How do luggage shipping companies work

Choose door-to-door service with online tracking and declared-value coverage for single or multiple suitcases to reduce airport check fees and missed connections. Typical domestic rates range from $50–$150 per piece with transit of 1–3 business days; international consolidated couriers commonly quote $120–$400 per piece with transit of 3–10 business days. Compare final quotes that include fuel surcharge, pickup fee, and delivery to a residential address rather than headline prices that omit extra charges.

Prepare each bag before handoff: weigh and measure (common limits are 32 kg/70 lb and 158 cm/62 in linear), photograph contents and external condition, secure zippers with a tamper-evident strap, remove loose lithium batteries or place them inside devices per the provider’s battery policy, and attach a printed label with name, destination address, and contact phone. Use a short inventory list inside the case and register serial numbers for high-value items to streamline any claims process.

Expect additional line items on your invoice: residential delivery fee, oversized/overweight surcharge, handling for fragile items, and customs brokerage for cross-border moves. For international consignments you will need a commercial invoice or customs declaration; duties and VAT may be assessed at the destination and brokerage fees are often charged by the local agent. Always request a delivered-duty-not-paid vs delivered-duty-paid quote so you know who pays tariffs.

Before booking, verify the provider’s tracking granularity (scan points and SMS/email alerts), maximum declared value and reimbursement formula, loss/damage claim window, and pickup/collection SLA. For immediate protection, photograph any damage at delivery, file a claim within the stated timeframe, and retain receipts for repair or replacement. When sending multiple pieces, consolidate under a single airway bill to get volume discounts and simplify customs clearance.

Door-to-door baggage transport: practical guide

Choose a door-to-door provider that offers online booking, real-time tracking, declared-value protection, and scheduled pickup within 24–72 hours; typical delivery for domestic ground routes is 2–5 business days.

Costs and transit times

Typical pricing (USD): domestic ground $25–$85 per suitcase up to 50 lb (23 kg); overweight 51–70 lb add $15–$75; oversized items (sum of three dims >62 in / 158 cm) add $20–$100. Expedited next-day or overnight regional service usually runs $60–$200. International moves start at $90 and commonly range $150–$400+ depending on distance, weight and dimensions. Carriers bill using actual weight or dimensional weight (inches: L×W×H ÷ 139; metric: L×W×H ÷ 5000). Expect added charges: residential pickup $5–$40, fuel surcharge variable, and customs brokerage fees for cross-border consignments. Cancellation within 24 hours often free; after that $10–$35 rebooking/cancellation fee is common.

Packing, documentation, and claims

Packing: use a hard-shell case or double-box fragile items; secure wheels/handles, remove old airline tags, fasten zippers with tamper-evident cable ties, place an itinerary and contact number inside, and photograph exterior labels before pickup. Labeling: attach carrier label to the outermost surface and keep a digital copy of the barcode. Size/weight limits: most services accept items up to 50–70 lb (23–32 kg) without surcharge; measure length+width+height and confirm dimensional weight before booking. Restricted items: spare lithium batteries, perishable food, cash, illegal substances, undeclared hazardous materials and firearms (unless permitted and documented) are typically prohibited. Cross-border paperwork: include a commercial invoice or pro forma, recipient contact, HS codes for high-value goods, and a copy of sender ID when required; allow 3–7 additional business days for customs clearance and expect duties/import taxes based on declared value and destination thresholds. Insurance/valuation: standard liability often covers about $100 per piece; purchase declared-value coverage (fees typically ~1–3% of declared value or flat rates) for high-value items. Claims: note visible damage on the proof-of-delivery at delivery, photograph damage, retain original receipts and tags; file concealed-damage claims within 7–14 days with photos and repair estimates; loss claims usually require waiting period (commonly 21–30 days) while carrier performs an investigation. Operational tips: book early for peak travel dates, confirm pickup window and delivery SLA in writing, and compare tracking granularity and customer reviews for on-time performance before selecting a provider.

Request a Quote, Book a Pickup and Compare Transit Times

Request an accurate quote

Provide exact weight (kg or lb) and external dimensions (L×W×H). Use one set of measurements for each piece; mismeasured parcels trigger re-rating at pickup.

• Volumetric weight formulas: metric = (L×W×H cm) ÷ 5000; imperial = (L×W×H in) ÷ 166. Carrier charge = max(actual weight, volumetric weight).
• Enter full pickup and delivery addresses, including postal codes and country codes. Door-to-door vs terminal drop-off affects price by 10–40%.
• Declare contents and commercial value. For cross-border moves include HS code or generic category (clothes, electronics) and value for customs estimates.
• Choose service level: economy, standard, express. Quote validity typically 24–72 hours; confirm whether quoted price is guaranteed or estimate subject to weight/dimensions confirmation.
• Watch for common surcharges: residential pickup ($8–$45), fuel surcharge (variable), oversized/overweight fees (starts ~$50+), appointment pickup ($10–$40).

