How Much Does It Cost to Ship Work-from-Home Equipment in 2025?

Outfitting remote employees isn’t just about sending laptops anymore. In 2025, companies are grappling with rising costs and complex logistics when shipping remote employee equipment — and remote work continues to grow. According to Robert Half’s Remote Work Statistics and Trends for 2025, hybrid and remote job postings have really skyrocketed across major U.S. industries. Whether you’re sending a single laptop or a full home office kit across town—or across the globe—knowing how much it costs to ship work-from-home equipment is critical. Hidden fees, customs, packaging, and insurance all add up, and mistakes can delay employees from starting work as well as lead to increased expenses.

In this guide, we’ll break down domestic and international shipping costs, uncover hidden charges, provide best practices, and show how Retriever makes shipping and managing remote employee equipment seamless.

Cost Breakdown: Domestic Laptop Returns

Courier price charts only show part of the story. When IT teams handle laptop returns themselves, the hidden costs of time, materials, and failed returns quickly stack up.

DIY Laptop Returns — Typical Costs

IT Time (≈2.5–5 hours per laptop at $50/hr)

Ordering boxes: $8.33
Receiving and managing boxes: $12.50
Creating outbound label: $4.17
Creating return label: $4.17
Communicating with the employee: $8.33
Dropping off shipment: $16.67
Processing employee reimbursement: $12.50
Time Subtotal: $125–$250

Packaging & Materials

Shipping box with foam padding: $23.99
Tape and corner protection: $5.98
Packaging Subtotal: $29.97

Postage (UPS, FedEx, and USPS rates)

Outbound shipping: $20.85–$27.13
Inbound shipping: $20.85–$27.16
Postage Subtotal: $41.70–$54.29

Total DIY Cost per Laptop: $196.67–$334.26

Beyond dollars, the average employee return rate hovers around 45%, and companies wait roughly two weeks to get a device back. That means the effective cost per successfully recovered laptop jumps to about $302.57–$514.25 when factoring in lost or unreturned equipment.

How Retriever Changes the Math

When you compare these DIY costs and delays to Retriever’s streamlined process, the savings in time, money, and hassle become immediately clear.

• Huge IT time savings: First-time setup takes only a few minutes, and subsequent returns can be placed in under 30 seconds through the Retriever dashboard.

• Higher return success: Return rates average 97%+, compared to roughly 45% when companies manage returns themselves — dramatically lowering the effective cost per recovered laptop.

• Faster turnaround: Laptop return kits arrive at the employee within 2–3 days, with laptops returned within 7 days.

• Predictable, all-in pricing: Prepaid packaging, included labels, insured shipping, and stage-by-stage tracking reduce damages, lost shipments, and costly surprises.

Cost: $75–$95 per laptop — all-in, with no hidden labor or shipping fees.

With Retriever, IT teams gain a faster, more reliable, and far more cost-effective process for every laptop return.

Here’s how the real costs of DIY laptop returns stack up against Retriever’s managed process. The table below breaks down IT labor, packaging, postage, success rates, and turnaround times—making it easy to see how Retriever delivers lower effective costs and faster, more reliable results.

Category	DIY	Retriever
IT Time	≈2.5–5 hrs per laptop @ $50/hr ($125–$250)	First-time setup: 3 min Subsequent returns <30 sec
Packaging & Materials	Box with minimal protection	Box with foam + tape & protection
Postage	UPS/FedEx/USPS rates ($42–$54)	Prepaid shipping labels included
Total Cost per Laptop	$197–$334 (includes IT labor)	$75–$95
Return Rate	≈45%	97%+
Turnaround Time	≈2+ weeks	7 days
Customer Support	Internal IT handles	Dedicated/Responsive support
Predictability & Compliance	Variable; risk of lost/damaged shipments	Prepaid kits, tracking, insured & compliant

Hidden Costs to Watch Out For

Even the best-planned shipments can carry unexpected expenses. Here’s what IT teams should keep in mind:

• Customs fees and duties – International shipments may add upto 100% extra costs depending on the destination.

• Lost or damaged items – Roughly 11% of goods arrive at distribution centers already damaged (ParcelIndustry). For high-value laptops and monitors, insurance typically costs 0.5–1% of the item value; premium coverage can reach 2–3%.

• Replacement logistics – Damaged devices need reshipping, adding time and cost.

• Special handling – Lithium batteries and delicate electronics require compliant packaging, which can increase carrier fees.

💡 Pro tip: Using a trusted partner like Retriever minimizes these hidden costs with fully insured, compliant international shipping and secure handling at every stage.

