Plan transport for framed prints, paintings and decorative art using the work’s condition, safe support points, finished package size and handling needs.
Assess the artwork's sensitivity before comparing freight prices
Start with the work's medium, condition and replaceability. Suitable decorative stock may travel by sea after packing and environmental review; original or unstable work needs specialist assessment first. Quote the approved finished package and define access, unpacking and installation separately.
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Identify the object before discussing freight
A framed reproduction, a glazed photograph and an original painting can have similar external dimensions but very different transport needs. Identify the medium, frame construction, glazing, age, condition and replaceability. Tell us whether the work has loose decoration, a delicate surface, insecure mounting or previous damage. A standard fragile label cannot communicate those differences.
The Canadian Conservation Institute recommends checking a painting's fitness to travel and recording its condition. Involve a qualified conservator or art packer for unstable, valuable or irreplaceable works before selecting transport. VelFreight can coordinate logistics and discuss specialist packing; treatment of the artwork's surface requires professional judgement.
Create a condition and contact-material record
Assign one object ID and photograph the front, back, edges and any existing marks before packing. Keep the viewpoint and orientation clear, with a scale beside a detail where safe. Describe what can be seen without diagnosing an unfamiliar surface: “small loss at lower-left frame corner” is more useful than an unsupported statement that the whole work is in good condition. Do not remove glazing or a frame merely to complete this record.
CCI’s condition-reporting guidance records the work, frame, glazing, dimensions and existing damage, using photographs and locations that another examiner can find again. If a coating or condition is uncertain, record that uncertainty and obtain the relevant specialist’s assessment. Separate fitness to travel from a packing-material decision: a stable object can still be damaged by an incompatible contact material.
For every material touching the frame, backing or an approved support, record its product name, supplier and role, the contact area and the specialist’s approval. CCI’s packaging bulletin describes surface damage from unsuitable contact materials. A label such as archival or acid-free does not by itself identify which surface may touch that material. Do not test a proposed adhesive, foam or cleaning method on the artwork to settle a packing question.
| Record | What to enter | How it guides packing or receipt |
|---|---|---|
| Object identity | Object ID, owner, title or description, medium and frame/glazing details | Keep the same ID on condition images, packing instructions and the crate |
| Measurements | Frame height × width × depth in cm; finished crate dimensions and gross kg separately | Do not size a delivery route from the visible image alone |
| Condition locations | Front/back orientation, photographed detail, observed size and position of existing marks | Use the same references at arrival and before the return journey |
| Permitted contact | Approved structural contact areas and surfaces that must remain clear | The packer can locate supports without guessing from decoration |
| Material compatibility | Material product reference, contact area, barrier if specified and approver | Substitute a material only after its intended use has been reviewed |
| Environmental instructions | Object-specific transport/opening limits in °C and % RH where specified; opening or acclimatisation procedure | Give the recipient instructions for this work rather than a universal waiting period |
| Opening and return | Lid orientation, fastener locations, removal sequence, reusable-part references and responsible people | Keep tools away from the work and preserve the approved arrangement for repacking |
Support the frame without touching the image
Do not assume decorative mouldings, fragile corners or projecting ornaments can support the work's weight. Send the packer front, back and edge photographs. The packing plan should identify support points and surfaces that must remain clear, including the painted or printed image.
Keep generic bubble wrap, adhesive and foam off unfamiliar art surfaces. CCI warns that unsuitable contact materials can leave impressions or residues. A specialist may specify a travel frame or other support that keeps packing away from a sensitive surface. Extra wrapping can cause damage if its material is unsuitable.
| Feature | Why it matters | Decision needed |
|---|---|---|
| Original or sensitive surface | Contact or residue may cause irreversible change | Conservator-approved surface clearance and materials |
| Glazing | Breakage can affect both frame and image | Specialist review of glazing, containment and any permitted change |
| Decorative frame | Projections may not support load | Identify structurally suitable contact points |
| Loose or weakened mounting | The image may move inside an intact outer pack | Stabilise appropriately before travel |
| Large or heavy work | Safe handling and access | Measure the completed crate and confirm the delivery route |
Review glazing as a separate decision
If the work is behind glass, discuss the consequences of glazing failure before closing the package. Do not remove glazing, tape it or substitute another material without approval from the owner and the relevant specialist. A change that seems useful for transport may affect appearance, conservation requirements or the agreed condition of sale.
Show the approved glazing arrangement in the condition report. A replaceable decorative print may suit a different plan from a historically important work. Give the freight provider the final details, not just an early quotation photograph, and update measurements and packing records after any approved change.
Secure the artwork inside the outer box or crate
The outer box or crate should protect the artwork and its fitted supports. A strong wooden shell will not secure a loose frame. The packer should specify supports, clearance from the outer structure, restraints and opening instructions. Keep tools and fasteners clear of the artwork.
Photograph the supports and package identification before closing the lid. Keep unpacking instructions accessible from outside. For a return journey, mark reusable parts and document the repacking sequence. Use one reference for the artwork, condition photographs and crate on both legs. Confirm who stores the empty crate, repacks the work and approves its condition before return collection.
