Written by: Timur Lesov

August 21, 2025

Updated on August 18, 2025

Whether you’re relocating across town or across the country, shipping moving boxes can streamline your move, save you time, and reduce physical strain. Below is a detailed, step-by-step guide covering everything you need to know about shipping moving boxes-from choosing the right service to packing, labeling, and tracking your shipment.

1. Is It Possible to Ship Moving Boxes?

Yes. Most major carriers and specialized freight companies offer services for shipping moving boxes and household goods. You can choose between ground, air, and sea transportation depending on your budget, timeline, and distance. Common options include:

Each option varies by cost, transit time, box size/weight limits, and handling processes.

• Shipping Carriers: UPS, FedEx, DHL, and USPS handle individual boxes and pallets.
• Freight Services: Less-than-truckload (LTL) and full-truckload (FTL) services via trucking companies.
• Specialty Movers: Companies like U-Pack, PODS, and U-Haul cargo that deliver portable containers to your door.

2. Choosing the Right Shipping Method

Selecting the appropriate shipping method is crucial. Consider these factors:

Distance and Timeline

Short distances (within a few hundred miles) often suit ground shipping via UPS, FedEx Ground, or LTL freight.

Long distances (cross-country or international) may require air freight (fast but expensive) or sea containers (slower but cost-effective for large volumes).

Volume and Weight

Small to moderate volumes (1–10 boxes) often ship cost-effectively via parcel carriers.

Large volumes or heavy items (200–5,000 lbs) better suit LTL or portable container services.

Budget

Compare quotes from carriers and freight brokers.

LTL freight often costs less per pound for heavier shipments but requires minimum weight compliance (typically 150–200 lbs).

Convenience and Access

Door-to-door pickup and delivery are standard with parcel carriers and POD services.

12. Freight carriers may require drop-off and pickup at terminals; some offer white-glove services for home pickup and delivery.

3. How to Prepare Moving Boxes for Shipping

Proper preparation safeguards your possessions and prevents delays:

3.1 Selecting Boxes

• Sturdy Corrugated Boxes: Choose used‐in‐good‐condition or new double‐wall boxes for fragile items.
• Uniform Sizes: Use similar box sizes to simplify stacking, palletizing, and pricing.
• Specialty Boxes: Wardrobe boxes for clothes, dish-pack boxes with dividers for dishes, and mirror/picture boxes for artwork.

3.2 Quality Packing Materials

• Cushioning: Bubble wrap, packing peanuts, crumpled paper, or foam sheets.
• Sealing: High-quality packing tape (3 inches wide), reinforced strapping tape for heavy loads.
• Protection: Corner protectors, edge guards, clothing blankets for furniture.

3.3 Packing Technique

1. Distribute Weight Evenly: Place heavier items at the bottom; lighter on top.
2. Fill Voids: Use cushioning to prevent movement inside boxes.
3. Reinforce Bottom Seams: Apply two overlapping strips of tape.
4. Double-Box Fragiles: Place a smaller box inside a larger one with cushioning in between.
5. Seal and Label Opening Side Up: Add “This Side Up” arrows and “Fragile” stickers where needed.

4. Labeling and Documentation

Clear labeling and documentation expedite processing and reduce misroutes.

4.1 Label Your Boxes

Each box should display:

• Sender and Recipient Addresses: Printed legibly or via carrier-provided labels.
• Unique Identifier: Sequential numbering (e.g., Box 1 of 15).
• Handling Instructions: “Fragile,” “Heavy,” “This Side Up,” or “Keep Dry.”

4.2 Create an Inventory Sheet

• List contents of each box.
• Note special handling or insurance needs per box.
• Keep a copy for yourself and provide one to the carrier if requested.

4.3 Shipping Papers

• Bill of Lading (BOL) for Freight: Contracts the shipment. Carrier provides.
• Pro Forma Invoice for International Shipments: Detailed list of goods and values.
• Customs Declarations: Required for import/export, listing harmonized tariff codes.

5. Selecting a Carrier and Obtaining Quotes

Get multiple quotes to compare cost and services.

5.1 Parcel Carriers

• UPS Ground, FedEx Ground, USPS Priority: Online rate calculators; door-to-door service; minimal weight restrictions (per box up to 70 lbs).
• Tips: Insert dimensions accurately; buy insurance; consider SmartPost/SurePost for cost savings on lightweight shipments.

