How to ship your instrument

Getting your oboe or bassoon to us safely is easier than it sounds — and it makes a real difference in how quickly we can get it serviced and back in your hands (or off to its next home, if it’s coming in for consignment).

We’ve received and shipped thousands of instruments over the years, and the vast majority arrive without a hitch. Here’s how to make sure yours is one of them.

1. Secure everything inside the case

The goal is simple: nothing should touch, and nothing should move.

• Bocals (bassoon and English horn cases): make sure the bocal is seated firmly in its holder, then pad around it with bubble wrap or newspaper so it can’t shift.
• Joints: picture the case bouncing around in the back of a delivery truck. Pack enough material around each joint that it can’t move.
• Wing and bass joints (bassoon): these can knock against each other if left unpadded, which can cause real damage. Add padding between them until they can’t make contact.
• Loose items: remove reed cases, swabs, seat straps, and tools unless they’re in a compartment that holds them completely still. Loose items are one of the most common causes of damage we see — they slide under pads or get tangled in the keywork.

Don’t overstuff the case — everything should be snug, but the case should still close without force.

The shake test: once it’s packed, gently shake the closed case. Hear or feel movement? Open it back up and add more padding until it’s silent and still.

2. Choose and prep the right box

Pick a box at least 2 inches larger than the case on all sides — you want room for cushioning, not a tight fit.

• Reinforce the bottom seam with tape, ideally in an X pattern for extra strength.
• Tape the other seams and edges too, which also helps guard against moisture.

3. Pack the box

• Lay down about 2 inches of packing material (peanuts, bubble wrap, or firmly crumpled newspaper) as a base.
• Place the case on top, then fill in around all sides — the case shouldn’t be able to shift at all.
• It’s fine to pack slightly above the rim; closing the box will compress everything into a snug, secure fit.

A note for us: if you’re shipping to Charles Double Reed Company, please tuck a note on top of the case with your name, contact info, and a line about why you’re sending it in (repair, adjustment, consignment, etc.). We often get several instruments in on the same day, and this helps us get to yours faster.

4. Insure the shipment

Insure the instrument for what you believe it’s worth. We’ve rarely had issues, but it’s cheap peace of mind — and shipping carriers tend to handle higher-value insured packages with extra care. If your instrument is worth $5,000 or more, insuring it at that level (or higher) is a good idea. It’s also worth checking whether your homeowners or renters policy already covers instruments in transit — sometimes it does.

5. Ship it right

• Carrier: please use UPS or USPS only — we’ve found FedEx service unreliable at this location.
• Timing: ship so the package arrives Monday through Friday. We’re closed weekends, and we’d rather your instrument not sit on a truck over a weekend.

UPS address (physical address required — UPS can’t deliver to a PO Box): Charles Double Reed Company 516 Broadway Studio 12 – Second Floor Kingston, NY 12401

USPS address: Charles Double Reed Company P.O. Box 1038 Kingston, NY 12402

Please send us the tracking number once you have one. We’ll monitor your instruments journey.

That’s it — your instrument is ready to travel. If you have any questions along the way, don’t hesitate to reach out.