You want to ship a desk, but it seems complicated. You worry about the size, the fragility, the cost, the carriers–it’s overwhelming.
You’re not alone.
In the guide below, we’ll go over the 10 steps of shipping a desk with minimal risk, at reasonable cost, and without the anxiety that usually follows.
We ship heavy and bulky items like desks for a living. Today, we’re sharing that expertise with you so you can ship furniture like a pro.
PRO TIP: If you sell desks or other large products, partnering with a 3PL that specializes in big, heavy, and bulky fulfillment—like Red Stag Fulfillment—can save you money (especially on shipping surcharges for large items) and let you focus on what really moves the needle in your business.
To learn more about how we can handle the heavy lifting of your fulfillment operations, reach out today.
How to ship a desk in 10 easy steps
Whether you’re sending an antique, glass-top, or computer desk, here’s what you need to know when shipping furniture.
Understand the risks of shipping furniture
01
The first step is to understand the potential for damage when shipping a desk. This will provide clarity in all the following steps, especially packing.
Most common damage scenarios
Typically, a desk gets damaged in transport if:
The edges of the box/crate give in during handling
The box collapses under the weight of other packages
The package is dropped or falls/slides in a truck
The package is exposed to temperature changes or moisture
Road vibration loosens the joints or the drawers
NOTE: You’ll notice a pattern here—in four out of five scenarios, the risk of damage can be greatly reduced with proper packaging and padding.
Clean, inspect, and take photos
02
A thorough preparation process will protect your desk and your peace of mind.
For example, if you prep the desk properly, it will be ready for use upon arrival without requiring additional cleaning time. The clean surface also makes it much easier to spot any new marks or damage that might have occurred during transit.
Having documented proof of its pre-shipping condition will also provide crucial evidence in case you need to file a damage claim.
9 steps to cleaning a desk for shipping
01
Research the specifics of the materials, especially if it’s wood (see pro tip below).
02
Remove any electronic parts and dust the surface using a microfiber cloth.
03
Mix mild detergent and warm water, and soak a sponge or a soft, clean cloth.
04
Wring the cloth until it’s damp but not dripping.
05
Spot-test your cleaning solution on a small area if it’s your first time using the cleaner.
06
Scrub the surface gently to expose existing scratches without creating new ones.
07
Rinse the cloth, and wipe the desk down again to remove any detergent residue.
08
Clean the metal parts with mild soap and a microfiber cloth. If the metal is oily, give it a second go with a water-based degreaser to uncover any scratches.
09
Dry the desk thoroughly with a fresh microfiber cloth to avoid streaks.
PRO TIP: Avoid harsh chemicals when cleaning wood, especially cherry, walnut, maple, pine, and birch. Use a mild, pH-balanced wood cleaner on a damp cloth and dry the surface immediately. Avoid waxes before transport—they might repel dust, but they’ll trap moisture if the desk is exposed to it.
Inspecting and recording damage
Inspect every part of the desk and take clear, well-lit photos. This will be your proof of the desk’s condition before shipping.
Take photos of the whole desk, including closeups of scratches, breaks, or dents.
PRO TIP: If you’re disassembling the desk, take pictures before and after. If you’re shipping the desk whole, some areas may be hard to photograph clearly. Experiment with daylight and nighttime photos using flash. The results will depend on the reflectiveness of the surface.
Measure and weigh the desk
03
You have two goals with this step: figure out the box size you’ll need and how much shipping will be (including any surcharges).
From a logistics perspective, all desks fall into two groups:
Those that can be disassembled for standard shipping (the majority of desks and a lesser challenge). And desks that can be shipped in one piece (minority and likely too big to ship via FedEx/UPS/USPS without significant charges).
How to measure a disassembled desk for shipping
01
Disassemble the desk if you haven’t already.
02
Measure all the flat pieces, including the length, width, and thickness.
03
Think about how the flat parts fit together, especially if you’re sending multiple desks (see pro tip below).