Best Practices for Shipping Remote Employee Equipment

Safe, cost-effective shipments require planning and attention to detail. Top tips IT teams should rely on:

• Use snug, protective packaging – Fill gaps with foam or air pillows, double-box fragile electronics.

• Label clearly – Include “Fragile” stickers, return addresses, and internal contact info.

• Choose the right courier – Compare USPS, UPS, FedEx, or 3PLs for cost, speed, and reliability.

• Insure valuable items – Protect laptops, monitors, and accessories with the appropriate coverage.

• Plan ahead – Standard shipping is usually cheaper and more predictable than last-minute overnight services.

💡 Pro tip: Retriever streamlines all of this with prepaid, trackable return kits, stage-by-stage visibility, and expert handling so IT teams avoid surprises and keep costs predictable.

Retriever’s Advantage

Managing shipments and returns for remote teams can be complicated, but Retriever makes it simple and reliable. Here’s how we help companies save time, reduce risk, and streamline equipment management:

• Laptop Returns – Retrieving laptops from offboarded employees is more often than not a headache. Retriever eliminates the guesswork with prepaid shipping kits, automated email reminders, and full tracking visibility. Employees can return devices easily, while IT teams gain full oversight. Learn more on our Laptop Returns page.

• Warehousing & Redeployment – Not every laptop is ready to retire after a single use. Retriever securely stores, cleans, repairs, and provisions laptops, monitors, and accessories, allowing on-demand redeployment to new employees or projects. Through the Retriever Dashboard, companies gain complete lifecycle visibility into which devices are stored, ready for redeployment, or already in use—and can trigger redeployment with just a few clicks. Check out our services.

• Laptop Disposal & Data Destruction – End-of-life devices carry sensitive data and environmental responsibilities. Retriever ensures secure data erasure, compliant destruction, and environmentally conscious disposal, giving companies peace of mind. See Laptop Disposal.

• Global Expertise – Retriever provides retrieval and deployment services across the United Kingdom (including Ireland and Scotland), Germany, Netherlands, Spain, and Mexico. Shipments to or from the United States, Canada, and Great Britain can be handled self-service via our website or Enterprise platform. We manage customs, packaging, insurance, and tracking, ensuring devices arrive safely, on time, and with minimal hassle.

With Retriever, companies gain more than just a courier—they get end-to-end support, full visibility into equipment location, and reduced shipping costs for remote employees in 2025. From the first laptop shipped to the final device securely returned or redeployed, Retriever streamlines every step.

Shipping Work-from-Home Equipment FAQ 2025

Q1: How much does it cost to return a laptop in 2025?
Doing it yourself can cost $197–$334 per laptop once labor, packaging, and labels are factored in. Retriever simplifies this with flat-rate insured kits, 97%+ return success, and just 3 minutes of IT setup.

Q2: What’s the cheapest way to send equipment internationally?
Plan ahead, consolidate shipments, and compare courier rates. Retriever’s managed service often beats one-off courier costs by reducing labor and hidden fees.

Q3: Do I need insurance when shipping computers to employees?
Yes. High-value or fragile devices should always be insured. Standard insurance runs 0.5–1% of the item’s value, with premium options at 2–3%.

Q4: How can companies manage equipment returns from remote workers?
Prepaid shipping kits, tracking, and automated reminders are essential. Retriever handles this end-to-end with full visibility.

Q5: What’s the difference between using a courier vs. a managed service like Retriever?
Couriers only ship. Managed services like Retriever handle packaging, insurance, tracking, communication, and returns—reducing errors, risk, and overall costs.

Q6: How long does it take to get devices back from remote employees?
DIY returns can take up to 2 weeks due to shipping delays, lost labels, and follow-ups. Retriever’s managed service typically retrieves devices in 7 days, with full tracking updates and automated reminders—so IT teams can focus on more strategic work.

Final Thoughts on Shipping Work-from-Home Equipment Costs

Shipping remote employee equipment in 2025 goes far beyond paying postage. Even domestic shipments can become costly when you factor in insurance, packaging, and mishandling—while international deliveries, full home office kits, and fragile monitors add complexity, hidden fees, and customs headaches.

Retriever removes the guesswork. With end-to-end visibility, prepaid and trackable shipping kits, automated reminders, and secure handling at every step, companies save time, reduce risk, and lower overall shipping costs. From deploying a new laptop to retrieving, redeploying, or securely disposing of devices, Retriever simplifies the entire process, giving IT teams full control and peace of mind.

Discover how Retriever can handle all your remote employee equipment logistics—seamlessly, safely, and efficiently. Discover our Laptop Return Services today!