How to Ship a Guitar and Other Instruments Internationally

Moving across the globe, touring with a band, and simply gifting someone a guitar — all these require the sender to understand the basic rules of how to wrap, pack, and document their musical instrument. In most cases, when you initiate international shipping, it’s more than just putting some packing paper around it and calling it a day. All instruments are fragile, and if they’re vintage, they should be allowed to cross the border first.

So, you will have to learn how to ship a guitar: receive appropriate certificates, fill out forms, and collect the required documentation. If you don’t need it shipped to a different country, however, and it’s just domestic shipping, all instruments should still be properly wrapped, cushioned, and packed. There’s nothing worse than mailing your favorite guitar and receiving it shattered.

Below, you will find how exactly to prepare for shipping, which packing materials to use for musical instruments, and how to complete customs paperwork. Senders will also learn about the CITES convention, which can be a huge hurdle for transporting musical instruments.

The Golden Rule: Preparation is Everything

First, senders have to prepare their guitar. Before you pack, though, clean the instrument thoroughly (if it’s used), and take high-quality photos of it. Ensure that all angles are seen clearly and the condition of the item is apparent. Once you insure the shipment, you are responsible for providing anything that can support your claim. If it arrives at the destination damaged, showcase its state before it was handed over to the carrier.

For high-value instruments, insurance is not enough — always get a formal appraisal. Otherwise, do not undervalue your shipment. Remember: the coverage of the insurance should match the declared value of the guitar properly. In this case, relying on the carrier is not the best option. When possible, cooperate with a third-party insurance provider. Only then can you ask yourself, “How much does it cost to ship a guitar?” and calculate the total freight price.

Additionally, research the destination’s rules for importing musical instruments. There might be certain restrictions and bans, depending on the type, size, and materials they are made from. So, shippers have to prepare forms and certificates for customs clearance.

The CITES Convention: A Critical Hurdle for Vintage Instruments

Whether you are shipping a guitar, a violin, or a brass instrument, the CITES Convention might stop your plans. Created in 1975, the Convention on International Trade in Endangered Species of Wild Fauna and Flora started regulating all species endangered by trade.

Unfortunately, these regulations are the most infamous hurdle for owners of vintage instruments. So, if you have a cello passed down from generation to generation, it might have materials harvested from endangered species, practically banning the cross-border movement. Even if they were collected decades ago, the rule still applies.

Thankfully, it’s possible to get permissions for international transportation without the risk of confiscation. Let’s unpack what the CITES regulations are and which materials require additional permits for transportation. They include:

• ivory;
• rosewood;
• bubinga;
• ipe;
• afzelia;
• khaya.

Ivory, even in small increments, such as in decoration or piano keys, requires a permit. The United States is especially strict during border control, and even a hint of ivory can lead to immediate confiscation. The same goes for tonewoods, such as rosewood and bubinga, which are highly protected and require an export permit. Given that the materials were acquired before the rules were established, you still have to prove that the process was legal.

Note that once your instrument is confiscated by the customs officials, it’s almost impossible to prove compliance and receive it back. Even with the required documents in hand, you most likely will never see your guitar again.

The best way to ship a guitar made with these materials is to receive the CITES Musical Instrument Certificate (MIC). It’s commonly used by musicians who often travel across the border and perform worldwide — more on this next.

Step-by-Step Packing Guide: The Guitar

Apart from preparing the documentation and complying with restrictions, the musical instrument owner should know how to ship a guitar without a case and with a case. Packing it well, using proper cushioning materials, and getting a sturdy box are vital. So, let’s see how to do it step-by-step.

Step 1: Get the Guitar Ready

Clean the instrument of dust and debris if it’s used. Then, detune it and loosen the strings so they don’t snap during transit: turn the pegs a couple of times to reduce tension. Do not loosen them completely, as they risk getting tangled. Next, wrap the headstock in bubble wrap or other cushioning material to protect it. Avoid wrapping it too tightly, but pad it well so it doesn't move. When this part is done, move on to the body.

Place some paper between the strings and the fretboard. It shouldn’t be too thick. Other parts, like knobs, should be wrapped with bubble wrap or cloth. Space around the guitar should also be filled, so it doesn’t move in the case. Close and latch it once you are done, and try shaking it to check.