04
Measure the dimensions of the furthermost edges, including width, depth, and height.
05
If the legs are adjustable, measure them at the lowest height.
06
If there are peripherals (like motors and outlets), measure them separately and allow 3–4 inches for padding.
07
Collect all the screws and sort, number, and bag them by type. Put all the smaller bags into a bigger one and measure it.
Weigh the desk
Weight is a factor in furniture shipping costs, but it’s not easy to weigh a desk at home.
If possible, find the weight online, contact the manufacturer, or look at approximations.
If that’s not an option and the parts are small enough, get creative:
01
Weigh yourself on a bathroom scale.
02
Repeat while holding individual desk parts.
03
Deduct your weight from the weights of you and the parts combined.
04
Add the numbers to get the total weight of the desk.
ALERT: If your package weighs more than 70 pounds, it might require a “Heavy” sticker label. Ask your chosen carrier if this is necessary.
Layer parts for lower furniture shipping costs
If you have multiple flat boards, think about layering the smaller ones (like sides) between the larger ones (tops).
For example, if you have two tops measuring 70 x 40 inches and four sides measuring 30 x 30 inches, you can “sandwich” the sides between the tops. This might be the difference between shipping in one and two boxes.
How to measure a whole desk for shipping
If you’re shipping the desk whole, measure the furthermost edges of the package.
A whole desk will likely go over the size limits for standard small-package shipping via UPS, FedEx, or USPS.
- UPS limits
165 inches in length and girth* combined | 108 inches in length | up to 150 pounds. - FedEx limits
165 inches in length and girth combined (130 for Express) | 108 inches in length | up to 150 pounds. - USPS limits
108 inches in length and girth combined for mailpieces (130 inches for Retail Ground—but charged as oversized) | up to 70 pounds.
*Girth–(Width x 2) + (Height x 2)
Packages shipped via UPS or FedEx can’t exceed 108 inches in length, 165 inches in combined length and girth, or 150 pounds in weight. Any package surpassing one or more of these limits may incur a $1,250 ground unauthorized fee.
Tony Runyan
Chief Client Officer
Red Stag Fulfillment
If you’re shipping a whole desk, your best option will likely be using aggregators like Uship to get shipping quotes and choose the provider. It’s also the more flexible option because you can choose a one-truck carrier to only transport your desk.
Note that Uship is not a broker, so it doesn’t vet the drivers—you choose them based on bids and reviews.
When providing sizing details on Uship, list the total size, including any packaging. If the desk is not packed, adding 10 to 15 inches for pallets and wraps is a good rule of thumb.
Protect the furniture even when shipping door-to-door
Shipping furniture via a local carrier allows you to choose a door-to-door service so your desk never leaves the truck.
But you’ll still need to package and protect it. At a minimum, place the desk on a pallet and wrap it in layers of bubble wrap, cling film, and cardboard sheets.
NOTE: Steps four through 10 below primarily deal with shipping disassembled desks, but the principles still apply.
Make a packing plan (shipping boxes, packing supplies, and tools)
04
Ever heard the saying “an hour of planning saves 10 hours of doing”? This rings true for shipping furniture.
Visualize your packing plan on paper
To eliminate any blind spots and get clarity, put pen to paper and draw it all out.
Then, optimize your packing plan in steps:
01
Layer the flat parts.
02
Decide which parts you want to pack separately and which can be bundled.
03
Try different packing configurations.
NOTE: Consider every possible arrangement of your desk parts—the right configuration will minimize package size while ensuring each piece stays protected.
Choose the box carefully
Look for a box that meets the following criteria:
- Thick and rigid.
A sturdy cardboard box will usually do the job. - Allows for padding between the box and the desk.
A few inches on all sides will leave enough room. - Not too big.
Too much space might allow desk parts to move inside the box and damage one another. The extra inches might also push the package dimensions over the shipping limits and add cost.
The simplest way to get cardboard boxes when shipping furniture is online from websites like Uline, Boxes4U, UPS, or FedEx.
