). Overweight (>32 kg) or oversized (>158 cm) pieces are frequently refused as standard checked baggage and must be handled as freight/cargo with advance notice and extra charges. Cargo/carrier pallet or container shipments accept heavier single items but require booking with a freight forwarder and declaration of gross mass (KG) and dimensions (CM). Confirm per-carrier published thresholds – some operators set a 20 kg per-piece rule for economy-class checked items, while others permit 30–32 kg.
Battery classification, allowable limits and packing actions
Lithium-ion batteries: cells/batteries ≤100 Wh may remain installed in equipment or be carried spare in a carry-on-type item; spare batteries are almost always forbidden in checked stowage. Batteries >100 Wh and ≤160 Wh require carrier approval (commonly limited to two spare batteries per passenger) and must be declared; batteries >160 Wh are normally forbidden on passenger services. Lithium-metal (non-rechargeable) batteries are subject to a lithium-content limit (typical allowance ≤2 g lithium content per cell for carriage in passenger cabins) and are usually prohibited as spares in checked baggage.
Packing actions to follow: remove internal battery where practical and carry the device with battery installed in cabin/hand-carried items when passenger rules apply; for spare batteries use individual insulating covers, tape exposed terminals, place each battery in a separate plastic bag or original retail packaging, and keep them in hand-carried items. Set battery state-of-charge to about 30–50% for any shipment that will be stored. For commercial or freight shipments, classify as UN3480 (cells/batteries alone) or UN3481 (packed with/contained in equipment), complete Dangerous Goods paperwork if required, use tested UN-compliant inner/outer packaging, and attach the correct lithium battery handling labels and shipper declarations per IATA DGR (air) or IMDG Code (maritime).
If carrier policy is ambiguous, request a written exception or refusal in advance and retain that document at hand during check-in or pickup; failure to declare restricted batteries can cause seizure, fines, or refusal of carriage.
Remove and pack sensitive components (GPU, drives, CPU cooler) in anti-static bags
Remove the GPU, all storage drives and the CPU cooler and place each item into individual metallized shielding anti-static bags (shielding type with a static dissipative interior). Seal bags with their zipper or heat-seal and include a 2–5 g silica-gel packet per bag for drives and cooling assemblies.
Ground hands before handling: use an anti-static wrist strap connected to chassis ground or touch a grounded metal surface for several seconds. Handle PCBs by the edges; avoid contact with solder joints, capacitors and connector pins.
GPU protection: cover PCIe connector with a foam or rubber cap; insert the card into a bag long enough to fully enclose the cooler and bracket. Place the bagged GPU inside a double layer of cushioning (25–50 mm closed-cell foam or heavy bubble wrap) and immobilize with non-conductive straps. Note card length and thickness when selecting the inner padding to prevent PCB flex.
3.5″ HDDs: use shielded bag plus an inner foam cradle that supports all faces; maintain drive orientation flat and immobilized. For mechanical drives, add two 3–5 g desiccant packs and at least 20–30 mm of shock-absorbing foam on each face. Mark bag “Fragile – mechanical drive”.
2.5″ SSDs and M.2 modules: place SSDs in shielded bags and stick M.2 into original anti-static carrier or small shielded pouch. Use 5–10 mm foam padding and a single 1–2 g desiccant pack for each pouch.
Air cooler (heatsink + fan): remove fans from the heatsink; bag fans and heatsink separately. Wrap heatsink fins with a single anti-static bag, then cushion with 20–30 mm soft foam to prevent fin bending. Secure fan blades to prevent rotation during movement.
AIO liquid coolers: drain and cap lines if feasible according to manufacturer guidance; if left assembled, place pump/block and radiator each in separate shielded bags with desiccant and double padding. Check carrier liquid restrictions before deciding to ship filled units.
Screws, mounting hardware and small brackets: group in labeled zip bags and place inside one larger anti-static bag or a rigid pillbox; affix label describing component origin (e.g., “GPU bracket”, “CPU backplate”). Use clear labeling for quick reassembly.
| Component | Recommended bag size (mm) | Silica gel (g) | Foam padding (mm) | Notes |
|---|---|---|---|---|
| GPU (full‑length) | 380 × 140 | 2–5 | 25–50 | Protect PCIe connector with cap; immobilize to prevent PCB flex |
| 3.5″ HDD | 180 × 140 | 3–5 | 20–30 | Use foam cradle; label as mechanical drive |
| 2.5″ SSD | 140 × 100 | 1–2 | 5–10 | Original tray preferred for M.2 modules |
| CPU (chip only) | 80 × 80 | 0.5–1 | 5–10 | Place in OEM plastic carrier, then bag |
| Air heatsink | 300 × 200 | 1–2 | 20–30 | Bag heatsink separate from fans to avoid blade damage |
| AIO radiator | 400 × 200 | 2–5 | 25–50 | Drain if required; cap fittings when drained |
Final organization: place bagged components into a rigid box with internal dividers or dedicated compartments to prevent contact. Affix external labels listing contents and handling marks. Retain original packaging where possible for best fit and protection.
Protect the case: rigid box, internal bracing, shock-absorbing and waterproof layers
Place the PC chassis inside an ATA-300 flight case or a custom 18 mm birch-plywood crate with an internal suspension frame and a three-layer damping stack: 6–10 mm closed-cell neoprene, 50–75 mm high-density polyethylene (EPE) foam (30–60 kg/m³), and 20–30 mm convoluted anti‑static polyurethane foam.
