Musical instrument shipping guide

When handing over the parcel, keep the receipt or collection evidence showing the date and shipment identifier.

If the acceptance point records a weight, compare it with your own measurement and keep that figure. Material discrepancies should be clarified promptly.

Do not delete the documents as soon as tracking shows “delivered”; retain them until the transaction is genuinely complete.

If damage is found, do not limit the evidence to one close-up of the broken part.

Photograph the outer parcel, internal protection, item position, overall damage and close details. Keep original files and, where useful, record a short video of any functional issue.

Compare this evidence with the pre-shipment photographs. The goal is to reconstruct the facts without immediately modifying or disassembling the item.

On receipt:

1. inspect the outside of the parcel;
2. photograph any damage before opening;
3. open without destroying the packaging;
4. verify the item and accessories;
5. compare condition with the listing and documentation;
6. perform the appropriate functional checks;
7. keep boxes and protective materials until everything is verified;
8. promptly report any issue through the applicable procedure.

A methodical delivery check helps preserve evidence at the moment it may matter most.

First check movement of the instrument inside the case. Fill appropriate spaces with compatible material so the body cannot shift, without loading the neck, bridge or controls.

Then treat the case itself as an item that needs shipping protection: cushion and immobilise it inside the outer box. A hard case can spread impacts but can still be damaged or transfer force to the instrument.

A gig bag provides less structural resistance, so the outer packaging needs to do more of the protective work.

For valve amplifiers, check for obviously loose parts. If the manufacturer, a technician or the transport procedure recommends removing certain valves, identify their positions and orientation and pack them separately with suitable protection.

Do not improvise disassembly on equipment you do not understand. With combos and cabinets, also consider the mass of the speaker and how an impact can load panels and mounting points.

Before closing the parcel, carefully listen for loose components and address them without opening hazardous electrical areas.

Rack equipment can be dense and heavy for its size. Protect the front and rear panels, connectors and handles, and make sure the weight is not carried by the controls.

Power supplies, IEC leads, footswitches and adapters should be grouped and secured in a separate area. Do not leave them loose on top of or behind the unit.

If the device travels installed in a rack, verify that the rack, screws, rails and panels are actually suitable for transport and that nothing can move inside.

Displays, touchscreens and rear panels can be vulnerable to pressure and side impacts. Keep a protected clearance zone around them.

Where appropriate, remove easily detachable accessories such as music rests and pack them separately. Secure power supplies and cables so they cannot reach the keys or display.

If the instrument contains a battery, check the carrier’s current rules for that battery type and the selected route.

When shipping cymbals, separate the surfaces to prevent rubbing and protect the centre hole from hard contact.

Use a container that resists easy bending and keep the edge away from the outer walls. If several cymbals travel together, secure the group without excessive clamping force.

Heavy metal accessories should be packed separately so they cannot become loose masses next to the cymbals.

If you add optional coverage or declare a value, read what you are actually purchasing.

Check limits, deductibles, required documents, excluded goods, packaging requirements and how value must be evidenced. Do not assume the listing price will automatically be accepted as a reimbursable value.

For expensive gear, retain useful evidence of identity and value: available receipts, transaction records, serial number, photos and exact model description.

Before shipping across a border, clarify with the buyer which costs are included in the transaction and which may be charged on import.

Also consider failed delivery or return scenarios: who pays for return transport, which documents are required and how to avoid inconsistent declarations on the way back.

Do not promise exact tax or duty amounts unless you have an official source applicable to the specific shipment.