Packaging & Shipping Your Work

Shipping Preparations

If you are in a metropolitan area there are places like MailBoxes Etc which may be a good place to start. Most major shippers offer packaging services for items to be shipped.

Shipping costs are determined primarily by dimensions, weight and destination.

Dimensions are self-explanatory. If you sell framed pieces, though the weight may differ by frame from piece to piece you can get a rough idea of the cost by weighing one of your heavier pieces in each size. And, of course, the actual price will vary by destination.

Most shippers carry insurance that will cover items. Extra insurance may be purchased for the entire sales price if the shipper's insurance is not enough.

If you decide to package your own pieces for shipment, there are some guidelines you need to follow, as well as some suggestions that will make the process easier.

Plan Ahead for Sales

By planning for potential sales, you can save yourself a great deal of difficulty. You'll be ready when the time comes if you have everything you need on hand. Most office supply or shipping stores carry mail packaging materials such as bubble wrap, envelopes, boxes, brown shipping paper, packaging tape and twine or string.

When purchasing supplies, keep in mind the height, width, depth, and weight of your pieces.

Guidelines

Packaging Framed Prints and Originals

Packaging original work takes time and preparation. Many artists build wooden crates to ship their work; if shipping by rail it may be required. Sculptures almost certainly require wood crates.

To prepare the piece to be shipped:

  1. Place several layers of bubble wrap around all surfaces of the piece.
  2. Make corner pieces out of cardboard, slip them over the corners and tape in place.
  3. Place a layer of packaging peanuts a few inches deep on the bottom of the shipping container.
  4. Place your work in the container resting on the top of the peanuts and center it, front to back and side to side.
  5. Liberally strew peanuts around all sides of the work.
  6. Seal the box with packaging tape.
  7. Repeat the process by placing the container in a slightly larger box with peanuts around all sides and top and bottom. This provides even greater protection for your work.

Packaging Unframed Prints

To prepare the piece to be shipped:

  1. Cut four pieces of foam core board slightly larger than the outside dimensions of the gallery-ready piece (see Preparing Your Work for Sale).
  2. Place two or more pieces of double-sided tape on the back of the work.
  3. Center your work over one of the foam pieces, gently pressing into position to secure it.
  4. Place another foam piece over the front of the work, taping the sides to hold this protection in place. You have now sandwiched your work, protecting the front, back, and all sides.
  5. Wrap the protected piece for further security.
  6. If you are using a cardboard envelope lined with bubble wrap, place your remaining foam pieces in front and back and tape in place. If not, use bubble wrap the size of the foam pieces on the front and back, or wrap it around the piece. This method works well to protect against bad weather, as the bubble wrap acts as a vapor barrier.
  7. You may wish to enclose the work in polyethylene.

Here is a hint: you may want to do a test run of the different sizes of pieces you intend to sell. The reason for this is that envelopes and boxes come in set sizes. You may want to cut your foam core board to just slightly under the chosen envelope size so the art does not have an opportunity to shift in transit. Be sure to take into account the thickness of the package.

Use a heavy envelope whenever possible. If you do not have this, use brown shipping paper and shipping tape. It is advisable to double-wrap if using thin paper.

For All Shipments

  • Be sure to use a proper ship-to address as well as return address. If you want confidentiality, use a post office box or general delivery as a return address.
  • Mark the package FRAGILE and DO NOT BEND, or have your shipper stamp it as such.
  • Be sure to insure the piece for the entire amount of the sale.
  • The work must be shipped in a manner so that a tracking number is issued by the shipper.

Shipping Methods

Now that your work is packaged and ready to go, you need to decide on the best way to ship. We do not endorse any particular shipper, but as a service to artists we have compiled information on three of the biggest shippers.

United States Postal Service

  • With USPS the large envelopes maximum thickness is 3/4". The minimum size of the envelope is 11 1/2 long x 6 1/8 high and the maximum size it can be is 15" long x 12" high.
  • "Package" refers to items in which the length plus girth (the distance around the thickest part) equals 84 inches or less. Most packages fit within this category.
  • "Large Package" items have length plus girth (the distance around the thickest part) over 84 inches but not more than 130 inches.
  • Packages over 130 inches in length plus girth are not mailable.
  • No packages should exceed seventy pounds.

If you look at the Large Package category, you will find that if you ship a package that is 40x28x6 and weighs 25 pounds (which is large enough to hold a 24x36 without the frame or an 18x24 that is framed) it would cost about $22.00 without any special services or insurance. But if you increase one of the dimensions by even one inch, that same package would run you almost $70.00 to ship without insurance or special services.

Insurance with USPS costs about $10.00 per thousand dollar coverage plus a minimum charge of $1.20, with a $5,000.00 limit to their coverage. So a declared package worth $1,000.00 would cost just over $33.00.

There are other charges, such as certified or registered services, which may also apply. Visit the USPS web site for more information.

UPS

Ground UPS for the package described above, 40x28x6, would cost about $37.00 for their ground rate and take about the same amount of time to get there. The simulation was run with a weight of 30 pounds with a declared value of $1,000.00

UPS has insurance coverage for their parcels up to $100.00, with additional insurance available comparable to USPS. Any item over 150 pounds is priced as freight and has a $50,000.00 limit to their insurance coverage.

For more complete information visit the UPS web site.

FedEx

  • FedX has a 108" length limit with 165" length plus girth limit and up to 70 pounds without incurring freight pricing.
  • A package weighing less than 30 lbs. and measuring more than 84 inches and equal to or less than 108 inches in combined length and girth will be classified by FedEx Ground as an Oversize 1 (OS1) package. The transportation charges for an Oversize 1 (OS1) package will be the same as a 30-pound package being transported under the same circumstances.
  • A package weighing less than 50 lbs. and measuring more than 108 inches in combined length and girth will be classified by FedEx Ground as an Oversize 2 (OS2) package. The transportation charges for an Oversize 2 (OS2) package will be the same as a 50-pound package being transported under the same circumstances.
  • A package weighing 70 pounds or less and measuring more than 130 inches in combined length and girth will be classified by FedEx Ground as an Oversize 3 (OS3) package. The transportation charges for an Oversize 3 (OS3) package will be the same as a 90-pound FedEx® Ground package being transported under the same circumstances, plus FedEx Home Delivery accessorial charges.
  • An oversize charge of $30 per package will apply to any package measuring greater than 130" in length and girth.

FedEx also has insurance limits of $50,000.00 like UPS. For more information visit the FedEx web site.