Step 2: Prepare the Box

Get a sturdy, hard box that suits the size of your guitar case. It has to be bigger on all sides for everything to fit well. Remember: even if the case is protecting your instrument, the box adds more padding. So, put a layer of bubble wrap on the bottom before placing the case inside. Only then, pad it on the sides and then on top.

Step 3: Seal the Box

Secure the case well in the middle, ensure that it doesn’t rattle in the box, and seal it with packing tape. The goal of double packing the guitar is to make it completely immobile during transportation, as well as provide a layer of material between the instrument and the environment around it to avoid temperature changes and humidity. That said, check that there are no holes or tears in the box. Reinforce the seams, if needed, and use the H-taping method to finish the job.

Put a label on the box. Before you print it through the courier services like Meest, double-check the shipping address and the sender and recipient contact details, and then add the “Fragile” labels on the sides.

Packing Other Instruments: Key Differences

Given that you look up “how to ship musical instruments” online, you will see that the packaging can vary a lot depending on what you are sending. Shipping a guitar includes reinforcing the headstock and knobs. For violins and cellos, the rules are a little similar: you always pad the bridge, the tailpiece, and the scroll. In contrast, it also encompasses the bow, which is quite easy to break, and it has to be packaged and secured in the case separately from the instrument.

Woodwinds like flutes and clarinets are easier to transport. They have secured cases with a custom approach to each instrument, so they don’t need additional padding inside the case. The main point of packing them for international transit is to make the case completely immobile inside the box.

Now, let’s move on to brass instruments. When you package trumpets or trombones, remember to remove mouthpieces first. Wrap them separately and place them inside the box. Moreover, use padding on valves and slides — they shouldn’t move during shipping.

Completing the Customs Paperwork

Once you understand how to ship a guitar in a case and how to package other musical instruments, you can start collecting and completing paperwork for customs clearance. Everything you submit through the carrier will serve as a guideline for customs officials to quickly pass the instrument across the border. Essential documents include:

• customs declaration;
• commercial invoice;
• packing list;
• certificate of origin;
• bill of lading or air waybill;
• insurance certificate.

Customs declarations, commercial invoices, and packing lists include similar information, such as the sender and recipient names, addresses, and contact details, a detailed description of the shipping goods, and so on. The certificate of origin confirms where your guitar was made — helpful for customs to determine duty and tax rates. And if you have purchased insurance through a third party, a certificate should be submitted during customs.

In addition to the essentials, every shipper may be requested to provide proof of ownership. Sales receipts and invoices prove that you own the guitar and that the taxes and duties have been paid once you bought it. In the case when you need the instruments temporarily, either for a concert abroad or an international tour, it’s advised to issue the ATA Carnet — a document for professional musicians that acts like a passport.

The ATA Carnet is highly beneficial, as it grants musicians tax- and duty-free import and re-export, but it only applies to member countries. Most European countries, North America, Africa, Oceania, and other areas participate in the agreement. You can always request more information on the topic from your local Chamber of Commerce.

CITES documents, as mentioned before, can be helpful to avoid confiscations. If your instruments contain materials harvested from endangered species, submit a MIC (Musical Instrument Certificate) or a TEC (Travelling Exhibition Certificate). They cover multiple international shipping sessions over three years. To receive one, apply through the local CITES management before handing the parcel to the carrier.

U.S. residents sending their instruments abroad for temporary use can register their guitar with U.S. Customs and Border Protection (CBP). When it’s time to send it back, the customs will see the Certificate of Registration (CBP Form 4455) and exempt the parcel from import duties.

Conclusion

When sending musical instruments abroad, it’s important to understand the complexity of the task before you even ask yourself, “How much does it cost to ship a guitar internationally?” First, learn how to prepare your guitar for shipping: clean the instrument and take photos of its condition. If it comes damaged, you will have to submit the pictures to prove you are eligible for an insurance claim.

Next, pay attention to the CITES rules and regulations. If your guitar is vintage, it might be made out of materials mentioned in the list, such as ivory or rosewood, and might be prohibited from crossing the border. As an owner, you will have to prove that the materials were harvested legally. Once this is ready, you can pack the guitar and prepare other essential documentation. Put it in the case (if you have one), wrap it in bubble wrap, loosen the strings, and only then put it in the box.

Avoid using a much bigger box — your instrument should be immobilized inside, with no free space left. Then, make sure to submit the customs clearance form, a commercial invoice, a packing list, an insurance certificate, and more upon request. Follow the guide above, and your shipment will be successful.

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