Shipping guitars requires specific techniques and attention to detail. But with the right processes in place, you can reduce the risk of damages, protect your investment, and keep customers satisfied.
Quick overview of how to ship a guitar
Follow these steps to keep your guitar in top condition during shipping.
- Loosen guitar strings to remove tension on the neck joint. This is especially important if the instrument will require air freight. The change in pressure can cause severe damage if the strings are too tight.
- Place the guitar in a hard case and use infill materials to keep it from moving around inside. Use packing material, like bubble wrap, packing paper, or foam, to fill any gaps and prevent damage. Give it a quick “shake test” to make sure it’s secure in the case.
- Pack the case inside a box with extra room on each side. Don’t let the case touch the sides of the box. Place infill in the bottom of the box and then put the case in the center. Use more bubble wrap, peanuts, packing paper, or other packing materials to fill empty space. Go ahead and put some bubble wrap over the case latches, too.
- Seal the box securely with tape, applying light pressure to both the top and bottom box seams. Put the shipping label on the top of the box and include additional labels and other marks, like arrows, to indicate that the package is fragile and requires special handling.
- Take your package to a shipping carrier like UPS or FedEx. The carrier will provide you with options for shipping cost and speed. Remember that expedited shipping will save time but cost you significantly more money for such a large parcel.
- Insure the instrument for its full replacement value. After handoff to the carrier, use the tracking information to stay informed on the shipment.
A closer look at packing guitars for shipping
Packing may seem straightforward, but how you pack matters for shipping costs. For many guitar enthusiasts, the main concern is protecting their investment. If you sell guitars, disappointed customers and costly returns can wreak havoc on your business. Follow these steps to limit the risk of damage.
Wrap the guitar
It doesn’t take much to scratch the finish on a guitar. Even when it’s in the case, it needs to be protected during shipment. That’s why it’s important to wrap the instrument before packing it into a box.
- Loosen the strings and remove any accessories from the body of the guitar.
- Wrap specialty design features separately (like floating tailpieces or pickguards) to avoid damage.
- Wrap any small parts or accessories separately and place them in the interior case pocket or compartment.
- Clean the body thoroughly with a microfiber cloth and gentle cleaning solution to remove any dirt, oil, or residue.
- Once it’s in the case, cover any exposed surface of the guitar’s body, fretboard, or headstock with a thin, non-adhesive layer, like linen, microfiber, or similar alternatives. Don’t be afraid to add a couple layers, just to be safe.
Protect the guitar within its case
The key to safe shipping is filling all of the empty spaces around the instrument with packing material to create a snug fit (think bubble wrap, etc.). This prevents it from shifting or touching the sides of the case. Be generous with the materials and follow these steps.
- Place the protected guitar into a hardshell case, making sure it’s positioned properly.
- Fill any empty spaces around the guitar with infill. You can use crumpled packing paper or bubble wrap to prevent movement.
- The neck should be completely immobilized. Fill any gaps behind it to make sure it stays in place.
- Do a gentle “shake test” to see if the guitar moves. If it shifts even slightly, you need more packing material.
Pack the guitar into a shipping box
The same rules for infill apply when packing the guitar case into your shipping box. The goal is to completely immobilize the guitar case within the box.
This means using a box large enough to hold the case while leaving room around it on all sides. You don’t want the case to move inside the box because that could increase the odds that the box might crush or tear. Once the case is packed into the box, use high-quality packing tape to seal it.
You might also consider a lightweight crate so the weight of the guitar doesn’t cause damages in transit. Crates with established dimensions are available online. But in some cases, you might want a custom-built crate for additional strength. Be sure to fill the crate with foam or packing paper or other infill.
How to ship a guitar without a case
It’s recommended to ship guitars in their cases so the instruments have extra protection. But if you don’t have a case available, offset the risk of damage with a stronger box or crate, additional infill, and heavy-duty packing tape.
You can also consider packing the guitar in two boxes. If you choose this option, treat the inner box as the case, packing the guitar tightly inside it and packing the inner box tightly in the outer box. Use enough infill to keep the guitar from shifting during transit.
How much does it cost to ship a guitar?
The cost to ship a guitar is determined by the size and weight of the parcel and the distance it needs to travel. Other factors can influence costs, like how you pack the guitar and which carrier or fulfillment partner you choose. Consider the following pricing factors when shipping a guitar (or any musical instrument).
Insurance
It’s strongly encouraged to insure a valuable guitar before shipping it. Insurance fees are usually nominal compared to transportation costs.
Carrier selection
Carriers compete on price and service, so you won’t get standardized prices across well-known brands like UPS or FedEx. Each has its own rate tables and surcharges to research. If you ask your carrier to provide packing services, factor in packing materials and labor costs as well.
- UPS guitar shipping
UPS ships guitars but may include surcharges for items based on size, weight, and packing techniques. If you sell guitars, these surcharges can scale dramatically across all of your products. - FedEx guitar shipping
FedEx ships guitars with a maximum weight of 45 pounds per package and recommends placing your shipping label on the top side of the box. You can drop off your package at a local FedEx store or arrange for pickup.
Actual weight vs. dimensional weight
Carriers may apply different pricing structures for shipping guitars and other oversized packages. Large parcels are often charged by dimensional weight (DIM weight) to account for the volume of the box and how much space it will take up in a delivery truck. Also known as volumetric weight or DIM weight, dimensional weight is a pricing technique used by shipping carriers to account for the space an item occupies in relation to its actual weight.
How do you calculate DIM weight for guitar shipping?
When determining how to ship a guitar, knowing how to calculate DIM weight can help you make smart packing decisions. That’s because DIM weight is calculated based on the volume of the package.
The formula varies slightly among carriers, but it typically involves multiplying the package’s length, width, and height (in inches or centimeters) and then dividing the result by a dimensional factor (aka, conversion factor). The factor is a constant determined by the carrier and is used to convert the volume into a weight equivalent.
Use this dimensional weight calculator as a starting point for determining how much shipping a guitar might cost.
Ship guitars with Red Stag Fulfillment
If you ship a high number of guitars each month, you may want to work with a third-party logistics (3PL) provider to learn how to make the process faster and more cost-effective. At scale, a 3PL can help you optimize packing with the right materials to keep your guitars in perfect condition on their way to customers.
You can also discover ways to limit transportation costs. For example, fulfilling orders from strategically located warehouses can help reduce travel distances to addresses all over the country. In some cases, you can organize higher-volume shipments that let you negotiate discounts.
Consider letting the experts at Red Stag Fulfillment help you create efficiencies that can support customer satisfaction. That way, you can stop stressing about fulfillment and focus on the other big priorities in your business.
We offer performance guarantees you won’t find anywhere else in the industry. But our clients don’t need them very often.
Curious to learn how we can help you ship guitars? Reach out to start a conversation.
