How to Ship Musical Instruments To and From Australia in 7 Steps

Shipping musical instruments can be nerve-wracking. Stories of damaged guitars or dented violins in transit are all too common. To prevent this risk requires careful planning so you can keep your instruments safe and arrive in perfect condition.

So whether you're sending a violin across the country, a guitar overseas, or a grand piano to a new concert venue, understanding the best packing techniques and shipping options is essential. In this guide, we’ll cover everything you need to know to protect your instrument during transit.

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Step 1: Choose the Right Packaging

Selecting the proper packaging is a big part of a safe shipment. . While strong and durable instrument cases can help prevent damage and reduce the risk of theft, additional packing precautions are necessary for optimal protection:

• Use soft, cushioning materials such as bubble wrap, newspaper, or cloth when wrapping your instrument. Focus on fragile spots (e.g., guitar necks) and wrap them in extra cloth or bubble wrap to further protect them.
  
  • For guitars, put padding between the fretboard and strings for additional protection. The strings should also be loosened before shipping to prevent stress during transit.
• Place the instrument (usually with its case) right at the center of a box or crate that is the right size to keep it from moving around too much while it is being transported. Fill the empty spaces of the box with packing material such as loose-fill peanuts or air-cellular cushion.

Step 2: Understand Customs Regulations

Imagine having your instrument delivered to you from overseas, only to receive a customs notice demanding unexpected taxes and paperwork. This often happens to those who aren’t familiar with customs regulations. 

If you’re planning on shipping musical instruments and equipment to and from Australia, here are some customs regulations to consider:

• When entering Australia, all musical instruments and musical-related equipment made of wood, bamboo, or any related materials must adhere to import regulations set by the Department of Agriculture, Fisheries and Forestry. Label them clearly, and declare them on entry. 
• Different countries have varying import duties, restrictions on materials like exotic woods, and documentation requirements. To avoid delays or fines, research the destination country’s customs policies, properly declare the instrument’s value, and include invoices or certificates of origin.

Step 3: Select a Reliable Shipping Carrier

Choosing the right shipping carrier is crucial when shipping musical instruments, as their fragile nature requires careful handling and specialised services. A reliable carrier like Couriers & Freight Australia ensures that your instrument arrives intact and on schedule. Here’s what to consider when selecting a shipping provider:

• Look into the carrier’s track record of safely shipped musical instruments and consider carriers that have experience with time-sensitive deliveries. Some carriers offer extras like secure packing or white-glove service.
• Choose a carrier that understands customs procedures and offers brokerage services.

Step 4: Insure Your Musical Instruments

Whether you’re a freelance musician, part of an orchestra, or shipping musical instruments internationally, insurance can help protect your wallet if the worst happens—loss, theft, or damage. As such, it is best to be in the know on what kinds of insurance coverages are available for those shipping their musical instruments:

• Some shipping providers, such as DHL, offer free coverage up to a certain value, depending on the country of origin and destination. Meanwhile, organisations like the Musicians’ Union (MU) also provide specialised instrument insurance for performers and professionals.
• Global insurance policies may also offer protection across different regions and transportation methods for the musical instruments or equipment of frequent travelers or international shipments.

Before shipping, confirm the fine print—what is and isn’t covered, and how to file a claim.

Step 5: Label and Document Your Shipment

Nothing is more frustrating than a lost or delayed shipment due to missing or incorrect documentation. This also applies to shipping musical instruments. Proper labels and paperwork help your package move faster.

• Have your package contain clear handling instruction labels for transport.
  
  • Add ‘Fragile and Handle with Care’ labels to prevent mishandling of the musical equipment.
  • A ‘Keep Dry’ label is advised for packages containing musical instruments to prevent exposure tot excessive humidity and stored under cover.
  • Having Up Arrows on a package can also help indicate the direction of storage, handling, and transport.
• Write your name and phone number on the box.. If importing to Australia, list the instrument type (e.g. “wooden guitar”) so officials can assess it quickly.

Step 6: Track Your Musical Instruments

Few things are more stressful than shipping musical instruments. Shipping delays, lost packages, or unexpected detours can cause anxiety for most instrument owners. Fortunately, modern tracking systems let you follow shipments in real time.. Here are the best practices for tracking your instrument:

• Follow your parcel online using tracking numbers. Major parcel carrier companies such as FedEx and UPS have their online resources dedicated to keeping track of parcels via tracking numbers. Local postal or courier services can also be monitored by global parcel tracking websites.
• Make sure to keep track of the estimated delivery dates and possible delays. Email or SMS updates can notify you of changes. Knowing the estimated delivery date for your instrument allows you to plan for its pick up or delivery. Keep an eye on expected arrival dates to avoid the carrier placing your instrument in temporary storage, or worse, losing it.

Step 7: Inspect the Instruments Upon Arrival

The journey of one’s musical instrument doesn’t end when it reaches its destination. Inspecting the instrument upon arrival can help you spot any issues. 

Once your instrument arrives, inspect it immediately for any damage:

• Is the packaging undamaged? Check the container and/or the instrument’s case for any scratches, dents, tears or other signs of damage or tampering.
• Is the instrument intact? Check for any damage to the instrument itself or signs that it was mishandled, such as cracks along the body, bent components, or missing parts.
• If you shipped the instrument with accessories, check to see if they are complete and in the same state as they were when you first shipped them.

These steps can be made easier if you have a list of the items you shipped and photo evidence of their condition before shipping. If you notice any issues, take photos as proof before reporting them to the shipping carrier as soon as possible to initiate a claim if necessary. Quick action usually speeds up resolution.

Shipping Musical Instruments: The Right Way

Shipping musical instruments doesn’t have to be stressful. By choosing the right packaging, researching customs regulations, selecting a trustworthy carrier, arranging proper insurance, labelling carefully, tracking shipments, and inspecting deliveries, you can reduce risks and keep your instrument in top shape.

With the right approach, your guitar, violin, or piano can travel safely—ready to play again as soon as it’s unpacked.

Safely Ship Your Musical Instruments

Protect your gear from damage. Save money and reduce hassle with trusted logistics support from Couriers & Freight.

Get a Quote Now