Selling art online Packing and posting

 
 

 

DISCLAIMER

 

The following is offered for your convenience,
and while we believe this information presents current best practices, ArtSales.com.au cannot take responsibility for the safe delivery
of any works packed and shipped according to these guidelines.

 
Your single biggest risk
Non-specialist packing materials
Specialist packing materials
General guidelines
Flat unframed works
Flat framed works
Ceramics and glass
Sculpture and irregularly shaped items
Posting
Customs
Insurance
 
Packing essentials #1   If you have any doubts...
Packing essentials #2   Tracking numbers

 

 

 

 

Your single biggest risk

 

    Think of risks to artwork and you probably think of theft, but insurance giant AXA reports that 25% of all claims involving art were for damage in transit, with only 15% for theft, including onsite burglary.

     

    Clearly, art is at its most vulnerable when it's moving.

     

    Transport holds the single biggest risk of financial damage and disappointment for both sender and receiver, and with the process having come this far, it would be a shame not to adequately protect both the artwork and the outcome. First a quick disclaimer, then below that you will find a menu with practical details of how to pack and post most types of artwork.

     

    Artwork of all types requires a bit more attention than standard packing. In some cases, special containers and packing materials will be needed to provide adequate protection.

     

    The expense incurred in packing or preparing your art for delivery, is related to the size and value of the work. At one end of the scale, small, inexpensive works such as prints, or maybe drawings, will usually only need an envelope and rigid support, like cardboard, for protection. At the other end are specialist international art couriers used for transporting large important works for galleries or individuals. These fine art couriers cost much more than general freight - how much depends on the services required, the dimensional size and cubic volume of the item, and its fragility. Actual weight is less of a factor in determining price. Most ArtSales.com.au users will pack and despatch their own work, but we've also included some information about fine art couriers.

     

    Regular surface, sea, and airmail, will result in your work will being treated less carefully, and being in transit for longer than necessary; needlessly increasing the chances of damage. The middle ground between this scenario, and specialist fine art couriers, are registered freight services. This is the option adopted by ArtSales.com.au.

     

    With overnight air freight companies like FedEx, UPS, DHL and our recommended carrier, Express Courier International (part of Australia Post and much cheaper), you can have the best of both worlds: expert packing (provided by you) coupled with guaranteed, non-stop delivery overseas, for much less than the often thousands of dollars charged by fine art couriers.

     

    The addition of computerised tracking (as required by ArtSales.com.au) of your parcels by the better freight companies, both domestically and overseas, gives added security and peace of mind, both to you and your buyers.

 

 

PACKING ESSENTIALS #1

 

Artwork is easily damaged in shipping if it is not packed properly.
If after reading these guides you have doubts about how to
pack artwork for shipping, consider using a professional
art shipper, a museum, framer or a gallery.

 

 

 

    If you have a framer or shipper pack the artwork, please make sure to have them follow the guidelines listed below. Keep in mind that not everyone knows how to ship artwork. It's also a good idea to keep all of your tracking numbers and receipts from everyone involved just in case a claim must be filed for damage.

     

    You may be tempted to think the extra effort required to apparently ship art properly is excessive. The level of professionalism adopted in packing is, of course, your choice, and is a balance between expense and how seriously you take your art business, as well as how seriously you want to be taken. Treating your artwork as valuable reinforces the perception of its value. Treating your work as special also allows the buyer to feel as though they have bought something special. But at the end of the day, how you present your artwork and yourself is up to you.

 

 

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Non-specialist packing materials

 

Air encapsulated plastic (bubble-wrap)

    Designed to protect and cushion lightweight items. Used in multiple wraps and layers to ensure that the item is completely protected, especially on corners and edges. According to AXA Art Insurance, bubble wrap secretes a sticky substance when exposed to heat that can irreparably damage paintings and photographs, so always use a protective layer if you are using bubble-wrap with these items.