5.2 Freight Carriers

• Freight Brokers/Carriers: Get quotes from several brokers (e.g., Freightquote, uShip) and direct carriers (e.g., XPO, YRC Freight).
• LTL Requirements: Palletize boxes (standard pallet 48″×40″); maximum height/weight per pallet; minimum billable weight.
• White-Glove Service: For bulky or delicate items; door-to-door handling and inside delivery.

5.3 Portable Container Services

• PODS, U-Pack ReloCube, 1-800-PACK-RAT: Containers dropped at origin, you pack, then company transports to destination.
• Advantages: Flexible loading timeline; door-to-door; no packing by you in a terminal.

6. Scheduling Pickup and Delivery

Once you choose a carrier, schedule pickup:

Keep carriers’ contact numbers and shipment reference numbers handy.

1. Online Booking: Provide shipment details (dimensions, weight, addresses).
2. Pickup Window: Confirm date and time; carriers typically give a half-day window.
3. Delivery Appointment: For residential freight, request a specific delivery date/time; small fees may apply.

7. Tracking and Insurance

Tracking and insurance offer peace of mind.

7.1 Tracking

• Parcel Tracking Numbers: Real-time online updates.
• Freight Tracking: BOL number; check status via carrier website or broker portal.
• Container Services: Online dashboard showing container status.

7.2 Insurance and Declared Value

• Carrier Liability: Limited coverage (e.g., $0.50 per pound for LTL freight, $100 per parcel for USPS).
• Additional Insurance: Purchase extra through the carrier or a third-party insurance broker.
• Declared Value versus Insurance: Declaring higher value increases carrier liability; full insurance protects against total loss.

8. Tips to Reduce Shipping Costs

1. Consolidate Shipments: Combine items into fewer, heavier boxes when cost-effective.
2. Use Regional Carriers: Sometimes cheaper for specific corridors.
3. Negotiate Rates: Frequent or high-volume shippers can negotiate discounts.
4. Avoid Expedited Services: Use economy ground when possible.
5. Ship Off-Peak: Avoid peak moving season (May–September) and holidays to get better rates.

9. International Shipping Considerations

Shipping moving boxes overseas involves additional steps:

• Customs Brokerage: Hire a broker or use carrier’s brokerage service.
• Import Duties and Taxes: Research destination country’s regulations and charges.
• Packaging Standards: International shipments often require heat-treated wood pallets, ISPM 15 compliance for crates.
• Transit Times: Sea freight can take 4–8 weeks; air freight 3–10 days.
• Restricted Items: Check prohibited items list for both origin and destination countries.

10. Common Pitfalls and How to Avoid Them

1. Underestimating Weight/Size: Measure and weigh boxes accurately to avoid re-rating fees.
2. Poor Packaging: Leads to damage and insurance claims; always overpack fragile items.
3. Missing Pickup or Delivery Slot: Confirm dates a few days in advance.
4. Incomplete Documentation: International shipments can be held at customs without proper paperwork.
5. Not Labeling Clearly: Misrouted boxes cause delays or loss.

11. Step-by-Step Checklist Before You Ship

1. Select shipping method based on distance, volume, and budget.
2. Acquire sturdy boxes and quality packing materials.
3. Pack each box carefully: distribute weight, cushion contents, reinforce seams.
4. Label each box with addresses, identifiers, and handling instructions.
5. Create an inventory list and organize shipping documents.
6. Obtain quotes from at least three carriers or service providers.
7. Book pickup and delivery appointments.
8. Insure shipments and note tracking numbers.
9. Monitor progress and communicate with the carrier.
10. Confirm delivery and inspect boxes immediately upon arrival.

12. Conclusion

Shipping your moving boxes can transform a stressful relocation into a manageable process. By selecting the appropriate shipping method, packing thoughtfully, labeling accurately, and leveraging tracking and insurance, you safeguard your belongings and simplify logistics. Whether you use parcel carriers for small shipments, LTL freight for bulk moves, or portable containers for hybrid DIY moves, following the best practices outlined above will ensure your boxes arrive safely and on time.

Safe travels and successful shipping!

Timur Lesov

Eco-freak, nerd, and green technology fanatic. I’m in favor of making eco-friendly living simple as well. I graduated from Berkeley in 2017. Studied environmental science and all things sustainability related. I create content and share simple tips for greening your everyday life. I think even small changes can make a huge difference and we can build a cleaner and more sustainable future.