Many merchants struggle with shipping. It’s a crucial part of the customer experience but one that can often go wrong. And more than 70% of customers say they are unlikely to return after a bad delivery experience.
The stakes are even higher when it comes to shipping large items, such as furniture, appliances, or electronics. The size, weight, and fragility of large products can cause headaches for shipping carriers and third-party delivery services.
But, many customers rely on these shipping services, especially since transporting heavy items without the right vehicle is virtually impossible.
For merchants, shipping large packages comes with a number of risks — such as high shipping costs, limited carrier options, special packaging requirements set by shipping carriers, delays, and the risk of damage.
These challenges are often on top of the everyday uncertainties that take place during shipping and handling—address errors, delivery delays, or porch piracy. Companies should take steps to mitigate these liabilities in addition to the unique challenges of shipping large, heavy, or oddly shaped items.
In this guide, we’ll break down some shipping costs associated with shipping large items, tips for reducing your shipping costs, and what to know if you’re shipping large items overseas.
Packaging Tips
The right packaging materials provide protection against potential damage, minimize the risk of breakage or deformation, and help maintain the item’s integrity throughout the shipping process.
Choosing the right packaging is crucial for ensuring your item arrives intact and provides a great unboxing experience for the customer. High-quality or premium packaging can positively influence the consumer’s perception of product quality.
Packaging a large item can be tricky. You’ll need to account for weight limits (factoring in your product’s actual weight and the package’s weight, including packaging materials).
In addition, freight shipping, international shipping, and domestic shipping all have different shipping rates; choosing the cheapest option might not be your best bet, as the package could arrive late or damaged.
Before you hand off a large package to your shipping partner, follow these steps to ensure the product is securely packed and ready to travel.
Step 1: Get the right packing materials
Depending on the item, you will need a variety of packing materials to keep the product secure. Stock up on the following materials.
- Sturdy cardboard boxes: Make sure the boxes are the right size and strength for your shipping item. The box should be large enough to fit the item comfortably but not so large that there is a lot of empty space. Consider using double-walled or heavy-duty boxes for added protection.
- Bubble wrap or packing peanuts: These materials provide cushioning and help absorb shocks during transit.
- Foam or corrugated inserts: Soft inserts offer extra support and prevent movement within the box.
- Packaging tape: Use high-quality, durable tape to seal the box securely.
- Styrofoam sheets or edge protectors: These can be used to reinforce the corners and edges of the item.
- Labels and markers: If you don’t print your own shipping labels, consider investing in high-quality labels and markers to clearly label the package with the necessary information.
Keep the weight of your package in mind as you choose packing materials to keep costs low.
Step 2: Prepare and wrap the item
Ensure the item is ready to be shipped by cleaning or disassembling the separate parts. It may be easier and safer to package it in separate parts. If you choose this route, ensure that all parts are properly labeled and packaged together to make it easier for the customer on the receiving end.
Then, wrap the item to cushion it from bumps and drops during shipping. If the item has sensitive surfaces, wrap them with a layer of bubble wrap or foam to protect against scratches.
Use several layers of bubble wrap or packing peanuts to provide cushioning on all sides. Pay special attention to fragile or vulnerable areas. And, if there are any loose parts or components, make sure they are properly wrapped and secured within the package.
Step 3: Box up the product
Before you can hand over the product to your shipping partner, ensure it’s boxed securely. Use a box that is slightly larger than the product to allow for padding materials.
Too big a box, however, will cause the product to shift around and could damage the time. Fill the box with padding like packing peanuts or crumpled paper to create cushioning on all sides.
Once you’ve placed the item securely in a cushioned box, use high-quality packing tape to reinforce the seams and corners to prevent the box from opening during transit. Clearly label the box with the necessary shipping information, including the recipient’s address, return address, and any special handling instructions.
Read more: Why Is Address Verification Crucial For Online Stores?
Step 4: Hand over the package to the carrier
Before you prepare to ship any large item from your store or warehouse, the last step is to test everything. Shake the box gently to ensure there is no movement or rattling inside the box.
Inspect the box for any areas that might need extra reinforcement or additional tape. And most importantly, double-check that the package is correctly labeled with all the required information.
Selecting the right carrier is the next step in shipping a large package. And while it could be tempting to go with the cheapest option, we recommend pausing a moment to consider other options. The cheapest way may not be the best way when all is said and done.
Carrier Options
Let’s face it: shipping large packages is expensive. Shipping a 66 – 70lb package can cost anywhere from $120 to $600, depending on the shipping company, urgency, and the distance the package is traveling.
That’s not including any international duties, packing materials, or the time/labor spent preparing the package at your warehouse.
There are a few shipping companies to choose from when considering how to ship your large items. Choose wisely when working with shipping companies—as you’ll see, the shipping costs vary widely depending on the partner you choose.
Here are a few to consider.
UPS
UPS offers a range of shipping services, including UPS Freight, which specializes in handling larger and heavier shipments.
