Hartford Fine Art Gallery Owners
Bill and Lauren Plage with Thomas
Adkins who took top honors at the 2007
CPAPS Annual Exhibition for his oil
painting, "Apple Blossoms and
Dandelions".

Some Things to Consider When Shipping Your Art
Advice from Hartford Fine Art
80 Pitkin Street, East Hartford

Since this is the time of year for sending art to family or customers, let’s explore a few ways to save time and money on shipping. All commercial shippers, except for couriers who charge by the job, charge based on package weight and the distance it is shipped. Shippers like United Parcel Service and Federal Express have nice neat formulas for package size that when added to package weight and the destination zip code, result in a shipping charge. These size formulas are based on the sum of length (the longest package dimension) plus two times package width plus two times package depth or girth. This sum, along with package weight, is entered into the company’s service tables, resulting in a shipping charge (see Example 1). Added to this are fees for a myriad of premium services and insurance. Some of the most common we will explain shortly.

Example1:
Package size is 36” (L) X 30” (W) X 6” (D)
36” + (2x30”) + (2x6”) = package dimensional shipping sum (in inches)
36” + 60” + 12” = 108”

But for argument sake, what happens when your art (or in our case, the frames and/or supplies we are sending to you) does not fall into a nice, neat package? In these cases, shipping companies base their charges on what is known as “dimensional weight.”

When a package’s dimensional shipping sum is above a certain threshold, the package falls under the dimensional weight category. Dimensional weight is a term shippers use to describe irregularly shaped packages or those that encompass a larger volume but do not necessarily weigh the average of similar size packages. Since shipper’s fees are based upon weight and shippers maximize profits by packing their shipping containers to their maximum allowable weight, a container of lighter, larger packages is seen as underutilizing resources (and profits). So they charge dimensional packages a minimum weight charge and add a surcharge to even out the parity between these types of packages and smaller ones.

To illustrate this, United Parcel Service considers a package as dimensional weight when its package dimensional shipping sum is greater than 130”. In this case, the charge to ship this package will be based on 90 pounds minimum (even though it may weigh considerably less) and an oversize surcharge of $40.00. The maximum package weight UPS will handle is 150 pounds and a package dimensional shipping sum of 165”. Other package services such as FEDEX are similar. It doesn’t mean one can’t ship larger items, it just means that package shippers will refer you to their freight services or that of another carrier. Usually freight services cost more.

Now, how can we maximize shipping charges in our favor? At Hartford Fine Art, we do a couple of different things. First, when customers order large frames, we encourage them to order additional smaller frames that we can “nest” inside the larger ones. I know it may seem like we are trying to create additional sales, but actually, if that large frame in its shipping package is going to be charged as dimensional, you are being charged freight based upon a minimum weight even though the package may only weigh a fraction of that minimum. By nesting smaller frames inside the large ones you order, we can increase package weight closer to the minimum you are being charged, thereby bringing down the per pound shipping cost to you.

Another point we encourage our customers to consider: anticipate your needs. Most artists know when their shows are coming up or when they will need a stock of frames or supplies. Since most of you paint in specific sizes, knowing what your stock levels are at all times helps in your planning. Order well ahead of your deadlines to avoid expedited shipping services such as overnight, 2-Day and 3-Day Air. These can add significantly to your costs, reducing your profits. When you do need only one large frame, see if a friend or someone in your art organization needs frames and order together.

As a matter of procedure, our packaging experts at Hartford Fine Art use every tool available to them to reduce your shipping cost. Even when packing small and medium size frames, we can nest them into each other or find other ways to ship them to you that may be more efficient and economical. If you have questions on how to maximize your order to get the most for your shipping dollar, call us at (860) 528-1409 ext. 105 and we will be happy to discuss your options.

As a matter of interest, the following are other shipping services we feel are relevant to artists and with which you should be familiar when shipping or receiving products.

Shipping to a residential v. commercial address:

As an artist, if you have a business organized as a corporate entity such as an LLC or corporation, and your studio is located at that corporate address, package shippers will charge less to ship to your address than they will to ship that same package to a residential address. When purchasing frames and supplies from us, we encourage you to use your corporate name and shipping address.

COD Services:

A customer may wish to purchase a piece of work from you and ask you send it COD (Cash on Delivery) rather than them having to issue a check or charge it on their credit card. Using a shipper’s COD service can be very convenient but check with your carrier for their specific charges for this service and make sure you include it in your charges to your customer; otherwise it can become another factor that reduces your profit.

Call Tags: Package shippers have what is known as a “call tag” service. Some of you may have customers who collect your work or want to purchase a piece on approval. You should spell out to your customer that if he/she decides not to purchase your piece, it must be returned to you at their expense and within a specified time period. However, depending upon the circumstance, you as the shipper can have the shipping company issue a call tag whereby your shipping company will deliver a return tag (call tag) to your customer who, after placing it on the package, gives it to your shipper who will ship it back to you. Be aware that the costs are at your expense plus the fee to issue the call tag. If you need to get something returned to you, this service is a convenient way to do it. Just check with your shipper first to see what the costs are.

Additional Insurance:

Package shippers generally include $100 worth of insurance with their shipping charges. If your cost of your packaged product is more, you might want to purchase additional insurance that is sold in increments of $100. For instance, UPS charges $0.35/$100 of additional insurance. To me, for the minimal cost, this is a “no-brainer.” For example, if the cost of the artwork you are shipping is $1100.00, to insure it fully would only be another $3.50 (remember you get the first $100 with the shipping charges you pay, to insure the next $1000 in value would be $0.35/$100 or 10 x 0.35 = $3.50). Usually shippers will only insure the cost of a product not the amount you are selling it for. If you have a loss, you may have to prove value by providing copies of invoices. The greater the value of the item you are shipping, the more likely it is the shipper will want proof of cost if there is a claim of loss.

A word about properly defining your shipment:

At Hartford Fine Art, when we are shipping frames or art supplies, these products fall under most shippers’ approved product categories as “home décor.” However, if we are shipping “fine art,” this may be another matter. As a matter of operational procedure, many package shippers will not handle fine art and antiques due to their subjective value. This may be true even when an appraisal can be produced. When shipping fine art, check with your shipper to see if they will ship it and what the value limits are to insure it. They may have a value limit of $10,000 or may refer you to a special unit within their company or to a third party company they work with for high value shipments. High value shipments cost more because the risks are much greater. But, if the work you are shipping is that valuable (more than the shipper’s limit), the additional cost may be well worth peace of mind. Many commercial insurance policies have a coverage limit on shipping your products with a commercial carrier. Depending upon your personal situation, you can save on shipping costs by defining your product as “home décor” when it falls below the shipper’s value limits. I realize referring to an original work as home décor might be distasteful but knowing the system and working within its parameters in the long run will put more into one’s pocket than exercising our egos.

Premium Shipping Services:

As we touched upon earlier, all package shippers offer premium services that include Overnight, 2-Day Air, and 3-Day Air, to name the most popular. These all cost more but one of the keys here are packages shipped under these umbrellas are physically handled fewer times, thus the chances for breakage or theft are greatly reduced. When shipping higher value products, you may want to compare the costs of one of these services against the alternatives of standard freight level savings and a larger risk of not getting your package to its desired destination.

Lastly, if you ship products on a regular basis, consider opening an account with a shipper. Investigate each company’s advantages of shipping your particular product other than cost and establish a relationship with one. Over time, you’ll be able to negotiate shipping discounts and other services, bringing more value to you and your customers. Remember, when shipping art and art products, it’s the quality of the care in the service, not just the price.