A look at the most common successes and pitfalls when transporting equipment like servers, satellite antennas, or sensitive electronic components.
Shipping sensitive and high-value goods demands heightened attention to packaging, documentation, transportation, and final delivery to preserve the integrity of the cargo at every stage. That’s why at Aerodoc, we’ve outlined the key DOs and DON’Ts that every logistics provider—and their customers—should understand when moving expensive electronic equipment.
Modern technology products—such as servers, telecommunications equipment, and satellite components—are often extremely sensitive to shocks, vibrations, and poor environmental conditions. Even minimal physical damage or exposure to suboptimal humidity or temperature levels can lead to operational failure or a decline in performance.
That’s why protecting these items during transport and storage is absolutely necessary. When dealing with tech shipments, precision and discipline in handling are what separate a delivery that meets expectations from one that creates setbacks.
What It Takes to Keep Shipments on Track
Proper packaging is the first line of defense in protecting sensitive electronic equipment during transit. Below are a few proven packing practices that help reduce risks and keep hardware intact:
Use High-Grade Cushioning Materials
Use polyethylene foam, high-density foam panels, or other specialized padding to reduce shock and vibration. These materials help absorb impact from drops or abrupt movements, lowering the chances of physical damage during handling and transit. For added protection, air cushions and foam corner guards can reinforce the most exposed parts of the equipment.
Choose Sturdy, Custom-Fit Boxes
Choose reinforced multi-layer cardboard or custom wooden crates specifically designed for heavy electronics. The container must have the strength to hold the weight of the equipment and withstand stacking pressure. When available, use the original manufacturer’s packaging—it’s often engineered to fit and protect the device with precision.
For oversized or heavy gear, consider custom-built wooden crates with padded interiors to keep the equipment securely in place. Any empty space inside should be filled with foam, airbags, or other protective materials to prevent movement during transit.
“When dealing with high-value equipment, we build crates for our customers,” says Maria Carolina Muller, VP of Business Development. “For instance, if we’re shipping a satellite antenna, we’ll use a wooden crate. But some countries won’t allow wooden crates unless they’ve been properly fumigated and stamped. If those requirements aren’t met, there can be issues upon arrival.”
“It’s also important to consider packaging from the import side,” Muller adds. “Take a computer, for example—if it includes a power source that can’t be imported into a specific country, we run a physical inspection beforehand and re-pack the device accordingly. We remove the cable that isn’t allowed, so the shipment can move forward without delays.”
Anti-Static Protection for Electronic Components
Place circuit boards, memory modules, and other sensitive parts inside electrostatic discharge (ESD) bags before packing. These components are highly vulnerable to static electricity, which can cause permanent damage to integrated circuits. ESD bags act as a shield, preventing static buildup and protecting the hardware throughout the shipping process.
Weather-Resistant, Sealed Packaging
Make sure the packaging is either waterproof or tightly sealed to block out dust and moisture, especially during international shipments where cargo may be exposed to rain or salt air. Use shrink wrap or waterproof covers over the box when humidity is a concern. This is especially important for devices with parts that may corrode or short-circuit if exposed to moisture.
Clear Handling and Orientation Labels
Apply visible labels such as “Fragile,” “Handle with Care,” “This Side Up,” and other standard international handling symbols on different sides of the package. Proper labeling alerts everyone involved in the logistics chain to the delicate nature of the cargo and the correct way to position it. If the equipment should not bear additional weight, include “Do Not Stack” warnings as well.
Accessible Labeling and Documentation on the Package
Attach a copy of the packing list or a document pouch containing key paperwork, such as the commercial invoice, shipping labels, and any special handling notes, to the outside of the box. This allows customs officers or transport agents to verify the shipment without opening the package, limiting unnecessary handling. Labels should also include warnings such as “Sensitive Electronic Equipment – Handle with Care – Do Not Expose to Magnets / No X-Ray,” when relevant (e.g., for hard drives that shouldn’t go through industrial scanners).
Keep Environmental Conditions in Check During Transit
Temperature and humidity must remain within safe limits throughout the entire journey. Extreme heat or cold, along with high humidity, can warp, corrode, or damage electronic components. If the shipment passes through hot or freezing areas, consider using climate-controlled containers (reefers) or packaging with thermal insulation and cooling packs.