PRO TIP: Consider getting an adjustable TV box to ship furniture. It will make packing easier because its length adapts to your package, not the other way around. These boxes can be found at retailers like Amazon and Home Depot.
Desk packing supplies and tools
| Packing Tools | Packing Supplies | Padding Supplies |
|---|---|---|
|
Box cutter Measuring tape Scissors Gun tacker |
Packing tape Packing paper Cling film Scotch and painter tape Foam sheets |
Corner protectors (cardboard or foam) Bubble wrap Air pillows Paper fill Foam packaging Foam board |
Choose a furniture shipping service
05
Every carrier brings different strengths to furniture shipping. Some excel at speed, and others at handling oversized items.
There are multiple factors to consider when choosing the right carrier for you:
Specifics of the desk (size, type, materials, and disassembly)
Shipping options (standard vs. freight)
Services offered and reputation of the shipping companies
Transport distance
Shipping costs
Below, we covered some cost considerations and an example to help you decide which carrier to choose.
Shipping costs
Shipping costs are complex because they’re based on multiple factors:
Total size and weight of the package
Dimensional weight
Transport type
Shipping distance (domestic zones and international)
NOTE: Dimensional weight is a formula carriers use to determine shipping costs based on package dimensions. It’s a way to factor in total dimensions when shipping oversized items (like whole desks). Read more about it and determine your numbers using our dimensional weight calculator.
Sample shipping costs: Standard 40″ desk
The table and graph below compare the cost of shipping a (relatively) small desk at base rates.
The shipping specs used:
Package size in inches: 40 x 25 x 20
Package weight (lbs): 40
Dimensional weight with UPS, FedEx, and USPS, respectively (lbs): 144, 144, 121
40″ Desk Shipping Cost
| Carrier | Zone 2 | Zone 3 | Zone 4 | Zone 5 | Zone 6 | Zone 7 | Zone 8 |
|---|---|---|---|---|---|---|---|
| UPS | $107.16 | $108.70 | $116.53 | $117.60 | $130.28 | $143.71 | $160.27 |
| FedEx | $107.25 | $108.70 | $116.76 | $117.88 | $130.53 | $144.00 | $160.59 |
| USPS | $42.05 | $47.15 | $59.55 | $170.80 | $196.40 | $221.00 | $246.60 |
Disclaimer: These calculations and graphs are approximations for reference purposes only.
So, which carrier is the most affordable? Here’s what we learned from our shipping cost example:
For ZIP codes closer to your location (up to Zone 4), USPS charges less.
Starting at Zone 5, UPS and FedEx are cheaper.
The cost differences between UPS and FedEx are minimal.
To determine more precise costs, use carrier calculators:
NOTE: For bigger desks, the dimensional weight exceeds weight restrictions, and special rates apply. Contact the carriers and list the job on an aggregator like uShip, then compare costs.
Pack and pad the desk parts
06
Once the desk is disassembled and you have a plan, it’s ready for packing.
Follow these tips to safely pack up your desk:
01
Slide and tape the corner protectors. Only use painter’s tape to avoid damaging the surface.
02
Wrap each part of the desk in packing paper or bubble wrap.
03
Affix the wrapping with packing tape.
04
Lay the parts on one another and separate them for extra protection—use shipping blankets or large corrugated box sheets.
05
Try different configurations to minimize the chances of parts moving/shifting inside the box.
06
Fill any empty spaces using air pillows or bubble-wrap sheets.
07
Wrap it all tightly with cling film.
08
If the size allows, slide the bundle into a waterproof zipper-top bag.
NOTE: If the packaged set of desk parts is too heavy or unstable to lift into the box, you can pack it by cutting the box open at the top and sliding it under the packaged parts. By doing this, you don’t have to lift anything – just tape and seal the box.
Place the desk in the box
07
The exact steps of boxing a desk will depend on whether the cling film can stabilize the parts (illustration below).
Method 1: Steps if the bundled parts are stable:
01
Lift the package on its side.
