Shipping Office Supplies and Equipment

What Do We Mean by Office Supplies and Equipment?

Shipping office essentials requires more than just boxes and tape—it requires understanding what qualifies as office supplies and equipment. Here’s a breakdown of the items FreightCenter can help you ship:

Office Supplies

These are the everyday essentials that keep workplaces running smoothly, including:

• Paper products (copy paper, notebooks, sticky notes)
• Writing tools (pens, pencils, markers, highlighters)
• Filing and organization materials (folders, binders, filing cabinets)
• Desk accessories (staplers, hole punchers, scissors, tape dispensers)
• Mailing supplies (envelopes, shipping labels, bubble wrap)
• Toner and ink cartridges
• Office décor (small plants, picture frames, desk organizers)

Office Equipment

Larger, often heavier items that may require specialized packaging and handling:

• Printers, copiers, and fax machines
• Computers, laptops, and monitors
• Office furniture (desks, chairs, bookcases)
• Telecommunication systems
• Small appliances (coffee makers, microwaves, water coolers)
• Projectors and presentation equipment
• Storage cabinets and safes

Note: Unsure about packaging? Our experts are ready to help ensure your items are properly secured.

Packaging Best Practices

For Office Supplies

Luckily, the process of packaging office supplies is relatively straightforward. First, make sure to organize all the supplies into categories or groups. Once the supplies have been collected, it is time to choose the appropriate packaging. Depending on the size, shape, and weight of the items, select sturdy packaging materials that will keep the items safe. It is often wise to wrap the items in cushioned materials and bundle office supplies to prevent them from shifting during transit. Wrap the items in bubble wrap or tissue paper, making sure to cover the items a few times over to ensure adequate coverage. Packing peanuts can also help cushion electronic items, among other breakable supplies.

Once the supplies are wrapped accordingly, pack them away safely in appropriately sized boxes, preferably corrugated. Label the packages, noting if they require special handling or are “fragile.”

For Office Equipment

Packaging office equipment for shipping is a little more complicated than shipping office supplies, and requires quality care and strategic planning. Your equipment must arrive safely and intact upon arrival. Before you even begin packaging your equipment, consider the size, weight, and fragility of the items to be shipped. Then you will be able to choose the correct packaging for your equipment. Once you have an idea of the packaging your equipment will require, based on the dimensions and fragility, choose appropriate boxes that can withstand the size and weight of your equipment. Disassemble your equipment to help prevent damage and secure your shipment more effectively.

If and once you can break down equipment, wrap the delicate parts separately with foam or bubble wrap, and secure them with zip ties or tape. Labeling separate parts is especially advised to protect them from impact and keep track of all extra parts. Once the office equipment is disassembled and packed, it’s time to place it in specialized or custom-made crates/boxes designed to fit and protect it. Custom crates can be very beneficial when shipping large or heavy equipment that may be too fragile for other types of packaging. Now fill any space with packing peanuts, bubble wrap, or foam to hinder movement during transit. Lastly, label and seal the packaging using strong or heavy-duty packaging tape.

Packaging computers, servers, and printers require slightly different instructions. Packaging this office equipment will require some preparation beforehand. Start by disconnecting cables and removing components like hard drives, graphic cards, and expansion cards. Bubble or foam wrap each piece separately for cushioning and protection, and secure with packaging tape. Once you have securely wrapped and taped the electronic components, label them in anti-static bags accordingly. Once the pieces are securely wrapped, place them back inside their respective device compartments. Again, fill empty spaces with bubble wrap or foam sheets to prevent movement.

Now you must select an appropriate-sized box for your devices that can accommodate the device and provide space for additional cushioning materials like packing peanuts and foam sheets on the bottom. Once your devices are placed inside their respective boxes, ensure any spaces are filled with supplemental packaging materials. Then seal the boxes with packing tape, reinforcing the seams and corners for better durability, and label the items accordingly.