They have extensive experience managing oversized packages and provide reliable tracking and delivery services. Plus, UPS has a wide network of drop-off locations that are convenient for you and your customers.
FedEx Freight
FedEx Freight provides shipping solutions for large and heavy items. They offer LTL (Less Than Truckload) and FTL (Full Truckload) services, ensuring efficient transportation for various sizes and weights of shipments. You can schedule a time for FedEx to pick up your large package right from their website.
DHL Freight
DHL Freight is known for its international shipping capabilities and offers specialized services for large and heavy items. They provide tailored solutions for oversized shipments, including options for special handling requirements.
USPS
It is possible to use the US Postal Service to ship packages that are under 70 lbs. Your local post office will not accept anything over that weight limit.
Do your research with each shipping carrier to see what their best rates are. The postal service is usually your cheapest option, but it is quite strict about what it will and will select.
Shipping Costs
The cost of shipping is generally determined by the weight, dimensions, and distance of the package being shipped.
Naturally, the heavier, bigger, and farther the package has to travel, the more you can expect to pay. Next-day shipping, priority mail express, and other premium options will increase your bill accordingly.
Factors that Impact Shipping Costs for Large Items
Many carriers use something called “dimensional weight” (DIM) to price what it will cost to ship a large package. This technique is used by UPS, UPS, and FedEx to calculate shipping charges based on whichever number is greater: the actual weight of the package or its DIM. Whichever is higher becomes your billable weight.
Dimensional weight is computed by multiplying length times width times height. Shipbob has helpful instructions for calculating your dimensional weight.
However, there are additional factors beyond DIM that can influence shipping costs.
Size and Weight
The weight and dimensions of the item are the most important factors that determine shipping costs. The heavier and larger the item, the more it will cost to ship. Keep in mind that large and bulky items may be subject to higher dimensional weight charges, even if they are not particularly heavy.
Distance
The distance between the origin and destination of the shipment is an important factor. Longer distances generally result in higher shipping costs due to increased fuel consumption, labor, and transportation expenses.
Shipping Method
The urgency of delivery required for the large item will influence the shipping cost. Expedited shipping options, such as air freight, are more expensive than standard shipping options, such as ground shipping. Freight classes are assigned to items based on their weight and dimensions. The higher the freight class, the more it will cost to ship.
Destination
Shipping costs can be influenced by the destination country’s customs regulations, duties, taxes, and import fees. These additional charges may vary and can significantly impact the overall shipping cost for large items.
Some shipping companies offer the option to insure your package. If you’re shipping something valuable or fragile, you may elect to get insurance – the cost of which will depend on the item’s declared value and the level of coverage desired.
Tips for Reducing Shipping Costs
If these variables all sound expensive and overwhelming, don’t worry. Some sellers choose to work with a freight forwarder or third-party logistics providers.
These intermediaries can handle everything from storing goods before shipment to ensuring they make it through customs during international shipping. If you choose to work with a freight forwarder, they will handle finding the best rate for you.
Choose the Right Carrier
Shop around for quotes before settling on one carrier. Different carriers may have varying pricing structures and discounts for large items. Choose the carrier that offers the most competitive rates for your specific shipping requirements.
Look for a reputable carrier, too; bargain shipping companies may end up costing more in damaged goods, returned products, and shipping delays.
Negotiate Rates
Depending on the shipping volume and relationship with the carrier, businesses or frequent shippers may be eligible for negotiated rates or volume discounts. These arrangements can help reduce the shipping costs for large items.
Optimize Packaging
Ensure that your packaging is efficient and appropriate for the size and weight of the item. Using the right-sized box and eliminating excess packaging materials can help reduce dimensional weight charges. However, make sure not to compromise on the item’s safety and protection during transit.
It’s also worth noting that some carriers offer discounts or reimbursements for using their approved packaging materials. Check with your shipping carrier to see if they have any packaging discounts or subsidies available.
Strategies for Negotiating Shipping Rates
It’s important to find the right balance between cost reduction and maintaining the necessary level of service and protection for your valuable shipments. As you negotiate shipping rates for large packages, here are some strategies you can use to get the most value from every agreement.
Research Carrier Pricing
There are tons of pricing options that vary widely by carrier. Calling representatives from shippers directly can often help you get the most accurate quote.
For instance, If your large item doesn’t require an entire truck for shipping, consider using LTL (Less Than Truckload) freight services. LTL allows you to share truck space with other shipments, splitting the cost and reducing shipping expenses.
When you research carrier pricing, look for not-so-obvious additional charges that could increase your expenses. For instance, shipping companies sometimes implement fuel surcharges to account for fluctuations in fuel prices. These surcharges are typically subject to change and can affect the overall shipping expenses.
Likewise, ask for consolidation services, which combine multiple shipments into a single shipment, reducing costs by optimizing space and sharing transportation expenses. This can be particularly beneficial for shipping multiple large items to the same destination.