02
Slide it into the box.
03
Add extra padding between the box and the parts, such as air pillows, bubble wrap, or foam inserts. (Avoid packing peanuts—they’re a hassle to unpack.)
Method 2: Steps if the parts are too heavy to stabilize:
01
Lay the box down and cut it open along one side.
02
Pack the desk parts directly into the box (following the steps outlined above).
03
Close the box using heavy-duty duct tape (double or triple tape in H-pattern to reinforce the edge).
Seal the box
08
To seal the box, use strong duct tape and tape along all seams. Double-tape the edges for reinforcement.
PRO TIP: Choose tape with waterproof backing to add a layer of moisture protection.
Label the package
09
Apart from the basic label (with the ship-to address and sender information), consider adding custom labels. This allows you to include handling instructions (fragile, this side up, handle with care) and unpacking tips for the recipient.
Clear instructions and packing slips lower the risks associated with handling furniture in transit.
Tips on how to ship furniture and desks
If you’re shipping furniture, you might stumble upon some new terms. In the section below, we’ll review the most common ones and offer additional tips to help you ship furniture with ease.
Freight shipping companies vs. shipping services
These terms might come up when you call up a shipping company or research local options.
- Shipping — sometimes referred to as parcel shipping — is the transport of smaller items.
It’s logistically simpler, cheaper, and easier to track and predict (in terms of delivery times). - Freight is the process of transporting large items, including furniture and desks.
It usually involves pallets, containers, and crates.
The image below illustrates the difference between items typically transported via shipping versus freight.
FTL vs. LTL freight
FTL and LTL are types of freight transport. The acronyms stand for full-truckload and less-than-truckload.
- If your furniture shipments fill an entire truck, that’s FTL transport.
This option is typically used by furniture manufacturers or large retailers shipping multiple pieces at once. - If you choose freight for one desk, it will be an LTL transport.
The carrier will pack it onto a pallet (or in a container) and load it onto a truck, ship, or airplane.
NOTE: Don’t be confused when you see terms like “LTL shipping”—it means the same as LTL freight. It’s often used interchangeably by LTL carriers. Read more about LTL shipping and when to use it.
Should you get insurance for your desk?
Declared value is your assessment of the desk’s worth (aka the number you put in the form). For most desks, it will offer enough coverage.
With UPS, the upper limits vary depending on where you ship the desk from. For specifics, contact UPS directly.
With FedEx, the current maximum declared value on domestic shipments is $1,000. Check the declared value here.
If you’re shipping an antique or a particularly valuable piece, the actual cost might go over the declared value limits. In this scenario, consider getting third-party insurance. It adds to the shipping costs but pays dividends in peace of mind.
PRO TIP: When talking to UPS, ask if you can get a higher declared value by driving the desk to one of their locations and shipping it from there.
Track your desk
Track the location of your desk using the tracking number, which most carriers offer as part of standard shipping.
UPS and FedEx generally offer more flexible and detailed tracking options than USPS through their sites and apps.
International vs. domestic shipping of desks
Shipping a desk internationally will generally mean:
Higher cost (shipping, taxes, import/export duties)
More paperwork (declarations, invoices, certificates, packing lists, and more)
Longer transport times
Different coverage terms (usually per pallet)
Multiple handling points, which calls for extra protection
Optional: Shipping your desk in a crate
If you’re handy, consider making your own shipping crate. OSB and foam boards provide more protection than cardboard boxes.
Ship your desk with peace of mind
If you make and sell furniture online or run an ecommerce business, consider partnering with a reliable third-party logistics (3PL) company like Red Stag Fulfillment. Outsourcing fulfillment allows you to focus on your core business while leaving the handling and shipping to experienced professionals.
As specialists in transporting bulky and heavy items, including desks and furniture, Red Stag Fulfillment understands the unique challenges of furniture shipping. This expertise comes with unparalleled guarantees that protect your business every step of the way.
If you need a trusted partner to level up your business, contact us today.
