Selling an artwork is exciting. Shipping that artwork is anything but.
Packing and shipping your artwork might be the most dreaded aspect of making a sale.
In a perfect world, you would be able to deliver your artwork in person and see that it was handed off in perfect condition. But, in reality, most of the times you make a sale online or outside of a gallery or fair, you have to struggle with shipping logistics.
We have some expert advice on how to package and ship your sold art pieces.
Use this information as a jumping-off point, but remember that all art has unique challenges and sometimes art becomes damaged in transit regardless.
Add Multiple Layers of Protection to your Artwork
When you’re getting ready to ship your artwork to its new home, be thoughtful with the layers you add before you package it. Think of these layers as a shield that guards against potential damage during transit. As it's on its way to its new home, your artwork could face rough handling, temperature changes, or moisture–all of which could be harmful.
For 2-D Work:
Plastic wrap: For the first layer, use plastic wrap to add a level of sealed protection to your pieces. The most recommended materials for this are glassine paper, stretch pallet wrapping, and heavy-duty packing tape. Wrap your artwork starting from the back. All diagonal crosses of the wrap should happen at the back of the piece, giving you a smooth, protective layer in front. When you're done wrapping your piece, it's a good idea to cut small slits in the back of the wrapping. This helps the artwork “breathe” and reduces the chance of trapping moisture in the wrapping.
Cardboard: Next, add an additional flat piece of cardboard. Cut the cardboard to create a tight-fitting box around the plastic-wrapped piece. Ideally, the cardboard should be slightly larger than the artwork itself, extending about 1-2 inches beyond the edges of the piece. This extra margin helps absorb impacts and provides a buffer zone. Sandwich the two pieces of cardboard, one on each side of the artwork, and tape them together securely. This adds rigidity and prevents bending or creasing during transit.
Bubble Wrap: Wrap the bubble wrap tightly around the cardboard-protected artwork, focusing especially on the corners and any fragile sections. The cushioning absorbs shocks and provides extra protection. After wrapping with bubble wrap, secure everything in place with additional plastic wrap or packing tape before placing it in the shipping box.
For 3-D Work:
Foam Padding or Wrap: For the first layer, use foam padding or foam wrap to add a cushioned layer around the sculpture or ceramic piece. This initial layer acts as a buffer against bumps and jostles during transit, reducing the risk of chips or cracks. Be sure to cover all surfaces and fill any hollow sections or delicate protrusions with foam padding.
Plastic Wrap: After padding your piece with foam, wrap it securely with stretch pallet wrapping and heavy-duty packing tape. This helps to keep the foam padding in place, plus it adds an additional layer of protection against moisture and dust.
Bubble Wrap and Cardboard Box: Now, take your foam-wrapped artwork and cover it tightly with bubble wrap, focusing especially on the corners and any fragile parts. Put the artwork in a sturdy cardboard box, leaving a bit of space around the edges. Fill any gaps with extra bubble wrap or packing peanuts so it doesn't move around. If your piece is really big or heavy, think about using a custom crate for extra protection.
We know it sounds like a lot. But, adding these layers thoughtfully means your artwork is well-protected during shipping.
Taking these steps preserves your work’s integrity and beauty. Plus, it shows your professionalism and care when your client unwraps their new piece!
The extra effort will likely make a big difference in how your work is received and appreciated.
Use the Right Packaging Materials
Once your artwork is wrapped in its protective layers, it’s time to place it in a box for shipping. Using the right packaging materials is non-negotiable if you want your pieces to arrive in perfect condition.
Sturdy cardboard boxes are your go-to for paintings and prints. But, don’t just grab any old box lying around. Look for new, clean boxes that haven’t been weakened by previous use.
If you’re shipping sculptures or ceramics, you’re dealing with a different beast altogether. These pieces are often heavy and have delicate parts that can easily break. Custom crates or reinforced boxes are your best bet here.
A custom crate is built to the exact dimensions of your piece, providing maximum protection. If that’s not feasible (or in your budget) use a sturdy, reinforced box and line it with thick foam padding. Make sure there’s enough cushioning around all sides of your piece to prevent it from moving around during transit. Fill any gaps with additional foam or packing peanuts.
You can still ship something safely and economically by using recycled and inexpensive materials.
Eco-friendly options like these ones from Ecoenclose are also great—they offer sustainable materials that are perfect for art shipping.
Measure and Weigh Your Artwork Accurately
Accurate measurements and weight are key for calculating your shipping costs and picking the right carrier.
Measure your artwork after it’s fully packaged so you don’t get any surprises at the shipping counter.
Use a digital scale for the exact weight—guessing can lead to incorrect shipping rates, causing potential delays.
Carriers often charge based on size and weight, so having accurate information helps keep your shipping costs in check.
Reference Important Weight/Measurement Info Anytime:
Keep track and record your piece’s shipping weight and measurements in the ‘Notes’ section of its piece record in your Artwork Archive account. That way, you can have this information on record, stay organized, and reference it in the future if need be.
Label Everything Clearly and Correctly
Label everything clearly.