Book pickup and prepare for collection

Reserve pickup at least 24–72 hours before desired collection; metropolitan areas often accept same-day or next-day slots, rural areas require 48–72 hours.

1. Choose a pickup window (typical 2–4 hour block). Early-morning pickups may reach the network faster and shorten transit by a business day.
2. Print and attach barcoded label on the largest flat surface; remove old tags and tape seams. Keep a copy of the manifest and tracking number.
3. At pickup present ID and, if required, a printed booking confirmation. For third-party pickups provide written authorization and a copy of payer’s ID or account number.
4. Pack to carrier requirements: lockable suitcase with padding, fragile items wrapped, liquids sealed. Reinforce handles and corners; loose straps taped down to avoid conveyor damage.
5. Buy declared value coverage if contents exceed carrier’s basic liability. Typical additional coverage costs range from $2–$8 per $100 of declared value depending on provider and route.
6. Note cancellation and redelivery rules: many providers charge a fee for cancellations inside 24 hours or for missed delivery attempts (fees $15–$50).

Compare transit times with a methodical checklist:

• Request door-to-door transit estimates (in business days) and confirm whether weekends count. Example ranges: domestic ground 1–5 business days; regional express 1–2; international economy 5–14; international express 1–5.
• Add expected customs clearance days for international moves (typical 0–3 business days; select countries may add 3–10). Use origin/destination customs average times when available.
• Create a simple comparison metric: cost ÷ transit days = cost-per-day. Example: $120 / 3 days = $40/day. Use this to balance price vs speed.
• Check service-level guarantees and money-back clauses for late delivery; ask for historical on-time percentages if schedule is critical.
• Confirm pickup cutoff times (e.g., collections after 2 PM may add a business day). If pickup is late in the day, expect next-business-day movement.
• Verify tracking detail: real-time scans, customs scan visibility, and proof-of-delivery with photo or signature. Higher visibility often correlates with faster exception handling.

Sample decision flow:

1. Get 3 quotes with identical inputs (weight, dims, dates, addresses).
2. Compute total door-to-door days = quoted transit + estimated customs + weekend offset.
3. Calculate cost-per-day and add known surcharges (residential, appointment, oversized).
4. Pick the option that meets deadline with lowest cost-per-day and acceptable liability coverage; book pickup with earliest available slot that preserves transit window.

What Happens During Pickup, Handling and Real‑time Tracking

Request a two-hour pickup window, attach clear photos of the packed suitcase and label, supply flight number or delivery address, and ask for a tamper-evident seal plus an internal GPS unit for items over $1,000.

At collection the courier verifies ID, scans the preprinted barcode (timestamped to the minute) and records weight and dimensions. Expect a photo of the sealed item on file and a signed pickup confirmation. Common weight limits per piece range 23–32 kg; overweight surcharges typically run $15–$60 depending on carrier policy.

During hub handling each transfer node performs a mandatory scan: inbound scan, sort bay scan, outbound scan. Average dwell time at local hubs is 6–48 hours; cross-dock transfers between modes (road/air) add 12–36 hours on standard routes. Staff ID and container numbers are logged for chain-of-custody; high-value consignments are placed in locked cages or palletized containers.

Real-time visibility combines barcode/RFID checkpoints with active trackers. GPS trackers report every 1–60 minutes (configurable); typical GPS accuracy is 5–15 m. Cellular fallback and Wi‑Fi triangulation reduce blind spots. Geofence alerts and ETA recalculations push via SMS, email and the web portal when status changes occur.

Status labels you will see: “Picked Up”, “At Local Hub”, “In Transit”, “Out for Delivery”, “Delivered”, and “Exception” (delays, customs, address problems). If “Exception” appears, contact support within two hours and provide pickup receipt and photos. Typical claim windows: delay notifications 7–21 days; loss/damage claims commonly require submission within 21–120 days per provider terms.

Proof of delivery is either a recipient signature or a doorstep photo with GPS coordinates and timestamp. For unattended drops drivers record a PIN/photo. For independent verification place a personal battery-powered tracker inside the suitcase; battery life for compact trackers usually 5–14 days depending on update frequency.

For packing and model recommendations for a fortnight in Spain see best luggage two weeks spain. Include a clear inventory and declared value on the shipment record to speed claims and customs processing.

Documentation, Customs Clearance and Declaring Value for Insurance

Required documents and special permits

Always declare full replacement value on the transport document and attach a detailed invoice or pro forma; under‑declaration often voids claims.

