How to Ship Musical Instruments Safely

To ship musical instruments, loosen the strings, support the neck and other fragile parts, close the instrument in a hard case, and pack the case in a corrugated box with 2 to 3 inches of cushioning so it never touches the outer walls. Most instruments ship as regular parcels with USPS (up to 70 pounds) or UPS (up to 150 pounds), while acoustic pianos, organs and large multi-piece kits on a pallet go by LTL freight.

The same three rules apply to almost every instrument: remove tension and loose parts, immobilize the instrument inside its case, and give the case a rigid, cushioned outer box. This guide covers each instrument family and links to our detailed guides for specific instruments.

What supplies do you need to ship a musical instrument?

• A hard case with neck or body support. A gig bag offers almost no shock protection on its own.
• A corrugated outer box 2 to 3 inches larger than the case on every side. Music shops often give away the boxes new instruments arrive in.
• Foam, air pillows or crumpled kraft paper to fill the space around the case and the voids inside it.
• Soft padding, such as microfiber cloths or small towels, to support a guitar neck or fill a case’s empty compartments.
• Bubble wrap for removable parts: bridges, mouthpieces, end pins, tubes and hardware.
• Heavy-duty packing tape, plus “Fragile” and “This Side Up” markings.

For guitars specifically, our guide to the features of a good guitar shipping box explains what to look for in size and wall strength.

How do you pack a guitar, violin or cello?

Stringed instruments break at the neck, headstock and bridge, usually from a hard jolt combined with string tension. Packing removes the tension and stops the neck from flexing.

1. Loosen the strings. Detune enough that the strings are slack but still hold the bridge in place on a violin, viola or cello. Taking tension off protects the neck and top from temperature swings and shocks in transit.
2. Support the neck. Put soft padding under the headstock and neck so the neck can’t move inside the case.
3. Fill the case’s voids. Stuff the accessory compartment and any gaps with cloth so nothing shifts. Remove capos, slides, tuners and loose items, which can dent the finish.
4. Protect bridged instruments. On a violin, viola or cello, check the bridge is upright and seated, and pad around it; for a cello, retract the end pin.
5. Box the case. Put 2 to 3 inches of cushioning in the bottom of the box, set the case in the center, and fill the sides and top until the box passes a gentle shake test.

A cello’s size changes the carrier math because of its oversized box, so see our dedicated guide on how to ship a cello for box sizing and case protection.

How do you ship keyboards, amps, drums and wind instruments?

Keyboards and digital pianos travel best in their original box with the factory foam end caps. Otherwise, wrap the keyboard in a plastic bag to keep out dust, cushion both ends heavily, and protect the keys and controls with a sheet of rigid board.

Guitar amps should have their tubes removed and wrapped separately, or secured in place with foam if removal isn’t practical. Pad the control knobs and the speaker grille, and box the amp with cushioning on all sides.

Drum kits ship as several boxes. Remove the heads or loosen the tension rods, nest smaller shells inside larger ones with padding between them, and pack hardware and cymbals in their own boxes so metal stands can’t puncture a shell.

Brass and woodwinds ship in their hard cases. Remove mouthpieces, reeds and ligatures and pack them in the case compartment, fill any space so the instrument can’t shift, then box the case. A saxophone or trumpet bell is easily bent, so make sure the case lid presses on padding, not on the instrument.

Turntables and record players need the platter removed or locked, the tonearm secured with a twist tie or the built-in rest clamp, and the cartridge or stylus guard in place.

Which carrier and service fit your instrument?

Most instruments are bulky for their weight, so box size often matters as much as the scale reading. Use this table to see where your instrument usually lands.

The numbers behind the table come from each carrier’s rules. USPS accepts packages up to 70 pounds, and Ground Advantage allows up to 130 inches in combined length and girth, with dimensional weight applied to boxes larger than 1 cubic foot. UPS accepts up to 150 pounds, 108 inches long and 165 inches in length plus girth, and treats a domestic package longer than 96 inches or over 130 inches in length plus girth as a Large Package, billed on the greater of actual and dimensional weight.

