The Cheapest Way to Ship Office Supplies & Equipment in 2026

Whether you're outfitting a remote team, relocating an office, or selling used equipment, shipping office supplies and equipment has its own set of challenges. Monitors are fragile, printers are heavy, and ergonomic chairs are bulky. Here's how to ship it all for less.

Small Office Supplies

Standard office supplies — pens, paper, folders, organizers — are straightforward to ship.

Supply Box (8 lbs, 14" x 12" x 10")

Case of Paper (45 lbs, 18" x 12" x 10")

Medium Equipment

Laser Printer (35 lbs, 22" x 18" x 16")

27" Monitor (15 lbs packed, 30" x 20" x 8")

Desktop Computer (30 lbs, 22" x 18" x 20")

Large/Heavy Equipment

Office Chair (40 lbs, 30" x 28" x 20")

Standing Desk (70 lbs, 60" x 32" x 8")

Packing Office Equipment

Monitors

Original box is best — manufacturer packaging includes custom foam inserts

Without original box: wrap in anti-static bubble wrap

Use corner protectors on all four corners

Place screen-side facing the center of the box (away from outer walls)

Fill all gaps with packing peanuts

Mark FRAGILE — THIS SIDE UP

Printers

Remove toner/ink cartridges — ship separately

Secure paper trays and moving parts with tape

Wrap in bubble wrap focusing on corners

Use original packaging if available

For laser printers, the drum unit is sensitive — add extra protection

Office Chairs

Disassemble: Remove base, wheels, armrests if detachable

Wrap the seat and back in moving blankets

Pack wheels and hardware in a separate bag, taped to the chair

Ship in the largest available box or wrap in stretch film

For ergonomic chairs with many adjustments, photograph all settings before disassembly

Computers

Back up all data before shipping

Remove GPU if it's heavy (prevents socket damage from vibration)

Fill interior space with anti-static packing to prevent component movement

Wrap in anti-static bags, then bubble wrap

Use original packaging when possible

Business Shipping Strategies

For Remote Teams

If you regularly ship equipment to employees:

Set up a business account with UPS or FedEx for volume discounts

Use atoship to compare all carrier rates and save up to 89%

Standardize packaging sizes to streamline the process

Keep a stock of shipping supplies

For Office Relocations

Get freight quotes for bulk shipments — often cheaper than individual packages

Use uniform boxes (18" x 14" x 12" works for most supplies)

Label every box with contents and destination desk/room

Ship electronics separately with extra protection

For Selling Used Equipment

Photograph everything before packing

Include all cables, accessories, and manuals

Add shipping insurance for items over $100

Use calculated shipping to avoid losing money on heavy items

FAQ

What's the cheapest way to ship a printer?

FedEx Home Delivery or UPS Ground typically offer the best rates for printers (25-40 lbs). Remove toner cartridges before shipping and use original packaging when available.

Can I ship a monitor without the original box?

Yes, but you need excellent packing. Wrap in anti-static bubble wrap, use corner protectors, and ensure the screen faces inward. Consider adding shipping insurance — monitor replacements are expensive.

How should I ship office supplies in bulk?

For large orders, UPS Ground or FedEx Ground with a business account gives you volume discounts. Pack supplies in uniform boxes and ship everything at once to save on per-package costs.

Is it cheaper to ship or buy new office equipment?

For items under $200, it's often cheaper to buy new locally. For premium equipment ($500+ monitors, ergonomic chairs, standing desks), shipping is usually more economical than repurchasing.

How do I ship an office chair?

Disassemble the chair — remove the base, wheels, and armrests. Wrap each piece in bubble wrap or moving blankets. Ship in the largest available box or stretch-wrap the pieces together. FedEx Ground or UPS Ground is cheapest for the typical 30-50 lb weight range.