How to avoid costly art shipping mistakes in 2025

Shipping fine art is risky business. With the global fine art logistics market projected to reach $4.87 billion by 2033, more collectors, galleries, and artists are moving valuable artwork than ever before. But here's the problem: 50% of insurance claims in the art world stem from preventable shipping mistakes.

The good news? Most of these costly errors can be avoided with the right knowledge and preparation.

What happens when art shipping goes wrong?

Before diving into solutions, let's be clear about what's at stake. Art shipping mistakes don't just mean scratches or dents – they can destroy irreplaceable cultural treasures and devastate financial investments.

The most common types of damage include:

• Cracking and flaking of paint due to temperature fluctuations
• Canvas sagging from exposure to excessive heat
• Warping and mold growth from moisture exposure
• Shattering of glass and frames from impact
• Crushing from improper stacking or inadequate cushioning

The 7 most expensive art shipping mistakes (and how to avoid them)

1. Using inadequate packaging materials

The mistake: Many shippers cut costs by using regular cardboard boxes and newspaper padding. This might work for books, but it's a recipe for disaster with fine art.

The fix: Always use acid-free, archival-quality materials. Start with glassine paper or archival tissue as your first layer – these materials resist water and air while preventing chemical reactions that can damage artwork over time. Follow with bubble wrap or soft foam for cushioning.

Cost consideration: Quality packaging materials cost 20-30% more upfront but can prevent thousands in damage claims.

2. Ignoring climate control requirements

The mistake: Temperature and humidity fluctuations are silent killers. Oil paintings crack in cold, canvases sag in heat, and paper warps with moisture changes.

The solution: Maintain stable environmental conditions throughout transport. Professional art shipping requires climate-controlled vehicles that keep temperatures between 65-70°F with relative humidity at 45-55%.

Pro tip: Use dataloggers to monitor conditions throughout the journey. Modern systems can even predict environmental changes using machine learning algorithms.

3. Shipping artwork behind glass without proper protection

The reality: Glass is so problematic that some carriers refuse to insure it. When glass breaks during shipping, the shards often damage the artwork itself.

Best practices for glass protection:

• Apply painter's tape in an "X" pattern across the glass surface
• Consider removing glass entirely and shipping it separately
• Use corner protectors and ensure the glass cannot shift within the frame
• Choose tempered or museum-grade acrylic as safer alternatives

4. Inadequate insurance coverage

The oversight: Many people assume their homeowner's insurance or the shipping company's basic coverage is sufficient. It's not.

The smart approach: Purchase insurance-while-in-transit directly through the shipping company. This coverage is typically based on the artwork's declared value and ensures the carrier has skin in the game – they'll handle your piece more carefully when they're liable for its full value.

Industry insight: Professional art handlers are more careful with fully insured shipments because they understand the financial stakes.

5. Poor crating and custom packaging

Common errors include:

• Using crates that are too large (allowing movement) or too small (creating pressure points)
• Failing to account for the artwork's specific needs (oils vs. watercolors vs. sculptures)
• Not using shock-absorbing materials between the artwork and crate walls

Professional standards: Custom crating should use museum-quality plywood with internal bracing systems. The artwork should be secured but not compressed, with breathing room for natural expansion and contraction.

6. Choosing carriers based on price alone

The temptation: Standard shipping services cost significantly less than specialized art logistics providers.

The reality: General carriers aren't equipped for fine art. They lack climate control, proper handling training, and specialized equipment.

Making the right choice: Look for carriers with:

• Art-specific insurance coverage
• Climate-controlled vehicles and storage
• Trained art handlers on staff
• Proven track record with galleries and museums
• Real-time tracking and communication systems

7. Skipping professional condition reports

The oversight: Many shippers don't document artwork condition before and after transport, making insurance claims nearly impossible to prove.

The protection: Professional condition reports include detailed photography and written documentation of the artwork's state. These reports are essential for insurance claims and provide peace of mind throughout the shipping process.

When professional art logistics makes sense

While careful planning can prevent most shipping mistakes, some situations call for specialized expertise. Consider professional art logistics services when:

• Shipping high-value pieces (over $10,000)
• Handling fragile or unusual artworks
• Managing international shipments with customs requirements
• Coordinating multiple pickups and deliveries
• Lacking proper packaging materials or experience

Companies like ArtPort streamline this process by handling everything from professional-grade packaging delivery to carrier coordination and documentation. This integrated approach eliminates many common failure points while ensuring your artwork receives museum-quality care throughout its journey.

Creating your shipping checklist

Before you ship:

• Document artwork condition with detailed photos
• Verify insurance coverage matches artwork value
• Confirm climate control availability for the entire journey
• Choose carriers with art-specific experience
• Plan for potential delays, especially with international shipments

During transport:

• Monitor shipment status and environmental conditions
• Maintain communication with the shipping provider
• Be prepared to adjust plans if problems arise

Upon delivery:

• Inspect packaging for external damage before accepting delivery
• Document the unpacking process with photos or video
• Check artwork condition immediately and note any issues
• Keep all documentation for insurance purposes

The art shipping industry has evolved significantly, with new technologies and best practices emerging regularly. However, the fundamentals remain the same: careful planning, proper materials, and professional handling are your best defenses against costly mistakes.

By understanding these common pitfalls and implementing proven prevention strategies, you can protect your valuable artwork while it travels. Remember, the cost of doing things right the first time is always less than the cost of fixing damage later – especially when that damage affects irreplaceable art.

Whether you're a collector, gallery owner, or artist, taking time to plan your shipping strategy will pay dividends in reduced stress, lower costs, and most importantly, artwork that arrives in perfect condition.