Highlight Your Shipping Volume
If you ship a lot of large packages or heavy packages, negotiate for volume discounts. This can save you a significant amount of money on your shipping costs. UPS, for example, offers a 30% discount if your 6-week average weekly ground shipping volume is 10 packages or more.
Leverage Competition
Shippers want your business, and they’re willing to compete to get it. If you’re not happy with the shipping rates you’re offered, be prepared to walk away from the negotiation. This shows the shipping company that you’re serious about getting a good deal and they’re more likely to be willing to negotiate.
Some third party logistics companies also suggest leveraging loyalty programs to get the best discount. For instance, US-based businesses with FedEx accounts can save between 5-32% via the FedEx Advantage Program.
Delivery and Tracking
Delivery and tracking for shipping large packages can be a bit more complicated than for smaller packages. Oversized packages and heavy packages usually take longer to arrive at their destination and are more liable to be damaged.
However, there are ways to ensure that every package arrives at its destination safely and on time.
To track a large package, start by confirming the tracking number with the carrier. The tracking number is usually included on the shipping label. Use this number to track your package online or by phone.
Most carriers have a dedicated tracking section on their website where you can enter the tracking number in the designated field and click on the “Track” button to initiate the tracking process.
The carrier’s system will retrieve and display the relevant tracking information: the package’s current location, transit milestones, and estimated delivery date. Check the status periodically to stay updated on the package’s progress and any important notifications or delivery exceptions.
If your oversized package is lost during the process, there are a few steps you can take to try to resolve the issue.
- Contact the shipping company: Contact your sales representative or a customer service agent to ask them to investigate the matter and take steps to resolve the issue.
- File a claim: If your package is lost or damaged, you may be able to file a claim with the shipping company. This will allow you to be reimbursed for the cost of the item.
- Keep records: Keep the tracking number, shipping receipt, and any correspondence with the shipping company to support your claim if necessary.
If a package is damaged, you will need to get the details from the customer and issue a refund or replacement. Ask for photos and details of the damage before you initiate the reverse logistics process.
International Shipping
Shipping large items internationally involves additional considerations due to customs regulations and the unique challenges of cross-border transportation. Customs regulations vary from country to country, and unless you know the specific rules and requirements for the destination country, your package could be returned.
For instance, some countries may prohibit certain items from being imported, such as firearms, alcohol, or certain types of food. Ensure that your large item complies with the destination country’s regulations to avoid customs delays or confiscation.
Research Customs Regulations
Some countries have strict customs regulations that can make it difficult to ship large items. Other countries have more relaxed customs regulations.
The State Department notes that you can find general information about a foreign country’s customs regulations on the International Travel Country Information (state.gov) pages. Your carrier may also be able to help you understand what regulations apply to your shipment.
In addition to restrictions, look up any duties and taxes for which you may be responsible. International shipments are subject to customs duties, taxes, and import fees imposed by the destination country. Sometimes, the shipper may choose to pay them on the recipient’s behalf. This is another question for your carrier representative to handle.
Use Proper Packaging Materials
International shipments undergo longer journeys and may encounter different handling conditions. Proper packaging is essential to protect large items during transit. Ensure the packaging is robust, able to withstand rough handling, and adequately cushioned.
Additionally, clearly label the package with the necessary customs information, such as the description of contents, value, and country of origin.
Label and Document the Package
You will need to provide detailed customs documentation for your international shipments. This typically includes a commercial invoice, packing list, and any necessary permits or licenses. The documentation should accurately describe the contents of the shipment, their value, and their country of origin.
Additionally, make sure you have the right address! Use an address verification tool to make sure the destination exists, the address is spelled correctly, and to avoid any potential mistakes that could lead to shipping delays.
Read more: How to Prevent Shipping Errors with Address Validator
Choose a Reliable Carrier
Work with a reputable shipping partner that has experience in international shipping. There are many shipping companies that offer international shipping services.
As you vet different companies, note that some carriers specialize in global shipping and offer dedicated services for oversized shipments. Consider factors such as transit time, cost, tracking capabilities, and reliability when selecting an international shipping option.
Do your research and choose a company that has a good reputation and offers competitive rates.
Obtain Insurance Coverage
Choose a shipping service that provides comprehensive tracking capabilities so that you can monitor the progress of your shipment. Additionally, consider purchasing shipping insurance to protect your large item against loss, damage, or theft during international transit.
Bottom Line
Shipping large and oversized packages can be quite an undertaking. But, once you find the right shipping partner and understand the ins and outs of the fees associated with freight shipping, it should be smooth sailing.
Make sure your large package has the best chance of arriving at the customer’s address using a tool like Address Validator. Address Validator streamlines your shipping process while preventing delivery to an invalid address and all the problems that can arise from entering the wrong address — from extra work or shipping costs to a rising number of unhappy clients.
Find out why Shopify ecommerce business owners love Address Validator when you sign up for a free trial.
