Over the years we’ve received and shipped thousands of instruments, and we want you to know how to pack one properly so it arrives safely.

Starting with the case

The main thing you want to check is that inside the case, no parts are touching each other and nothing is moving around.

In bassoon cases, there are often bocals stored in the bottom of the case. We want to make sure that nothing can move around and bump into them. Bubble wrap works well for this, and newspaper can work too. Just make sure the bocals themselves are held securely in their holders before you add any padding.

Imagine your instrument in the back of a delivery truck, being jostled and shifted from side to side. Place enough packing material (newspaper, bubble wrap, etc. ) around the the edges of the joint so that when you gently move the case, the joint stays in place.

You can also use paper towels, hand towels, or even plain computer paper. The goal is simply to fill the empty space so nothing shifts.

Bassoons have a special issue to watch for. The wing and bass can sometimes touch each other inside the case. If they rock back and forth and strike each other, they can cause significant damage. Place some padding between these two joints. A thin piece of newspaper may work, but it’s usually best to add a little more until the two joints cannot make contact with each other.

One thing you don’t want to do is add so much packing material that you have to force the case closed. Everything should be secure, but the case should still close comfortably.

You may also have other items in the case—things like seat straps, reed cases, swabs, or small tools. It’s best to remove these items unless the case has a very secure compartment where they cannot come loose. This applies to everyday travel too. Small items can move around, slide under a pad, or get caught in the keywork. We often see instruments shipped to us with reeds, swabs, and screwdrivers tangled up in the keys, which can cause serious damage.

Once everything is padded and secure, you can close the case and test it.

Imagine the case sitting in the back of a truck. Gently shake it back and forth. If you hear or feel anything moving inside the case, open it again and add more padding until everything is completely secure.

Now let’s talk about the shipping box.

You’re going to need a box that’s appropriately sized. You can usually find one at Lowe’s, Home Depot, or a packing and shipping store. The box should be at least two inches larger than the case on all sides. You don’t want a tight, form-fitting box. That extra space allows room for protective packing material so that if the box gets bumped or damaged, the instrument case remains protected.

Before putting the instrument in the box, make sure the bottom of the box is well taped.

Add at least two strips of packing tape along the bottom center seam. If you place two additional strips of tape in an X pattern across the bottom, it strengthens the box considerably. Triangles are very strong structurally, and this helps reinforce the box. We’ve used that method for years, and it works very well.

It’s also a good idea to tape along the edges and seams of the box. This strengthens the box further and can help protect against moisture during shipping.

Now it’s time to place the instrument in the box.

Start by placing about two inches of packing material in the bottom of the box to create a soft base layer. At Charles Double Reed Company, we often use these popcorn-style packing peanuts. Bubble wrap works very well too, and tightly crumpled newspaper can also work. If you’re using paper, make sure you crush it firmly so it provides proper cushioning. Once the base layer is down, place the instrument case on top of it.

You should see that there is space on all sides of the case inside the box. Now fill the remaining space around the case with your packing material. You want enough packing material so that the case cannot move inside the box. It’s actually a good idea to fill the box slightly above the top edge, because when you close the box and compress the packing material, it will hold the case securely in place.

If you’re sending an instrument to us, we would really appreciate it if you include a note inside the box. You can place it right on top of the case before closing the box. Please include your name, contact information, and a short note explaining why you’re sending the instrument. Sometimes we receive several instruments in a single day. You might be sending it for repair, adjustment, or consignment, and having that note helps us process everything much more quickly.

Once that’s done, the rest is straightforward. Close the box, tape it securely, and address it. Your instrument is now ready to ship.

One more important recommendation: insure the shipment.

Insure the instrument for what you believe it is worth, in the rare case that the shipment is lost or damaged. We haven’t had issues like that in decades, but it’s always best to be safe. We also understand that shipping companies often handle packages more carefully when they are insured for $5,000 or more. If your instrument is worth that much – or more – it’s a good idea to insure it at that level or higher. You may also want to check whether your homeowners or renters insurance policy already covers instruments during shipping. Sometimes this protection is already included.

At this point your instrument should be secure inside the case and safely packed in a shipping box.

If you follow these steps, your instrument should travel safely and arrive ready to play.

If you have any questions or comments, please feel free to contact us. You’ll find all of our contact information below.