Always box the case. Under the UPS tariff, a package whose outer container isn’t corrugated cardboard, such as a hard plastic or wooden case shipped on its own, draws an Additional Handling charge, and a bare case is also more likely to be damaged.

To see what your boxed instrument costs with each carrier, compare USPS and UPS rates in the ParcelPath rate calculator. ParcelPath is free, with no subscription or per-label fee, and offers up to 89% off USPS and up to 85% off UPS. Our shipping calculator guide explains how weight, zone and dimensions affect the total.

When does a musical instrument need freight?

Acoustic pianos, organs and other instruments too heavy or large for parcel carriers ship by LTL freight or with a specialty piano mover. A piano needs a crew and equipment at both ends, so it’s rarely a do-it-yourself freight shipment. Freight also works well for a shop or band moving several boxed instruments and cases at once, strapped and wrapped on a single pallet.

PalletPath, ParcelPath’s LTL freight service, lets you get an LTL freight quote for a palletized shipment. Our guide on how to ship freight over 150 lbs covers palletizing and the bill of lading.

How do you insure a musical instrument shipment?

USPS Ground Advantage and Priority Mail include up to $100 of insurance, and you can buy coverage up to $5,000. UPS includes liability up to $100 unless you declare a higher value, up to $50,000 for a single package. Declare the instrument’s replacement value, not what you paid years ago.

Before you pack, photograph the instrument from every angle, including the serial number and any existing wear, and keep the receipt or appraisal. If it arrives damaged, keep the box and all packing materials, because carriers inspect packaging when they decide a claim. Our guide to shipping fragile items and valuables covers documentation and cushioning in more depth.

What are the most common instrument shipping mistakes?

• Shipping at full string tension. It’s the most common cause of a cracked headstock or lifted bridge. Always detune first.
• Shipping in a gig bag or a bare case. A gig bag can’t absorb a drop, and a case without an outer box draws extra handling and takes the impact directly.
• Letting the case touch the box walls. Impact passes straight through. Keep 2 to 3 inches of cushioning on every side.
• Leaving loose items in the case. Capos, mutes and mouthpieces become projectiles in transit.
• Under-declaring value. Included coverage is limited, so declare what it would cost to replace the instrument.

Sellers listing instruments online can build packing and shipping into their prices; our guide to product pricing with a shipping calculator shows how. You can also skip the printer: print the shipping label at home, or use a USPS Label Broker code at the Post Office or a UPS Mobile Barcode at The UPS Store.

Frequently Asked Questions

How do you ship a musical instrument safely?

Loosen the strings or remove loose parts, support the neck and other fragile points, and close the instrument in a hard case with its voids filled. Then pack the case in a corrugated box with 2 to 3 inches of cushioning on every side, mark it Fragile, and insure it for its replacement value.

Should I loosen guitar strings before shipping?

Yes. Detune until the strings are slack. Full tension combined with temperature changes and shocks in transit can crack the headstock or neck joint. On violins, violas and cellos, keep just enough tension to hold the bridge in place, and check the bridge is still upright before closing the case.

Can you ship a musical instrument in its hard case without a box?

It’s not a good idea. A bare case takes every impact directly, and under the UPS tariff a package whose outer container isn’t corrugated cardboard, such as a hard plastic or wooden case, draws an Additional Handling charge. Put the case in a corrugated box with cushioning around it.

How do you ship a piano?

Acoustic upright and grand pianos are far too heavy for parcel carriers, so they ship by LTL freight or with a specialty piano mover with a crew at both ends. Digital pianos and keyboards are different: in their original box or well cushioned, they ship as parcels, usually by UPS Ground because of their size.

Sources

• USPS: Ground Advantage (70 lb, 130 in length plus girth, dimensional weight, $100 insurance)
• USPS: Insurance and Extra Services
• UPS Tariff/Terms and Conditions of Service, United States (3.1 weight and size limits, 40.7 Large Packages, 40.9 Additional Handling, declared value)