Shipping Musical Instruments Internationally
Fragile, often valuable and sometimes made from CITES-protected woods — instruments need specialist handling.
Musical instruments are among the most fragile and often the most emotionally valuable items shipped internationally. Guitars, violins, cellos, brass instruments, and pianos all have specific packing requirements. The two biggest risks are impact damage (cracks, broken headstocks, bent metal) and humidity/temperature changes during transit (wood swelling, glue joints opening, finish cracking). A third important factor is CITES (the international wildlife trade treaty): certain instrument woods — Brazilian rosewood (Dalbergia nigra), elephant ivory keys, tortoiseshell — are protected under CITES and require export/import permits. An instrument containing even small amounts of these materials can be confiscated at customs without the correct documentation.
Carrier Acceptance
| Carrier | Accepted? | Notes |
|---|---|---|
| DHL Express | Yes | Accepts all standard musical instruments including guitars, violins, and brass. Must be properly packed in a hard case or custom box. CITES compliance is shipper's responsibility. |
| FedEx | Yes | Accepts musical instruments. Guitars and stringed instruments accepted as standard parcels with proper packaging. High-value instruments should have declared value insurance. |
| UPS | Yes | Accepts musical instruments. Large instruments (cellos, double bass) accepted subject to size limits. UPS Declared Value coverage available for high-value instruments. |
| DPD | Yes | Accepts instruments within standard EU parcel dimensions. Guitar-sized instruments (cases approx 110×45×20cm) typically within limits. Check DPD country limits for larger instruments. |
| GLS | Conditions apply | GLS accepts smaller instruments (violin, trumpet, flute cases). Guitar cases may be at the edge of GLS size limits in some countries. Confirm with GLS for guitar+ sized instruments. |
How to Pack Musical Instruments for Shipping
Start with the instrument's hard case
Always ship instruments in their hard case — not a gig bag or soft case. If the instrument doesn't have a hard case, buy or borrow one before shipping. The hard case is the primary protection layer. Place the instrument in the case with all latches secured.
Reduce string tension
Before packing a guitar, violin or any stringed instrument: loosen the strings by at least 2–3 full turns. This reduces tension on the neck and bridge during temperature/humidity changes in transit. Failure to do this is a common cause of cracked tops and lifted bridges.
Fill the inside of the case
Pack acid-free tissue paper or clean bubble wrap inside the case to fill any gaps around the instrument body and headstock. The instrument should not move at all when you shake the closed case. Pay special attention to the headstock — it is the most commonly broken part.
Box the hard case
Place the instrument case in a cardboard box at least 5cm larger on all sides. Fill the gap with high-density foam or bubble wrap (minimum 5cm on all six sides). The case should not touch the outer box walls — the outer box absorbs the impact, the foam transfers nothing to the case.
Label and insure
Mark the outer box 'FRAGILE — MUSICAL INSTRUMENT — DO NOT DROP OR STACK'. Label on multiple sides. Purchase declared value insurance for the full replacement cost of the instrument — standard carrier liability at €20/kg is wholly inadequate for any instrument of value.
Customs & Declarations
Musical instruments HS codes: guitars and stringed instruments 9202, pianos 9201, brass instruments 9205, woodwind 9205, percussion 9206, electronic keyboards 9207, parts and accessories 9209. CITES compliance: instruments made with or containing Brazilian rosewood (Dalbergia nigra), African blackwood, elephant ivory, tortoiseshell or certain other protected materials require a CITES export permit from the country of export and import permit at destination. Even small amounts trigger the requirement — a guitar with a Brazilian rosewood fretboard needs a CITES permit even if it is a vintage personal instrument. Apply for CITES permits through ICNF (Portugal's nature conservation authority) well in advance — processing can take 2–6 weeks. EU-to-EU: no CITES permits required for instruments made from Annex B species. UK post-Brexit: UK CITES permits required for EU-UK movement.
Pro Tips
CITES check: if your instrument was made before 1992 and contains rosewood, or is made from any exotic tropical wood, research the species before shipping internationally — non-compliance risks confiscation with no compensation.
For vintage guitars over 50 years old: they may qualify as antiques (HS 9705) which can affect duty rates. They may also have CITES implications if made with pre-ban materials.
Temperature and humidity: instruments should not be left in transit vehicles overnight in freezing temperatures. Choose express carriers for faster transit — less time in warehouses and vehicles with uncontrolled environments.
For piano shipping: pianos cannot ship as standard parcels — they require specialist piano movers with appropriate vehicles and climate-controlled storage. Contact Cargosender support for freight quotes.
Photograph the instrument from multiple angles (body, headstock, neck joint, tuners) before shipping — essential for any damage claim. Video the packing process if the instrument is valuable.
For guitars specifically: add a small hygrometer inside the case to monitor humidity during transit if you're shipping to regions with very different humidity to Portugal.
Frequently Asked Questions
Can I ship a guitar internationally by courier?
Yes. A guitar in a hard case, properly boxed, can be shipped internationally by DHL, FedEx, UPS and DPD. The packed box is typically around 120×50×25cm. Loosen the strings before shipping, fill all gaps inside the case, box with 5cm foam on all sides, and insure for full replacement value. The headstock is the most vulnerable part — pay special attention to padding around it.
What are CITES regulations for musical instruments?
CITES (the Convention on International Trade in Endangered Species) restricts movement of instruments made from protected woods. Brazilian rosewood (Dalbergia nigra) used in guitar fretboards and backs requires a CITES permit for international shipment, including within the EU to non-EU countries. African blackwood (clarinets, oboes), elephant ivory (piano keys on vintage instruments) and tortoiseshell (vintage picks, nuts) also require permits. Check with ICNF (Portugal) before shipping any vintage or exotic-wood instrument.
How do I ship a violin internationally?
Ship a violin in its hard case inside a double-boxed outer carton. Loosen bow tension (violins and bows both need relaxed tension). Fill the case interior with acid-free tissue. Pack the closed case in a box with 5cm foam/bubble wrap on all sides. Mark FRAGILE. Violins are small (approx 80×30×20cm in case) and fit within all standard courier size limits. Insure for full replacement value — quality violins can be worth tens of thousands.
Do I need to pay customs duty on a musical instrument?
Within the EU: no customs required. UK: 0% import duty on musical instruments from the EU under the UK-EU TCA. USA: 0% import duty on most musical instruments under US tariff (9209). Australia: 5% duty on instruments. Brazil: 20–35% duty on instruments. For personal instruments you are taking back after a trip abroad, customs relief usually applies — declare it as a personal effect with proof of prior ownership.
How much does it cost to ship a guitar internationally?
A guitar in its hard case box (approximately 120×50×25cm, 7–10kg) typically costs €25–€50 to EU countries via DPD road, or €50–€90 via DHL Express. To the UK: €40–€75 by road, €65–€110 by express. To the USA: €90–€160 by DHL/FedEx. Compare current rates on Cargosender. Note: always book with declared value insurance for instruments — standard liability (€20/kg) is far below the value of most guitars.
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