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How to Package and Transport

Proper packaging is essential to protect paintings and fragile artworks during handling, storage, or transportation. Using the correct materials and techniques helps prevent damage from impact, humidity, dust, or movement.

How to Package an Artwork

1. Prepare the Artwork
Ensure the artwork is clean and completely dry. For paintings on canvas, avoid touching the painted surface. If the painting is framed, check that the frame and glass are secure.

2. Protect the Surface
Place a sheet of acid-free paper or glassine paper over the painted surface to protect it from scratches and moisture. Avoid materials that may stick to the paint.

3. Wrap the Artwork
Wrap the piece carefully with bubble wrap, with the bubbles facing outward when possible to avoid pressure marks on the artwork. Secure the wrapping with tape, making sure the tape does not touch the artwork itself.

4. Add Corner Protection
Use foam or cardboard corner protectors to safeguard the edges and frame. Corners are the most vulnerable parts during transport.

5. Use a Rigid Support
Place the wrapped artwork between two strong pieces of cardboard, foam board, or plywood. This helps prevent bending or impact damage.

6. Box the Artwork
Place the protected artwork inside a sturdy box or crate with additional cushioning material such as foam, packing peanuts, or soft padding to prevent movement inside the box.

7. Label Clearly
Mark the package with “Fragile,” “Handle with Care,” and “This Side Up.” If possible, include information about the artwork and the sender. Download our Pro Forma Invoice example. For temporary export for exhibition purposes or ATA Carnet ask the shipping company.
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How to Ship an Artwork with DHL, FedEx or UPS

After properly packaging the artwork, it can be shipped using international courier services such as DHL, FedEx, or UPS.

1. Choose a Shipping Method

You can either schedule a pickup directly from your home or studio through the courier’s website, or drop the package at a local service point. When creating the shipment online, you must provide the dimensions, weight, declared value, sender information, and destination address.

2. Shipping Label and Documentation

Print and attach the shipping label securely to the package. For international shipments, include a commercial invoice or customs declaration describing the artwork (for example: “Original artwork – painting”). The document should also include the artist’s name, technique, country of origin, and declared value.

It is recommended to declare a reasonable minimum value, sufficient for identification but not excessively high, since customs duties and VAT are often calculated based on the declared value plus shipping costs. Declaring a lower value may help reduce high customs fees, while still complying with shipping requirements.

3. Special Requirements for Certain Artworks

Some artworks require additional attention:

  • Oil paintings (especially recently completed works) may contain flammable solvents or varnishes, which can fall under dangerous goods regulations if not completely dry.

  • Artworks containing glass, mirrors, or fragile materials require reinforced packaging and should be clearly labeled “FRAGILE – HANDLE WITH CARE.”

Always check the courier’s dangerous goods and restricted items policies before shipping.

4. Temporary Exportation of Artworks

If the artwork is being shipped only for an exhibition and will return to the country of origin, it is recommended to use a temporary exportation procedure to avoid paying import taxes.

There are several methods:

ATA Carnet
The ATA Carnet is an international customs document that allows temporary import and export of goods (including artworks) without paying customs duties or taxes, as long as the artworks are re-exported within the allowed period. It is widely used for art fairs, exhibitions, and cultural events.

More information:
https://iccwbo.org/resources-for-business/ata-carnet/

Temporary Import / Export Declaration
If an ATA Carnet is not used, it is still possible to declare the shipment as temporary export for exhibition purposes. In this case, customs authorities may request additional documentation confirming that the artwork will be returned to the country of origin after the event.

This can help avoid full import taxation, but procedures vary by country.

Check our Pro Forma Invoice example. For temporary export for exhibition purposes or ATA Carnet ask the shipping company.

5. Shipping Within the European Union

When shipping artworks within the European Union, there are generally no customs duties or import taxes. The sender normally pays only the transport cost, depending on size, weight, shipping speed, and insurance value.

6. Shipping to Switzerland

Although geographically in Europe, Switzerland is not part of the European Union, so shipments require customs documentation. Imported artworks may be subject to Swiss import VAT (around 8.1%), calculated on the declared value plus shipping costs.

Swiss Customs information:
https://www.bazg.admin.ch/bazg/en/home.html
https://www.bazg.admin.ch/bazg/en/home/informationen-firmen/einfuhr-in-die-schweiz.html

7. Shipping From the United States

When shipping artworks from the United States to Europe or Switzerland, exporters must include a commercial invoice and export declaration. The courier company usually assists with these documents. The recipient may need to pay import VAT, customs clearance fees, or duties depending on the declared value and national regulations.

