Step-by-Step Checklist for Artists: How to Prepare a Painting for Shipping to a Buyer

how to send a painting abroad from ukraine

The modern art market and online sales give artists countless opportunities to connect with collectors not only within their own country, but all over the world. However, shipping a painting is much more than just a trip to the post office: proper preparation is crucial for your reputation, the safety of your artwork, and buyer satisfaction.

Why should every artist know the basics of packing and shipping?
Because shipping paintings abroad or even within your country is always associated with certain risks: damage, delays, lost packages or documents, or postal refusal due to packaging errors.
This checklist from ArtDom will help you organize the process professionally, avoid common mistakes, and guarantee the safe delivery of your artwork.

Risks of Poor Preparation

Before diving into the step-by-step guide, it’s important to understand what can go wrong if you don’t take packing and documentation seriously:

• Canvas, frame, glass, or paint can be damaged due to shocks or vibrations during transit.
• Exposure to moisture, dirt, or mold.
• Loss or delay because of missing or incorrect paperwork.
• Postal or courier refusal to accept your shipment because of poor packaging or labeling.
• Dissatisfied buyers and loss of trust in your name.
  
  

Shipping paintings is your responsibility as the artist—it’s not something you can just leave to the courier or post office. The artist ensures quality packaging and proper accompanying documents.

Inspect the Painting Before Shipping

Make Sure the Painting Is Fully Finished and Dry

• Never pack or ship a freshly painted piece—allow the paint to dry completely (usually 1–2 weeks, sometimes more).
• Make sure the varnish, if used, is also thoroughly dry.
  
  

Check the Artwork for Defects

• Inspect the canvas for integrity, look for cracks, chips, or drips.
• Examine the frame, glass (if applicable), hangers, and fastenings.
  
  

Document the Condition: Take Photos

• Take clear, high-quality photos of the painting before packing: front view, details, corners, signature, and the frame.
• Photos will be invaluable for insurance claims or in case of disputes with the post office or courier.
  
  

Prepare the Documents

Prepare a Handover Act or Certificate of Authenticity

• For original works or valuable pieces, always include a signed and dated certificate of authenticity.
• For larger orders or gallery shipments, consider adding a simple handover act.
  
  

Complete Required Customs Paperwork (for International Shipping)

• For international shipping of paintings abroad from Ukraine, an invoice is mandatory and sometimes an export permit or expert opinion (especially for artworks over 50 years old or considered cultural property).
• Check the requirements of the destination country: sometimes they ask for value, purpose (sale, gift, exhibition), a copy of your passport, or a certificate of authenticity.
  
  

Arrange Insurance if Necessary

• For valuable or unique pieces, arrange insurance—either the sender or buyer can do this.
• Keep all documents and photos, which may be needed for insurance claims.
  
  

Center for packing valuable and fragile items in Ukraine – https://packingcentre.com.ua/en

Choose Packing Materials

Select a Box of the Right Size and Type

• Cardboard box—a universal solution for most paintings without glass or bulky elements.
• Tube—for works on paper, drawings, or posters (never for framed pieces!).
• Hard crate (wooden or plywood with inner padding)—for large, heavy, antique, or high-value works, as well as for international shipping.
• Never use a box that is more than 5–10 cm larger than your painting on each side—extra space increases the risk of movement and damage.
  
  

Use Bubble Wrap, Foam, and Corner Protectors

• Foam or plastic corner protectors shield the most vulnerable spots.
• Bubble wrap is the best shock absorber for all sides.
• For artworks with glass, add extra padding (foam, corrugated cardboard) so the glass doesn’t touch the sides of the box.
  
  

For Valuable Works—Extra Moisture Protection and Hard Packing

• Place silica gel or other moisture absorbers inside.
• Wrap the painting in film or special moisture-proof fabric.
• Ensure protection from sudden temperature changes.
  
  

Packing the Painting

Protect the Surface (Paper, Tracing Paper, Soft Cloth)

• First layer: soft paper or tracing paper (ideally acid-free) to avoid scratches.
• Never use newspapers or paper with print—it can leave stains.
  