     

    Foam 'peanuts'

    Used primarily as void-fill material for lightweight items. Overfill the box with peanuts, gently close the flaps, and seal securely. Do not use with flat or narrow products that may move to the edge or bottom of the carton in transit. Due to the shifting and settling properties of peanuts, it is recommended that a minimum of three inches (8 cm) of cushioning be used around the contents. It is recommended that flat pieces of corrugated fiberboard be used between contents and peanuts to help prevent migration through the peanuts.

     

    Corrugated liners and inserts

    May be added to the package to increase strength and improve package performance.

     

    Crumpled paper

    Used primarily as a void-fill material for light-to-medium weight, non-fragile items and items that are suitable for such packing materials. Must be tightly crumpled with at least four inches (10 cm) of paper between contents and outer box.

     

    Tape

    Less is more when using tape. Always consider the person who will be unpacking the artwork. It should be evident where the tape is and how to remove it. For this reason using invisible tape or 'Magic Mending' tape is unsuitable. Folding one end on itself will make lifting the tape easier. Proper closure of your container is just as important as proper cushioning for the safety and security of your shipment. To close a box securely, do not use masking tape, cellophane tape, duct tape, string, or paper over-wrap. Instead, use a strong tape, two inches (five cm) or more in width, such as those below:

     

    Pressure sensitive plastic or nylon reinforced tape
    Generally the easiest, most convenient tape to use. Versatile because it adheres without water and sticks to a variety of surfaces and shapes. Make sure the surface isn't damp or dusty. Apply three strips to both the top and bottom of the box.

     

    Water-activated reinforced tape
    Use 60 lb (27 kg) grade tape at least three inches (eight cm) wide. This type requires only two centre-seam strips of tape for both the top and bottom of the box, due to the reinforcing fibres.

     

    Labels

    The carrier you use should supply you with any necessary labels and may be able to supply extra labels, label printing services or software, for future shipments. For fast and efficient delivery, keep the following points in mind when labelling your package:

     

    •Use a waterproof pen and write clearly and legibly.

     

    •Use a single address label that has clear, complete delivery and return

    information. Make every effort to obtain a street address. Some couriers may offer reduced services for a P.O. Box address, Army Post Office (APO), or Fleet Post Office (FPO) address. Always include the recipient's postal code with the complete street address. For international shipments, include a contact name, telephone number, and postal code. Include the apartment or unit number, if applicable.

     

    •Always include your own complete return address, including full street address

    and postal code. For international shipments, include a contact name, telephone number, and postal code and a Certificate of Origin, whenever possible.

     

    •Place the shipping label on the top of the package. To avoid confusion, place

    only one address label on the package. If you are using a packing slip, place it on the same surface of the package as the address label.

     

    •Do not place the label over a seam or closure or on top of sealing tape.

     

    •Remove or cross out old labels or markings on a used box.

     

    •Place a duplicate label or other form of identification inside your package.

     

    •Label each box in a shipment in the event pieces get separated. You may also

    want to write the number of boxes that comprise the shipment
    (e.g. Box 1 of 4.)

     

    •Crates should be clearly marked, with all required certificates indicating the

    exact contents and materials contained inside.

     

    •If you are using a mailing tube, place the label horizontally, with each end of

    the label pointing toward the ends of the tube, so the bar code can be scanned.

     

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Specialist packing materials

 

    If you want to protect your art as fully as possible, there are a range of specialist art packing materials available. These materials can be quite expensive and may be better suited to protecting works at the upper end of the value scale. Below is a list of specialist packing material suppliers that may be useful:

     

    Air Float Systems
    Ashley Distributors
    Masterpak
    Ship.It
    T.E.D. Fine Art Australia
    The Paige Company

     

    Strong Boxes

    Air Float Systems manufacturer 'Strong Boxes' that come in multiple sizes with different custom foam inserts. Call them or visit their site and tell them where you reside and they will let you know if there's a dealer in your area where you can pick up a box to fit your artwork. Strong boxes are a patented item and can be a bit pricey but are well worth the money to deliver your artwork safely. If you can't find a strong box in your area, a Mirror Pack Box might work for you.