Prepare these documents before handover: passport or government ID (bio page photo), air waybill or bill of lading number, commercial invoice or pro forma invoice with currency and per‑item values, packing list with weights and dimensions, and power of attorney for the customs broker if you want a third party to clear import/export formalities.

For personal effects mark items as “used personal effects” and include acquisition dates and original receipts when available. For goods requiring control, include: export/import licence, CITES permit for protected species, phytosanitary certificate for plants/wood packaging, ATA Carnet for temporary admissions, and manufacturer declarations for batteries or electronics (UN numbers for lithium cells when applicable).

Record serial numbers and take timestamped photos of high‑value items; insurers and customs commonly request these for claims and inspections.

Customs clearance, duties, timelines and declaring value

Calculate duties using the Harmonized System code for each tariff line. Customs duty = CIF value × duty rate. VAT/GST is typically applied to (CIF + duty + excise). Example: CIF $500, duty 5% → duty $25; VAT 20% on $525 → $105; total import charges = $130 (excluding broker fees).

Lookup HS codes on national tariff sites or the WTO HS search; mis‑classification delays clearance and can trigger penalties. If uncertain, obtain a broker’s binding tariff advice or pre‑classification.

Choose the correct Incoterm on the invoice: DDP means sender bears duties and import formalities; DAP means receiver pays duties on arrival. Incorrect Incoterm causes unexpected bills and holds at customs.

Typical clearance timelines: express couriers with correct docs – hours to 24 hours; consolidated sea or air freight – 24–72 hours; random inspection or licensing issues – add 3–14 days. Brokerage fees usually range from USD 25–150 for express consignments; complex entries with licences cost more.

Declare insured value equal to full replacement cost including expected duties and VAT. Example: item purchase $1,000; expected import taxes $200 → declare at least $1,200. Many insurers require invoices and proof of value; retain documents until statutory claim deadlines expire (keep them for the full claim period and clearance).

Be aware of carrier liability limits stated in terms and conditions (often lower than insured replacement value). If replacement cost exceeds carrier limits, purchase separate transit insurance from an insurer or broker that covers named perils and specifies settlement basis (replacement cost vs depreciated value).

In case of loss or damage: file a notice of irregularity with the carrier on delivery, lodge a written claim within the carrier’s time limits, and submit invoice, photos, proof of value and police report if theft is alleged. Failure to file correctly and on time frequently results in claim denial.

Packaging Guidelines, Size/Weight Limits and Fees for Oversize or Special Items

Use a rigid double‑walled carton or a hard case with at least 5–10 cm (2–4 in) of cushioning on every side and immobilize contents so nothing shifts during handling.

Packing materials and techniques

Wrap fragile components individually with foam or bubble wrap (minimum 10 mm / 3/8 in). Fill voids with kraft paper, foam-in-place or loose-fill to achieve no more than 1 cm movement when the box is shaken. Reinforce corners with edge protectors and use water‑activated or 48 mm (2 in) filament tape applied in an H pattern; add two exterior bands of polypropylene strapping for items over 25 kg (55 lb).

Disassemble bulky assemblies to reduce dimensional size: remove pedals/handlebars for bicycles, fold or offset handlebars, deflate tires to recommended pressure; remove or secure protruding parts from sports equipment. For musical instruments, use an ATA or hard case with custom foam inserts. For appliances and power tools drain fluids and oils before pickup – see simple steps to drain your craftsman air compressor as an example procedure for compressors. Batteries must be removed or terminals taped; lithium‑ion cells >100 Wh require carrier approval and special documentation.

Size, weight thresholds and typical fees

Measure linear size as length + width + height. Standard parcel thresholds: up to 32 kg (70 lb) per piece and linear dimension ≤158 cm (62 in) are treated as standard. Common surcharge triggers: weight 23–32 kg (50–70 lb) triggers a heavy‑item fee; linear dimension >158 cm (62 in) triggers an oversize fee. Freight or specialized transport accepts single pieces up to 68–70 kg (150 lb) or palletized loads far higher, but crate or pallet requirements apply above 32 kg (70 lb).

Sample fee ranges (estimate only – confirm with chosen carrier): heavy‑item surcharge $75–$250, oversize fee $25–$150, special handling/crating $100–$500. Sporting goods and instruments: handling fees $50–$300 plus crate cost $75–$400. Appliances or hazardous‑substance drains may incur an extra cleaning or certification charge $25–$150. When declared value or pickup location requires two‑person handling, add a labor surcharge $40–$200.

Photograph dimensions, weight ticket and packaging before collection. Label external surfaces with weight and orientation arrows, and include a packing list inside. For any item exceeding 158 cm or 32 kg, request a written handling plan and full fee schedule from the transporter before booking.