Include the recipient’s address, your return address, and any necessary shipping labels. Use Artwork Archive’s Address Labels feature to make sure everything is neat and professional. Adding “Fragile” or “Handle with Care” stickers can alert handlers to be more cautious with your package.
Clear labeling minimizes the risk of delivery errors and delays. Make sure that any and all labels are legible and securely attached to the package.
If you’re shipping internationally, include all required customs forms and documentation. Incorrect or missing information can lead to delays and unhappy buyers, so spend the extra time to double-check everything before sending it off.
Print Address Labels from Artwork Archive:
Generate professional address labels in just a few clicks by using Artwork Archive. You can select which size of Address Label you want to print, Avery 5160 (US Letter Size) or Avery 7160 (A4 Letter Size) and download your labels right to your computer.
Research Your Carrier Options.
Do your research and pick the best carrier for your needs. Compare services, rates, and reliability of carriers like FedEx, UPS, DHL, and other local couriers.
Things to look for: how they handle fragile items, their delivery speed, and what tracking options they offer.
Think about the specific needs of your artwork. For example, sculptures might need carriers that specialize in handling bulky and heavy items, while delicate prints might benefit from a carrier known for gentle handling and excellent tracking systems. Reading reviews, combing through artist forums, and seeking recommendations from other artists can also give you some valuable insights.
Document Your Artwork
Before you package and ship anything, remember to take high-quality photos and write detailed descriptions of your artwork.
This documentation serves as proof of the condition of your piece, which is critical if you ever need to file an insurance claim.
Keep these records organized and easy to access.
Use Artwork Archive to manage and document your artwork efficiently. Upload those high-quality images and detailed descriptions so you can keep track of everything. If anything goes wrong during the shipping process, you'll have all the necessary documentation ready to go.
Keep Your Records Organized and Easy to Find:
Artwork Archive’s inventory management features make it easy to organize and access your records quickly—which can be a lifesaver during any claims process. Plus staying organized is best practice for a professional artist! Check out Artwork Archive for yourself and see how it can make managing your art business easier.
Seriously consider getting shipping insurance for your artwork
Shipping insurance is your safety net against loss or damage during transit, especially if your pieces are high-value or particularly fragile.
Most shipping companies offer insurance for your artwork while it's in transit, and you should consider taking advantage of this.
Check the terms and coverage limits of your carrier’s insurance, and think about getting additional coverage if you need it. If something goes wrong, having insurance protects you from suffering a financial blow, and filing a claim can be pretty straightforward if you have the right documentation (ahem, hello Artwork Archive).
That said, not every artwork you ship requires insurance. For low-value pieces that wouldn’t be a big financial loss if damaged or lost, you might decide to skip it. Local deliveries, where you can personally handle the process, often don’t need insurance either. And if you’re shipping a sturdy item that’s unlikely to be damaged, you might consider skipping insurance.
Think about it this way: If you’re shipping a large, commissioned oil painting worth several thousand dollars to a client across the country, you definitely want insurance. It protects your investment and makes sure your client gets their artwork in perfect condition. But if you’re sending a small, lower-value print to a local buyer and you’re confident in your packaging, you might decide insurance isn’t necessary.
When it comes down to it, shipping insurance is there to safeguard your artwork and provide you with peace of mind. Think about how much your piece is worth and how risky shipping it is, then choose what works best for you.
Know when to outsource or Use Professional Shipping Services
For high-value or very delicate artwork, it could be a good idea to use professional art shipping services. These companies are pros at handling and transporting art, offering custom solutions like climate control and custom crates.
It might cost more, but their expertise and care are usually worth it for certain pieces.
If you’re shipping large pieces, reach out to freight companies ahead of time—they might package your artwork professionally for less than what it would cost you to do it yourself.
Professional art shippers understand the nuances of transporting valuable pieces. They often provide specialized packing materials and techniques to protect your artwork from environmental factors and handling mishaps. Their services can really lower the risk of damage, so your art arrives just as you sent it.
Plan Ahead and Schedule Wisely
Avoid peak times and potential delays by planning your shipments.
Steer clear of major holidays and aim to ship your artwork early in the week, like on a Monday or Tuesday.
This way, your piece won’t be sitting in a warehouse over the weekend, where conditions might not be ideal. Proper planning can save you from unnecessary delays and stress.
For example, let's say you're planning to ship out a large canvas. Sending it out on a Monday means it gets moving quickly. If there’s an issue, you have the rest of the week to deal with it. Good planning makes everything smoother and helps your art arrive in perfect condition. Don’t forget to keep your client in the loop about shipping times! Being open and transparent during the shipping process makes them trust you more and boosts your credibility as an artist.
You can never be one hundred percent certain that your artwork will be delivered perfectly every time, but by following these tips, you can prevent most shipping mishaps.
Following these guidelines will cut down on the stress of shipping your art. Your pieces deserve to get to their new home safely, so take these steps seriously. Yes, shipping isn’t nearly as fun as creating or selling your artwork, but these tips will help you manage it with confidence.
Just make sure you document your artwork and stay organized. Give Artwork Archive a try to keep track of everything and make your documenting process easier, so your valuable pieces stay protected.
