How to Send IT Equipment to Canada
Looking to send Laptops or other IT equipment to your remote teams in Canada? ZenAdmin simplifies IT procurement, leasing, management, shipping, and compliance across borders. Learn how to seamlessly manage logistics, customs, and IT outsourcing for your remote team in Canada.
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As global remote work continues to expand, more businesses are hiring and onboarding distributed teams across Canada, especially in fast-growing tech and service hubs like Toronto, Calgary, and Ottawa. To enable productivity from day one, companies often need to send essential IT equipment, such as laptops, PCs, smartphones, tablets, to employees, contractors, or field teams working remotely.
However, shipping IT hardware internationally is rarely simple. Organizations must navigate customs rules, import duties, documentation requirements, logistics timelines, and country-specific compliance regulations, which can cause delays and unexpected costs.
This guide breaks down everything you need to know about how to send IT equipment to Canada, including documentation, customs duties, shipping options, delivery timelines, and best practices, plus how platforms like ours can simplify the process with end-to-end device procurement, deployment, and tracking.
- Remote-first hiring is on the rise in Canada, with more global companies building distributed teams here.
- Businesses are onboarding Software engineer, DevOps engineer, Data scientist, Cybersecurity analyst, Product manager, UX/UI designer, Marketing manager, Customer success manager, Technical support specialist, Financial analyst fully remotely and need ready-to-use devices from day one.
- Standardized company-issued devices help maintain security, compliance, and performance across a growing remote workforce.
- Companies frequently ship IT equipment to major hubs such as:
- Toronto: Canada's economic powerhouse and financial capital, home to the TSX, Bay Street banks, and tech giants like Shopify in North America's 4th-largest metro economy.
- Calgary: Energy sector leader pivoting to clean tech and fintech, hosting oil majors like Suncor alongside logistics and startups with low taxes and rapid diversification.
- Ottawa: National capital and tech innovation center (Canada's "Silicon Valley North"), powering cybersecurity, AI, and government contracting with Shopify and Nokia hubs.
- These cities combine strong internet infrastructure, experienced tech talent, and favorable business ecosystems, making them ideal locations for remote and hybrid teams.
- Global companies across multiple sectors are building teams in Canada, including:
- Information technology, software, and gaming
- Professional services (consulting, business operations)
- Finance, banking, and insurance services
- Marketing, media, and digital content (and more)
- Roles in engineering, product, customer support, sales, and operations often require company-provided laptops, monitors, and accessories to connect securely to internal tools and systems.
Laptops
- Supported brands: Apple, Dell, HP, Lenovo, Asus, Acer, Microsoft (Surface)
- Ideal for engineering, design, support, and business teams
- Pre-configurable with OS, security policies, and MDM before shipping
Monitors
- Available screen sizes: 21.5", 22", 23.8", 24", 25", 27", 28", 29" (ultrawide), 31.5", 32", 34" (ultrawide)
- Includes portable travel monitors and full-size displays
- Recommended for roles requiring multi-screen productivity
Phones & Tablets
- Corporate use for field teams, logistics, on-site personnel & sales reps
- Compatible with eSIM/local SIM depending on carrier rules
- Available models: iOS / Android / Enterprise-rugged devices
Essential Accessories
- Frequently shipped peripherals include:
- Keyboards & mice
- Headsets & speakers
- Webcams
- Docking stations
- Routers / travel Wi-Fi / data cards
- Ensure compatibility and power standards for Canada
Restricted or Approval-Required Items in Canada
Some equipment may require additional authorization before import:
- Lithium-ion batteries above up to 100 Wh per battery in normal small parcels; 100–160 Wh with operator approval; >160 Wh cargo‑only or refused.
- Network & RF equipment requiring telecom licensing
- Used or refurbished electronic equipment depending on customs rules
- Commercial quantities subject to extra approvals
⚠️ Requirements vary based on customs category and intended use. Always verify documentation and permits for Canada before shipping.
Understanding customs charges is essential before shipping devices into Canada. Import duties and taxes vary based on the type of equipment, declared value, intended use, and documentation accuracy. Below is a quick reference to average charges applied when importing IT hardware.
| Item | Import Duty | VAT / GST | Additional Fees |
|---|---|---|---|
| Laptop | 0% | 5% | 0% |
| Monitor | 0% | 5% | 0% |
| Mobile / Tablet | 0% | 5% | 0% |
| Accessories | 0% | 5% | 0% |
Important Notes
- Charges may vary depending on whether the item is new, used, or refurbished
- Incorrect valuation or paperwork can delay clearance or increase costs
- Bulk imports may require additional permits or business documentation
📌 Tip: Always check updated duty rules for IT equipment before shipping to avoid delays and penalties.