U.S. Customs information:
https://www.cbp.gov
https://www.trade.gov/us-exporting-basics

8. Shipping to Other Countries

For shipments outside the EU, customs procedures generally apply. The receiver may need to pay:

  • Import VAT or local taxes

  • Courier customs clearance fees

  • Possible import duties, depending on the declared value and local regulations

European Union customs information:
https://taxation-customs.ec.europa.eu/customs_en

9. Insurance and Tracking

Courier companies provide a tracking number, allowing both sender and recipient to follow the shipment during transport. For valuable artworks, it is recommended to purchase additional shipping insurance.

By following these steps and using appropriate documentation such as ATA Carnets or temporary export declarations, artists can ship artworks safely, legally, and with reduced customs costs, especially when artworks are only traveling temporarily for exhibitions.
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How to Receive an Artwork from Abroad

Receiving an artwork from another country requires preparation to ensure the shipment passes smoothly through customs and arrives safely.

1. Shipment Notification

Before the artwork is shipped, the sender should provide the tracking number, courier name (DHL, FedEx, UPS), shipping invoice, and declared value of the artwork. These documents help the receiver monitor the shipment and prepare for customs procedures if necessary.

2. Tracking the Shipment

Once the artwork is dispatched, you can track the package on the courier’s website. When the shipment reaches the destination country, it may enter customs clearance. The courier will usually contact the recipient if additional documents or payments are required.

3. Customs Clearance

If the artwork is arriving from outside the European Union, customs authorities may request documentation such as:

  • Commercial invoice or proforma invoice

  • Description of the artwork (e.g., “original painting”)

  • Declared value and country of origin

  • Identification of the receiver

Depending on the country, the recipient may need to pay:

  • Import VAT or sales tax

  • Customs duties (if applicable)

  • Courier customs clearance fees

These charges are usually calculated based on the declared value of the artwork plus shipping costs.

European Union customs information:
https://taxation-customs.ec.europa.eu/customs_en

4. Receiving Artworks in Switzerland

If the artwork is sent to Switzerland, customs authorities may apply Swiss import VAT (approximately 8.1%) on the declared value and shipping cost. The courier normally manages the customs procedure and invoices the recipient before delivery.

Swiss Customs information:
https://www.bazg.admin.ch/bazg/en/home.html

5. Receiving Artworks from the United States or Other Countries

When artworks arrive from the United States or other non-EU countries, the same process applies: customs inspection, documentation verification, and payment of VAT or import charges if required.

U.S. Customs information:
https://www.cbp.gov

6. Temporary Importation for Exhibitions

If the artwork is arriving only for a temporary exhibition and will be returned to the sender, it may arrive under a temporary import procedure or with an ATA Carnet.

ATA Carnet
An ATA Carnet allows artworks to enter a country temporarily without paying import duties or taxes, provided the artworks are re-exported within the allowed time period. Customs officials stamp the carnet upon arrival and departure.

More information:
https://iccwbo.org/resources-for-business/ata-carnet/

If no ATA Carnet is used, the receiver may still declare the artwork as temporary import for exhibition purposes, though some countries may require a deposit or guarantee for taxes until the artwork is re-exported.

Check our Pro Forma Invoice example. For temporary export for exhibition purposes or ATA Carnet ask the shipping company.

7. Delivery or Pickup

Once customs clearance is completed and any required charges are paid, the courier will either:

  • Deliver the artwork directly to the destination address, or

  • Request the recipient to collect the package at a service point

8. Inspecting the Artwork

Upon receiving the shipment:

  1. Check the external condition of the package before signing the delivery receipt.

  2. If there are visible damages, note them immediately with the courier.

  3. Carefully open the package and inspect the artwork.

  4. Keep all packaging materials in case the artwork must be returned or shipped again.

9. Insurance and Documentation

If the artwork was shipped with insurance, any damage should be reported immediately to the courier and insurance provider. Keep all documents, including:

  • Shipping invoice

  • Tracking information

  • Customs paperwork

  • Photos of the package and artwork

Following these steps ensures that artworks sent from abroad can be received smoothly, cleared through customs correctly, and safely handled upon arrival.
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