     

    Glass Skin and Glass Mask

    Low tack adhesive sheet on a 4 m x 300 mm roll

     

    Inflatable packaging (air bags)

    Used primarily as void-fill materials for lightweight items. Not recommended for items with sharp corners or edges. Extreme hot or cold temperatures may affect the ability of air bags to provide adequate product protection.

     

    Foam-in-place

    A foam, sprayed into the box or mixed in packets, that expands and forms a protective mould around contents. More of a specialist item that must be properly used, with even foam distribution around the contents. Select appropriate density of foam to meet packaging needs, which can range from void-fill applications to high-performance cushioning.

     

    Engineered foam enclosures

    Materials may include expanded polystyrene, polyethylene, polypropylene, or copolymers. Enclosures should be pre-engineered for specific products.

     

     

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General guidelines

 

    The three factors most likely to be involved in damaging your art are:

     

    •Heat: causing blistering and adhesion failure

    •Moisture: causing warping, pigment compromise, and mould

    •Movement: causing bending, breaking, abrasion and puncturing

     

    We recommend that you read this whole section, with the view to reducing the impact of these three factors as much as possible.

     

    Boxes, cases and crates

    Whenever possible, use a new box. The more times a box is used, the more it loses its original protective qualities, so a previously used box may not adequately protect your shipment.

     

    If you must reuse a box, make sure it is rigid and in excellent condition with no punctures, tears, rips, or corner damage, and that all flaps are intact. Remove any labels and all other shipment markings from the box.

     

    Choose a box strength that is suitable for the contents you are shipping. Never exceed the maximum gross weight for the box, which is usually printed on the Box Maker's Certificate on the box's bottom flap.

     

    Packing cases should be secured with screws (not nails) - they are much simpler to open and pose less potential risk to artworks during packing and unpacking.

     

    Packing

    Make sure that all cartons are firmly packed, but not overloaded. Cartons should not rattle or bulge when correctly packed.

     

    There should be cushioning in the space between your object and the carton walls to ensure a safe environment. Wrap individual items carefully in paper, cloth or bubble-wrap and be sure to provide sufficient cushioning to absorb shock. Pack items in layers, with the heaviest things on the bottom and the lightest on the top. Do not mix hard or heavy items with fragile items in the same container and be careful to protect your items from product-against-product damage.

     

    Please use proper cushioning material, combined with a strong outer container, to protect your shipment fully. Make sure you use enough cushioning material to ensure that the contents do not move when you shake the container.

     

    Improper cushioning material includes clothing, blankets, and pillows. Instead, please use the materials listed above to cushion and protect your shipment.

     

    Moisture

    It is a good idea to seal card protected works with "Tyvek" paper or plastic (even cling-wrap) as protection from moisture. Use tape to secure the covering.

     

    Heavy Items

    Your carrier will advise you if individual works exceed their limitations and large sculpture or monumental works will probably require specialist fine art couriers.

 

 

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Flat unframed works

 

Flat packing

    We recommend that you never lift an unmounted print or drawing by the corners. When lifting a print or drawing, slide a sheet of cardboard beneath it as a support and hold the cardboard, not the art. If you must use your hands, use tissue paper or photography gloves so that your fingers do not touch the artwork since oils from our fingers damage paper.

     

    Protect the artwork with tissue or tracing paper (acid free if you're aiming at archival standards) on both the front and the back.

     

    Place a layer of card or foamcore board on both sides of the art sufficient to prevent any sort of bending. Tape around the outside of the boards so they stay together. You might consider leaving a tab of tape where you fold the tape over at the end so it is easier to remove.

     

    To prevent the art from moving around within the cardboard, fold a sheet of paper into a triangle, and in half again so that it forms a pocket. Slip a triangle over all four corners of the print or drawing. Then tape ONLY the triangles to the cardboard. The triangles can be easily removed by removing the tape on the triangles when it is received. Leave a lip of tape on the triangles as well so they are easier to remove. Never try to bend the print into a triangle. Place each triangle on an edge of the artwork, and then tape each triangle to the cardboard.

     

    Place the taped up cardboard between two pieces of corrugated cardboard and tape all sides securely. You could also further pack it into a mirror pack or another couple pieces of cardboard to prevent any type of bending during transit.

