How to document a PC's condition before shipping

Before you ship a PC for repair, return, sale, or relocation, make a record of what works and what already looks worn or damaged. That gives you and the recipient a reference if the computer arrives with a new problem.

Use TooLab's Test Everything to check the hardware in your browser, then save screenshots and take clear photos of the computer and its packaging. A careful record is more useful than a vague note that the PC was working.

Document the PC before packing it

1. Set up a repeatable check. Put the computer on a stable surface, connect its usual power cable and peripherals, and make sure the vents are clear. Record the date, the PC's make and model if known, and whether you are checking it before a repair, return, or sale. If it is unstable, unusually hot, or making a new grinding noise, stop rather than pushing it through more tests.
2. Run the hardware checks. Open the Test Everything tool on the PC you are documenting and follow its tests in order. Complete the checks that apply, and note any test you skip or cannot run. Some tests may need browser permission to access a camera or microphone. The browser asks before granting access.
3. Save the results you can see. Take screenshots of the report and of any individual result that needs explanation. Include enough of the page to show which computer or test the image refers to, but avoid capturing private messages, account names, or unrelated open windows. Speed tests exchange test data with TooLab's server to measure the connection, so do not treat those results as a check of the PC's files or storage.
4. Record identifying details separately. Note the operating system version and the PC's model or serial number. In Windows 11, find the system details at Settings › System › About. On a Mac, use Apple menu › About This Mac. A browser can report only a rounded hint about RAM size, so use the operating system's information for the installed memory rather than presenting a browser estimate as an exact specification.
5. Photograph the exterior. Take well-lit photos of the front, back, sides, top, ports, power cable, and any existing scratches, dents, or missing feet. Photograph the serial-number label for your records. If the screen is part of the computer, photograph it powered on and off, and include any visible marks or display defects.
6. Record how you packed it. Photograph the computer in its protective material, inside the box, and the sealed box before handing it over. Note which accessories are included and keep the tracking number. These photos help distinguish the computer's condition before packing from its condition after delivery.

What the test results mean

The checks complete without an obvious problem

This is a useful baseline: the tested functions responded during that session. It does not prove that every component is fault-free or that the PC will remain trouble-free during shipping. Keep the report with your photos and note the test date and any unusual conditions, such as a connected dock or an external display.

A check shows an unexpected result

Write down exactly what you saw, including the test name and any displayed measurement. If it is safe to do so, repeat that check once under the same conditions. A result that appears again is stronger evidence than a single unexplained reading. Do not edit the screenshot to hide a failure or make a result look better.

A check is unavailable or does not apply

Some tests depend on hardware, browser support, or permission. A desktop PC without a battery will not provide a battery reading, for example. An unavailable test is not the same as a failed test. Mark it as unavailable and explain why, rather than implying that the component passed.

The PC works but has visible wear

Keep the physical condition record separate from the functional results. A scratch on the case does not mean a test failed, and a clean case does not prove the PC works. Photograph each existing mark close up and take another wider photo that shows where it is.

When the PC may have a hardware fault

If the same problem appears in more than one check, or the computer also fails during normal use, include that symptom in your notes. For example, say that the display went black during a test and whether it returned after restarting. Avoid diagnosing a specific failed component unless it has been confirmed. A browser check can help document behavior, but it cannot inspect every internal part or certify a PC for sale.

If the computer shuts off, smells burnt, or has a damaged power connector, stop testing and contact the repair provider or seller for instructions. Do not pack a device that seems unsafe to power on without checking the carrier's shipping rules and getting appropriate advice.

Keep the evidence clear and private

Store the screenshots, photos, notes, and tracking details together in a dated folder. Keep the original images unchanged, and make a separate copy if you need to crop one for a support message. Before sharing the folder, check for personal files or details in the background of screenshots, and do not include passwords or recovery codes.

A short note stating what was tested, what was skipped, and what was already damaged makes the evidence easier to understand after the PC has left your hands.