Materials and specifications
- Outer box: ATA-300 flight case or 18 mm marine-grade birch plywood with aluminum edge rails. Internal dimensions at least 50 mm larger than chassis on every side.
- Primary damping layer: EPE or cross-linked polyethylene foam, 50–75 mm thick, density 30–60 kg/m³. Cut to form a snug cradle.
- Secondary interface: closed-cell neoprene sheet, 6–10 mm thick, shore A 40–60 for vibration isolation.
- Contact layer: convoluted anti‑static PU foam (20–30 mm) to eliminate point loads and prevent abrasion to paint/trim.
- Isolation mounts: Sorbothane hemispheres or elastomer isolators, 8–15 mm deflection capacity, durometer 40–70 Shore A; four to six points under a bolted tray.
- Waterproofing: 6 mil (0.15 mm) polyethylene vapor barrier bag or Mylar moisture-barrier bag, with heat-sealed or taped seam.
- Desiccants: silica gel pouches, 50 g each – 3–5 pouches for a mid-tower, 5–10 for a full tower; indicator-type if reconditioning is planned.
- Fastening: stainless steel bolts and L‑brackets for internal frame; ratchet straps or cam-lock hardware to secure sled to the crate.
Packing procedure
- Build a rigid internal sled sized to the chassis base; bolt the sled to corner blocks that are bolted to the crate floor, not just glued.
- Mount elastomer isolators between sled and crate floor: place one at each corner and one at the center for long chassis. Use Sorbothane or purpose-made vibration mounts rated for the total mass (sum of mount load ratings ≥ chassis mass).
- Line crate interior with 6–10 mm neoprene sheet, then fit the EPE cradle so the chassis sits suspended with ~50–75 mm of foam around all faces; ensure no metal-to-wood contact.
- Apply 20–30 mm convoluted anti‑static foam against the chassis exterior where cables or ports could rub; compress foam slightly to maintain a friction fit without deforming panels.
- Place desiccant pouches inside the vapor-barrier bag together with the chassis; vacuum-seal or heat-seal the bag if possible. If vacuum-sealing is not feasible, remove air by rolling and tape the seam with 50 mm poly tape.
- Close the crate and run a bead of polyurethane or silicone sealant along internal seams; fasten lid with stainless steel screws and apply edge gasket or 6 mm closed-cell EPDM for a watertight joint.
- Secure lid with cam-locks or padlocks; attach shock/tilt indicators and a “Fragile / This Side Up” label. Mark crate weight and center-of-gravity location for stowage planning.
- Perform a short drop-and-shake test from 30–50 cm onto a padded surface to verify no significant movement; inspect mounts and foam for compression set and adjust if required.
- For combined moisture and impact protection, adopt double-barrier packing: chassis in a vapor-barrier bag inside the foam cradle, then the sealed crate.
- For long transits with multiple handling events, increase foam thickness and add corner blocks to resist puncture and compression creep.
Prepare documentation: serial numbers, declaration, insurance, and customs forms
Inventory & evidentiary files
Compile a single-line CSV and two printed copies listing each component: Item (case, mobo, GPU, CPU, PSU, SSD/HDD, RAM, cooler), Manufacturer, Model, Serial, SKU, InvoiceNo, PurchaseDate (YYYY-MM-DD), PurchasePrice (USD), DeclaredValue (USD), Condition, and ContainerLocation. Name photo files with the same InvoiceNo and Serial (example: 20240201_INV12345_SN98765.jpg). Keep timestamped photos of serial stickers, a powered-on screenshot showing OS date, and a 1080p unboxing video with visible calendar/timecode; store all originals in a dated compressed archive (.zip) and email a copy to recipient and personal account with SHA256 checksum in the message body.
Affix one printed inventory and a waterproof copy of the photo set inside the case package; retain one signed printed copy and the digital archive on a USB in carry documents. Include a short owner’s declaration (two sentences) on company letterhead or personal stationary: name, passport number, item list reference (CSV filename), declared total value (USD), signature, date – keep originals and scanned PDF.
Customs forms, carrier paperwork & insurance specifics
For temporary export/import: obtain an ATA Carnet when items are for trade shows, demos, or professional use; valid up to 12 months and issued by local chambers of commerce. For personal temporary removal and re-entry (US example), request CBP Form 4457 or equivalent from the originating country’s customs to avoid re-import duties; secure the stamped copy on departure and return. For permanent shipment or sale, prepare a Commercial Invoice and detailed Packing List; include HS code 8471.50 (computers) where required and declare currency as USD.
Ensure the sea carrier’s Bill of Lading / Sea Waybill lists an itemized description, declared value, weight, and container number; request the original B/L when consignment requires release at destination. If a customs broker is used, provide the broker with the CSV, invoices, passport ID page, and owner’s declaration at least 48 hours before arrival to prevent clearing delays and demurrage fees.
Buy marine cargo insurance with “All Risks” coverage naming serial numbers on the policy endorsement; insure for 110–125% of replacement cost (purchase price + expected taxes and freight). Require a certificate of insurance showing policy number, insurer contact, coverage dates, deductible (recommend under USD 500), and claims process. For clinicians or those with professional exposure, verify umbrella/secondary policy limits and compatibility with cargo policies – see best umbrella insurance for doctors.
For claims readiness: keep originals of purchase receipts, the signed owner’s declaration, photos, B/L/Sea Waybill, insurance certificate, and any customs stamps. When filing, provide serial-numbered inventory, timestamped media, checksum of archived files, and a copy of the carrier’s loss/damage report; expect insurer requests within 7–14 days of notice and prepare immediate written notice to both carrier and insurer to preserve claim rights.