     

    Serigraph (silk screen) prints are best shipped flat since they are prone to crack. Also, if the work of art is a valuable investment, rolling is not recommended since corners can get bent and the art could be accidentally creased.

     

    Build a box to fit that is slightly bigger than the work, or purchase one. If you're packing a canvas (no frame, no glass), wrap the cardboard box in bubble wrap again, tape it, then build or buy a second box slightly bigger than the first. Double boxing is a guarantee against other sharp objects puncturing the box and canvas during the move.

     

    Rolling

    Rolling is not recommended for anything other than posters.

     

    Rolling can promote flaking of inks and/or pigments, can distort paper fibres, and cause tearing or creasing if the roll is accidentally crushed. Rolling some older canvases can cause cracking. If a work is to be rolled, do so as loosely as possible with a coversheet of tracing or tissue paper protecting the image, and secure it with another paper strip around that. Never apply adhesive or tape directly to the work. Place the roll in a tube. Further protection is added by placing the tube in a corrugated box.

 

 

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Flat framed works

 

Mirror Pack Boxes

    These types of boxes are found at most moving companies or storage companies and are reasonably priced. If you have an artwork that has quite a bit of depth, then purchase two so that you can make the box deeper. The cardboard used for this type of box is quite thin so how you pack the actual artwork within the box is what is truly important to keeping the artwork safe from damage. The mirror box will adequately package a framed piece that is approximately 20" x 30" x 1" or 3"- 4" deep if using two boxes as suggested above. Should the frame on the artwork be larger than 20" x 30", buy enough boxes to actually create a large enough box to allow 3" of packing space around all four sides of the frame.

     

    Wrap the framed artwork in a piece of material or simply cover it with tissue paper. This will protect any glass from any sticky residue from the bubble-wrap which goes on next.

     

    Wrap the bubble wrap completely around the material or tissue paper making sure to cover all corners. Specifically, protect all the corners of the frame since the corners tend to be the points of impact when the box gets moved around during shipping.

     

    Place some packing peanuts or additional bubble-wrap inside the bottom, top and sides of the mirror box to create a cushion for the artwork. Place the bubble wrapped piece on to a layer of packing material inside the mirror box and stuff the sides and top with additional packing material. A tight fit will ensure the artwork does not slide around in the box.

     

    Seal the entire box securely by taping completely around the edges.

     

    Call your carrier for package standards and size limitations since not all shippers will accept mirror pack boxes.

     

     

    Standard packing

    Remove any glass and cover it with Glassmask or GlassSkin. Alternatively, apply wide strips of tape horizontally and vertically. This is to hold the glass in place should it break. (Note: do not use on non-glare glass as it will damage the surface). Package glass between fibre board or heavy card (not corrugated), and seal all edges with tape. Protect the work on both sides with a coversheet of tissue or tracing paper and sandwich between sheets of card. Place the now packaged glass on top. Protect all corners including the frame with cardboard protectors, bubble wrap, or scrunched up plastic bags. Bubble-wrap the entire pack and place in a suitable box, or an envelope between sheets of card for support. 

 

 

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Ceramics and glass

 

    For these sorts of fragile items, the outer box must be large enough to allow approximately 75mm / 3" cushioning (bubble wrap, foam peanuts, foam sheet, corrugated dividers, or crumpled paper), on all sides, top and bottom. Wrap all pieces individually in paper, tissue or bubble wrap to protect them from each other. (Consider boxing items individually.) If the item has a hollow centre (such as a vase), fill the area with paper to make the item more solid. Beakers, platters, and shallow bowls should be placed in the carton on edge. Deeper bowls and larger vessels should be placed in the carton with their rims toward the bottom of the carton.

 

 

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Sculpture and irregularly shaped items

 

    Some carriers will charge extra for irregularly shaped items, so where possible, pack these items in boxes. You'll need a box at least one-third larger than the size of your item or sculpture. Small items like figurines should be wrapped individually in paper, tissue or bubble-wrap. Allow adequate cushioning between the items and the walls of the box (bubble wrap, foam peanuts, foam sheet, corrugated dividers, or crumpled paper), on all sides, top and bottom, to provide ample protection against shock. Works that are particularly awkward in shape may need to be packed or crated professionally. Foam peanuts may shift in transit, so overfill your box - you don't want to hear any rattles.