Costly Mistakes That Put Your Shipment at Risk
Reuse Worn-Out or Weak Boxes
Avoid using old, damaged, or flimsy cardboard boxes for heavy or high-value items. Packaging that has lost its structural integrity can collapse under weight or impact, leaving your equipment exposed. Trying to cut costs on packaging may ultimately result in higher expenses for repairs or replacements.
Skimp on Protective Padding
A common mistake is placing equipment in a box with empty space or insufficient cushioning. Never leave gaps unfilled. Movement inside the box increases the chance of shock or collision, raising the risk of damage. Also, avoid using unsuitable materials—like crumpled newspaper—for heavy gear, as they won’t provide adequate support. Dense, well-distributed padding should surround the entire unit.
Pack Incompatible Components Together
Avoid placing items of different weights or fragility in the same box without proper separation. For example, never pack a heavy metal transformer next to a delicate circuit board unless each is fully isolated with rigid dividers or separate padding. Without proper protection, heavier parts can shift during transit, potentially damaging or destroying lighter components. Every item should be individually secured to prevent direct contact with other items.
Skip ESD Protection When It’s Required
Handling or packing printed circuits, chips, or hard drives without anti-static protection is a serious oversight. Even if the outer packaging is solid, static electricity can silently damage sensitive components from within. These items should never be touched or shipped outside of ESD-safe bags. Failing to do so invites unpredictable failures once the shipment reaches its destination.
Forget to Mark Special Handling Instructions
If the equipment must remain upright, such as units containing fluids, sealed batteries, or calibrated mechanisms, failing to indicate orientation can result in it being tipped or placed upside down during shipping.
Expose Equipment to Harsh Conditions
Never allow electronic cargo to sit in environments with temperatures or humidity outside safe limits. Avoid leaving shipments in open-air warehouses, under direct sunlight, in the rain, or freezing conditions during transfers or layovers. For example, letting a pallet of servers sit in the sun at customs can cause internal overheating. On the other hand, exposure to cold followed by rapid warming can lead to condensation inside the equipment.
Handle Equipment Without Proper Tools
Never move heavy devices without the right handling equipment—forklifts operated by trained personnel, hoists, or specialized carts. Pushing or dragging heavy gear by hand can lead to serious impact damage or accidents. Likewise, untrained staff should never attempt to disconnect cables or remove parts to reduce weight during transport. All handling must be performed by qualified technicians in accordance with proper procedures.
Aerodoc’s White Glove Delivery Services
When shipping high-tech equipment, it’s key to work with logistics partners who specialize in this space. Experienced providers operate vehicles equipped with air-ride suspension, high-capacity lift gates, non-slip flooring, and adjustable securing bars.
Aerodoc’s White Glove Delivery is a premium service included in our Importer of Record (IOR) and Exporter of Record (EOR) solutions, delivered in over 172 countries. It covers the secure transport, delivery, and installation of delicate, valuable, or business-critical equipment.
Contact our team of experts to learn how we can support your next delivery.
Q&A
- What are the most important factors to consider when shipping sensitive electronic equipment? Proper packaging, accurate documentation, controlled environmental conditions, and clear handling instructions are all essential to maintain the integrity of fragile and high-value cargo throughout the logistics process.
- How should packaging be handled to minimize risks during transport? Use custom-fit, reinforced crates or boxes with dense, high-quality padding such as polyethylene foam. Incorporate anti-static bags for electronic components and seal the packaging against moisture, dust, and other environmental hazards.
- What are some of the most common mistakes companies make in transporting sensitive electronic equipment? Reusing weak boxes, leaving empty spaces inside packaging, failing to use ESD protection, mixing incompatible items, not labeling orientation instructions, and exposing cargo to extreme weather conditions are all frequent and costly errors.
- Why is attention to detail so critical in logistics for high-tech products? Even minor impacts or exposure to static, moisture, or temperature fluctuations can damage sensitive electronics. Without precision and discipline in handling, shipments can arrive compromised, leading to delays, malfunctions, or financial loss.
