How to Package Musical Instruments for Safe Shipping

When applying for shipping insurance, you must follow these packaging standards to ensure your claim is valid in the event of loss or damage.

✅ General Guidelines

• Use new, undamaged boxes or hard cases - double-walled corrugated or molded cases preferred
  
  
• All instruments must be securely cushioned and immobilized inside their cases
  
  
• Package must withstand a 4-foot drop test without damage
  
  
• Seal outer packaging with 2" wide high-strength packing tape (H-tape method)
  
  
• Include invoice and contents list inside the box
  
  
• Clearly label with “Fragile,” “Musical Instrument,” and “This Side Up”
  
  
• Take photos at every packaging step for claim documentation
  
  

🎻 Specific Requirements for Musical Instruments

1. Use the Right Case or Box

• Use hard-shell or molded cases for string and wind instruments
  
  
• Guitars, violins, and woodwinds must have cases that lock shut and protect all sides
  
  
• For larger instruments (e.g., keyboards or drums), use original manufacturer packaging or custom crates
  
  

2. Cushion the Instrument Inside the Case

• Wrap the instrument in soft cloth or bubble wrap to prevent movement
  
  
• Fill any empty space with foam blocks or padding to immobilize inside the case
  
  
• Do not allow parts (like bows, pedals, or mouthpieces) to move freely inside
  
  

3. Double Box for Shipment

• Place the instrument (in its case) inside a larger box with at least 2” of cushioning material on all sides
  
  
• Use packing peanuts, foam corners, or molded inserts to prevent shifting
  
  
• Heavier instruments may require wooden crates or palletized shipping
  
  

4. Protect Fragile Components

• Loosen guitar strings slightly to reduce tension
  
  
• Remove and wrap accessories (e.g., tuners, drum keys) separately
  
  
• Use foam tubing to protect exposed bridge, neck, and pegs
  
  

5. Seal and Label Clearly

• Seal outer box with H-taping method using pressure-sensitive tape
  
  
• Label clearly: “Fragile,” “Do Not Drop,” and “Musical Instrument Inside”
  
  
• Include contact info and invoice copy inside the shipment
  
  

📸 Photo Documentation (REQUIRED for Claims)

Take clear, timestamped photos of:

• Instrument before packaging
  
  
• Padding inside the case
  
  
• Instrument inside the case and the case inside the box
  
  
• Final sealed box with shipping label and markings
  
  

🚫 Common Reasons Claims Are Denied

• Inadequate padding or missing hard case
  
  
• Reused boxes or single-walled outer cartons
  
  
• Loose items inside the case
  
  
• No photographic proof of compliant packaging
  
  
• Failure to double box large or fragile instruments
  
  

🛡️ Pro Tip

Original cases are great, but not always enough. Always use an outer box with cushioning when applying for shipping insurance on musical instruments.