  

Use Bubble Wrap and Fixing Materials

• One or more layers of bubble wrap (bubbles facing out), fixed with tape, but never stick tape directly to the canvas or frame.
• Pad all corners and edges.
• For unframed paintings, add cardboard or foam at the corners and edges.
  
  

Check the Painting Does Not Move Inside the Box

• After packing, gently shake the box: if you feel anything moving, add more padding.
• The space between the painting and box walls should be fully filled with shock-absorbing materials.
• If shipping several paintings in one box, place thick cardboard, foam, or polystyrene between them.
  
  

Labeling and Stickers

Attach “Fragile”, “Do Not Tilt” Stickers

• Always indicate the parcel contains fragile items.
• Add “Do Not Place Vertically” (if required), “Glass”, “Do Not Pierce”, “This Side Up”.
  
  

Write Sender and Recipient Details

• Full name, phone number, and address with postal code.
• For international shipping, use Latin letters.
  
  

Add Special Instructions for the Courier if Needed

• If you require special handling (e.g., do not leave in the sun or cold), clearly write this on the box.
  
  

Choose Shipping Method and Company

Compare Shipping Options

• Post office—best for small, inexpensive works. If you want to know how to send a painting by post abroad from Ukraine, check if Ukrposhta or your chosen service operates in the destination country.
• Courier services (Nova Poshta, DHL, FedEx, UPS)—fast, trackable, insured, accept paintings of various sizes (not all will take original artworks).
• Specialized art logistics companies—the best solution for antique, valuable works, museum pieces, or non-standard dimensions.
  
  

Review Shipping Company Requirements for Packaging and Documents

• Postal and courier companies publish packing requirements—always check before shipping.
• For unique or high-value pieces, learn about insurance coverage limits and restrictions.
  
  

Check Delivery Times, Costs, and Possible Restrictions

• Compare rates for shipping paintings abroad and within your country.
• Ask about size, weight, or content restrictions (some countries restrict the import of certain types of art).
  
  

Tracking and Insurance

Get a Tracking Number

• Always get a tracking number after dispatch and test it on the carrier’s website.
• For international shipping of paintings, tracking is crucial for you and your buyer to follow the parcel’s journey.
  
  

Make Sure Insurance is in Place (If Required)

• Check the coverage, terms for compensation in case of loss or damage.
• Keep all documents until the artwork is safely received.
  
  

Stay in Touch With the Buyer and Provide Status Updates

• Let the client know when you shipped the painting and share the tracking number.
• Inform about key delivery milestones (arrived at warehouse, customs clearance, final delivery).
  
  

Handling Unexpected Situations

What to Do if the Shipment Is Delayed or Damaged

• Contact the delivery company immediately, provide the tracking number, photos of the packaging and contents, and copies of documents.
• If the package is damaged, make a claim with the courier or post office, and take photos of the damage.
• Explain the situation to the buyer and propose a solution.
  
  

Quick Contacts for the Courier Service

• Always keep hotline numbers and support emails at hand.
• For international deliveries, check for local contacts in the recipient’s country.
  
  

Conclusion

Careful preparation is the key to successful delivery!
Proper packing, complete documentation, careful choice of carrier, and active monitoring will help your painting arrive safely and keep your reputation intact—ensuring satisfied clients and more orders in the future.

A professional approach not only protects your reputation but builds trust in your art on the global market.

Expert Tips from ArtDom

• Don’t skimp on packing or paperwork: multi-level protection and full documentation are needed, even for your first shipment.
• Expensive or antique works should be entrusted to professionals. ArtDom provides packing, documentation, insurance, and shipping both within Ukraine and internationally.
• Get advice in advance: if unsure about any aspect (how to send a painting by post abroad, which documents are needed for a particular country, whether you need an export permit), don’t hesitate to ask specialists.
• Mind the deadlines: plan shipping ahead of time and allow for possible delays during holidays or peak seasons.
• Keep communication open: check in with the buyer about receipt and impressions, and always thank them for choosing your art!

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Reliable packaging and delivery of fragile and valuable items abroad – https://wellpack.com.ua/en