 

 

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Posting

 

 

PACKING ESSENTIALS #2

 

To safeguard sellers and clients, ArtSales.com.au requires verification of despatch by supplying us with a valid computer tracking number.
This number, (which is automatically forwarded to the buyer), when entered on the carrier's website, allows stage by stage tracking of your delivery.
For this reason you must select a carrier which has this service.

 

 

 

    Domestic

    Postage within your own country is often handled most efficiently and cheaply by your national postal service. Within Australia, Australia Post offer Express Post Platinum. The following link can be used to calculate postage costs within Australia for inclusion on your gallery page.

     

    Australian Domestic Postage Assessment Calculator

     

    International

    Again, postage outside your own country is often handled most efficiently and cheaply by your national postal service. Within Australia this is Express Courier International. The following link can be used to calculate postage costs outside Australia for inclusion on your gallery page. Click on the 'send a package' tab.

     

    International Postage Assessment Calculator

     

    Below is a selection of other carriers offering domestic and international shipment tracking:

     

    •FedEx

    •UPS

    •DHL

 

 

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Customs

 

General

    When a single artwork is crated, the packing should not disguise its shape and nature so that it is easier for Customs to make an assessment of it.

     

    Customs regulates and may prohibit the entry of certain materials, especially organic materials, such as animal and plant products.

     

    Consider the types of wood used in packing cases, e.g. if the wood has been processed (kilned) before use to kill insects and pests. Art that requires crating must be packed in certified heat-treated wood crates or they may be sent back whence they came. Last year, the European Union, the United States and China, among others, enacted restrictions on the use of wood-based packing materials for import or export. All crates must now be certified and stamped "heat- treated" to insure against infestation by wood-boring pests.

     

    Documentation

    Most international mail weighing 500 grams or more, or valued at (AUD) $500 or more requires customs documentation. The type of article being sent determines which customs form is required. In Australia, all customs forms are available at Australia Post outlets. Check for outlets in your particular country. As the forms require carbon copies, they are unavailable for download on the internet. Incorrect or incomplete paperwork can result in the delay or seizure of artworks.

     

    As well as having the correct customs form, when sending international articles you must also adhere to international security procedures.

     

    It is also important that you are aware of prohibited and restricted articles which may not be accepted either by Australia Post, or by the postal administration in the destination country. For instance, there may be restrictions on 'obscene' material which should be considered on an individual basis, as different countries have different levels of culturally acceptable material.

     

    Under international mail security requirements, customers in many countries are required to provide acceptable photo or signature identification when lodging international mail. Failure to provide identification will result in mail being delayed, and many carriers will not accept international mail unless the necessary Customs documentation is completed and signed.

     

    Details of how each country accepts valuable items are available in the International Post Guide, which includes details of country specific conditions, such as insurance and custom requirements. Some countries will not accept valuable items into their mail system whatsoever. Other countries may accept them only if they are insured, and some may accept valuable items in some services but not others.

     

    Specialist fine art carriers

    Fine art handlers with their knowledge of and ability to handle customs, carnets and documentation procedures, can play a vital role managing the customs clearance process, including hiring customs brokers and organizing documentation.

     

    Please note: The above tips are general guidelines only and ArtSales.com.au cannot be held responsible for items damaged or seized in transit.

 

 

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Insurance

 

    It is highly recommended that you use a shipper who allows you to insure the art for its full value or at least the price at which it was sold and ArtSales.com.au recommends insurance under all circumstances, especially when shipping internationally.

     

    Because it is a cost borne by the purchaser, insurance adds to the price of your work and should be factored into pricing. Insurance is usually offered by better carriers and you will need to decide the level of insurance required, usually based on the sale price of the work. Once this has been determined, make a note of insurance as a separate price on your gallery page. Buyers like to know what they are paying for.

     

     

     

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