Measure the protected package, not the visible frame
An illustrative framed work measures 100 × 70 × 8 cm. Its approved shipping pack measures 120 × 90 × 25 cm, a geometric volume of 0.27 m³. If a particular parcel quotation uses a divisor of 5,000 in centimetres, the dimensional weight would be 54 kg: 120 × 90 × 25 ÷ 5,000. If actual gross weight is 20 kg, that hypothetical quotation could therefore be governed by dimensional rather than actual weight.
This example is not a carrier quote or acceptance limit. Rounding, handling charges and size restrictions vary, and a crate may need freight handling. Any smaller design must retain the specialist's required protection. Ask VelFreight to compare services using the approved finished dimensions before changing the pack.
| Measure | Example value | Use |
|---|---|---|
| Visible frame | 100 × 70 × 8 cm | Initial object information only |
| Completed pack | 120 × 90 × 25 cm | Quote and handling dimensions |
| Geometric volume | 0.27 m³ | Volume comparison |
| Hypothetical dimensional weight | 54 kg at divisor 5,000 | Only where the actual quotation uses this rule |
| Actual gross weight | 20 kg assumed | Compare under the applicable service rules |
Choose the route for the artwork's sensitivity and deadline
Check the handling stages, waiting locations, required orientation and final delivery plan as well as transit time. Standard services do not necessarily control temperature or humidity. Confirm any environmental requirements and a service that can meet them before booking.
Ocean freight may suit decorative stock with an approved packing and environmental plan. For irreplaceable work, compare the protection offered by air or specialist transport as well as price. Review insurance with the provider; the declared value and freight charge alone do not establish the cover.
Make delivery access part of the packaging brief
A crate may fit the truck but not the gallery doorway, lift or stairs. Measure the access route and identify a safe unpacking area. Confirm appointments, loading restrictions, equipment and handlers. If the crate must be opened before reaching the final room, plan how the protected work will be moved from there.
Specify the delivery point: loading area, inside the building or another agreed location. Arrange specialist unpacking and installation separately where needed; delivery to an address does not automatically include hanging the work. Have the owner or authorised recipient available for condition checks, with time and space for careful opening.
Worked access check and exhibition-return plan
Use the 120 × 90 × 25 cm package from the earlier dimensional-weight example. For this additional access exercise, assume its approved upright orientation is 1,200 mm high, 900 mm wide and 250 mm deep. A measured clear doorway of 860 mm cannot take the crate straight through with its 900 mm face across the opening: the difference is 40 mm. These are teaching measurements, not a prescribed clearance.
Do not assume that turning the crate sideways solves the delivery. The handling team must check the approach, turning space, trolley footprint, handles, doorway height and any lift or stair restriction while preserving the approved orientation. Measure clear openings with doors and fittings in their actual delivery positions. If the whole route cannot be confirmed, arrange a different entrance or an approved unpacking and onward-handling plan before collection.
For an exhibition return, use the same object ID through outbound packing, arrival, unpacking, storage of the empty crate and return collection. The return needs a fresh condition check and a check that all supports are present and still suitable. Do not assume that an available empty crate is ready for reuse simply because the outward journey was successful.
| Stage | Record and action | Change the plan when… |
|---|---|---|
| Before collection | Attach the measured access route and handling method to the delivery appointment | A crate, trolley or required handler cannot use the agreed route safely |
| On arrival and opening | Photograph the closed package and compare the object using the agreed opening procedure | A new condition change needs the owner’s or specialist’s review before further movement |
| During the exhibition | Label the stored crate and every reusable support with the object reference; retain the packing photographs | A support is lost, contaminated, distorted or no longer matches the approved arrangement |
| Before the return | Update condition photographs, confirm who approves condition, and compare the rebuilt pack with the original record | The work, packaging, route or receiving conditions have changed; revise the return brief before booking |
How VelFreight coordinates an artwork shipment
We review the work's description, dimensions, condition photographs, owner requirements and delivery access. We compare routes against the approved packing and handling plan, discuss specialist packing where needed, and coordinate collection, customs and delivery within the agreed scope. The owner or relevant specialist approves changes affecting the work.
Keep the description, valuation basis and applicable export or import documents accurate. On arrival, follow the agreed opening procedure and compare the work and package with the dispatch record. Document any change and preserve the packing before deciding what to do next. Condition records help distinguish existing defects from changes found on arrival.
Framed-artwork shipment checklist
Review the artwork, packaging and receiving arrangements together before dispatch.
- Medium, glazing, condition and replaceability are clearly described.
- The appropriate specialist has assessed fitness to travel where required.
- Support points, surface clearance and contact materials are approved.
- Dispatch photographs show the artwork and the completed inner packing.
- Final gross weight and external dimensions match the quotation.
- Environmental and handling requirements have been checked against the actual service.
- Delivery access, unpacking responsibility and condition-check procedure are confirmed.
- Any return journey has a documented repacking arrangement.
Sources
Supports assessing fitness to travel and documenting condition before shipment.
Supports compatible contact materials, surface protection and specialist package design.
Supports object identification, dimensions, glazing/frame information and location-based condition records. The example access dimensions are teaching assumptions, not CCI clearance rules.
This is a planning guide. Requirements vary by service and destination. Confirm cargo acceptance, charges, customs requirements and delivery arrangements with your provider before shipping.
Create your shipment brief