Shipping timelines and costs vary depending on the service level, carrier, shipment weight, and customs clearance speed. Here’s a quick overview of typical delivery expectations when sending IT equipment to Canada
| Shipping Method | Average Time |
|---|---|
| Express Delivery | 1–5 days (worldwide priority) |
| Economy Shipping | 2–10 days (deferred) |
| Sea Freight | 20–45 days |
Shipping costs vary significantly based on device type, quantity, origin country, customs category, and urgency.
Important Notes
- Import rules vary by country and device category
- Incorrect valuation or documentation can delay clearance or lead to rejection
- Some countries restrict used, refurbished, or opened devices
- Bulk imports may require additional permits or business documentation
📌 Always verify country-specific import rules before shipping IT equipment.
Proper packaging is essential when shipping laptops, monitors, and other sensitive IT equipment to Canada, especially when devices contain lithium batteries or fragile display components. Following the right packing standards ensures safe transit, prevents damage, and avoids customs issues or carrier rejection.
Recommended Packaging Materials
Use these as checklist cards or icons:
- Anti-shock padded boxes or original manufacturer packaging
- Bubble wrap, foam inserts, and corner protectors
- Anti-static sleeves for internal components
- Double-layer corrugated outer box for enhanced protection
- Water-resistant sealing tape for humidity protection
- Fragile & lithium battery labels on the outer surface
Add Shipping Insurance
- Always opt for device value coverage to protect against loss, theft, or transit damage
- Insurance is recommended for high-value items like laptops, monitors, and smartphones
- Coverage is typically available through major carriers (UPS, FedEx, DHL) or third-party providers
Lithium Battery Compliance
Most IT equipment contains lithium-ion batteries, which are regulated for air transport. Ensure compliance before shipping to Canada.
- Maximum allowed battery capacity: up to 100 Wh per battery in normal small parcels; 100–160 Wh with operator approval; >160 Wh cargo‑only or refused.
- Devices should be powered off completely before packing
- Batteries must remain installed inside the device (not shipped loose)
- External spare batteries may require additional documentation or packaging
Managing Restrictions & Approvals
- Some carriers require Special Handling (DGR) for laptops, phones, and tablets
- Declare full battery specifications in shipping documents
- Shipments may be rejected if batteries are damaged or exceed the rating allowed for Canada
How it works: Ship company-owned IT devices directly from your headquarters to employees in Canada.
- Maintain standardized device setup & security controls
- Utilize existing IT inventory
- Enables pre-configuration & MDM deployment before shipping
- Higher shipping & customs clearance costs
- Risk of customs delays & approval requirements
- Longer delivery timelines for remote regions
How it works: Buy new devices from authorized resellers or marketplaces within Canada and deliver locally.
- Faster delivery to local cities & remote regions
- Reduced customs duties & import paperwork
- Easy access to regional warranties & service centers
- Pricing variations based on availability
- Limited brand/model consistency across regions
- May require internal logistics coordination
How it works: Full-service partner handles device procurement, deployment, shipping, and returns across Canada.
- Device procurement + delivery + retrieval
- Remote onboarding & offboarding automation
- MDM setup, asset tracking & lifecycle visibility
- Global carrier, customs & insurance handling
- Distributed teams scaling quickly
- Minimizing operational overhead & delays
- Companies looking for automation rather than manual logistics
A single platform to procure, ship, track, manage, and retrieve IT equipment for distributed teams in Canada, without dealing with customs complexities, logistics delays, or manual coordination.
What We Do
- Ship or source IT equipment locally in Canada (new & certified devices)
- End-to-end logistics support including tracking, customs clearance & insurance
- MDM enrollment & security configuration before dispatch
- Asset lifecycle management including retrieval, swaps, upgrades & buyback
- Onboarding & offboarding workflow automation
- Delivery in 2–5 days to major cities like Toronto, Calgary, Ottawa
Why Teams Choose ZenAdmin
- Reduce device delivery time from weeks to days
- Eliminate compliance & customs risk
- Lower operational workload for HR, IT & finance teams
- Maintain full visibility & control of global device inventory