Michael Turner
Recommendation: book a door-to-door courier or paid airport overage service for a suitcase heavier than 15–20 kg or with combined dimensions exceeding 140–160 cm. Standard retail postal counters frequently refuse oversize items, apply steep surcharges, or limit liability for bulky cases.
Weight and size rules vary by provider, but common practical limits are 20–30 kg per parcel and a maximum combined length+width+height around 200–300 cm. If a single case exceeds those figures, choose a specialist freight or pallet option. Always record the exact pre-drop weight and linear dimensions, and keep photos of the packed item.
Packing checklist: use a hard-shell or double-boxing method, reinforce seams with heavy-duty tape, pad corners, and place an internal inventory and a copy of the address inside the case. Remove old tags and attach a printed, weatherproof label plus a duplicate label inside. Use TSA-approved locks for travel to/from the US. For electronics and items with lithium batteries verify the carrier’s hazardous-goods rules–spare batteries are routinely restricted or require special packaging.
Customs and documentation for cross-border transfers: complete the correct customs declaration (CN22/CN23 or courier-specific forms), mark contents as “used personal effects” when applicable, and declare realistic values to avoid hold-ups. Expect customs handling to add 3–10 days to transit on average and possible duties or import VAT depending on destination thresholds.
Price and service choices: budget domestic collection for a 20 kg case typically ranges from £10–£40; European economy options commonly start around £30–£90; international express for 2–5 day delivery can cost £80–£200+. Purchase tracking plus signature on delivery and declare extra insurance for items over the carrier’s default compensation (often limited to £50–£100 unless upgraded).
Transporting suitcases using the UK national postal operator
Recommendation: avoid handing full-size suitcases to standard counter parcel services – book a parcel courier or specialist baggage carrier for items heavier than 20 kg or with dimensions similar to checked airline bags.
- Who accepts suitcase-shaped parcels: most high-street postal counters accept boxed or soft-packed items that meet their parcel weight and dimension limits (commonly up to 20 kg). Anything heavier or oversized should be routed to a parcel courier or a dedicated baggage firm.
- Pre-check measurements: weigh and measure length × width × height at home. If the combined girth or any single dimension approaches typical suitcase size, assume that standard counter services will classify it as oversize.
- Packing rules:
- Use a double-walled cardboard box sized to limit movement; do not rely on a bare suitcase alone.
- Pad fragile items (foam, bubble wrap) and place heavier items at the bottom of the box.
- Remove old address tags and affix a waterproof label with full contact details and a daytime phone number.
- Prohibited and restricted contents:
- No flammable liquids, aerosols, gases or explosives.
- Lithium batteries: follow the operator’s dangerous-goods rules – many postal services require batteries to be fitted in devices and to meet specific packaging and declaration standards.
- No perishable food, cash or original ID documents unless insured and declared – check the operator’s list before posting internationally.
- Insurance, tracking and declarations:
- Purchase tracked-and-signed or courier tracking for high-value items; photograph contents and external packaging before handover.
- Declare a value for compensation where offered; for international consignments complete CN22/CN23 customs forms with accurate contents and values.
- Timeframes and cost expectations:
- Domestic courier options typically deliver in 1–3 working days; standard postal parcels often follow similar windows but depend on service level chosen.
- International transit ranges from 5 days (express) to several weeks (economy). Price depends on weight, size and destination – expect domestic rates from roughly £15–£60 for suitcase-sized parcels, international from ~£50 to several hundred pounds for door-to-door baggage services.
- Alternatives to counter drop-off:
- Specialist baggage couriers (example providers: Send My Bag, Baggage Forward, ParcelHero) offer door collection, guaranteed delivery slots and baggage-specific insurance.
- Airline excess-baggage services may be cheaper for single transfers linked to flights; compare quotes before booking.
- Practical checklist before booking:
- Weigh and measure accurately.
- Remove prohibited items and follow battery rules.
- Choose tracked service and insure declared value.
- Retain photographs and receipts until delivery confirmed.
- Verify pickup/drop-off options and delivery timeframe with the chosen provider.
Accepted and prohibited baggage types for the UK national postal service
Prefer soft-sided bags or boxed suitcases under ~20 kg for standard national parcel services; oversized, very heavy, or palletised consignments must go with a specialist courier or freight provider.
Acceptable item types
Soft duffels, garment bags and boxed hard-shell suitcases that are dry, clean and securely closed; shoes (in original box or wrapped); clothing and packed toiletry kits (liquids sealed and within carrier limits); small backpacks and daypacks – practical examples include the best small travel backpack for women for compact, compliant packing. Small electricals fitted with batteries are usually accepted if batteries remain installed and terminals are insulated; label fragile electronics and add cushioning.
Flat, well-packed boxes containing textiles, toys, paperback books and non-hazardous household goods are routinely carried by standard services when dimensions and weight rules are met.
Prohibited or restricted item types
Loose lithium cells and power banks without manufacturer protection are frequently refused; rechargeable batteries should stay inside equipment and terminals taped. Explosives, firearms, ammunition, corrosives, oxidisers, compressed gases and most flammable aerosols are banned. Perishable food, live animals, cash and uncut precious metals are not acceptable through regular parcel products and require specialist, insured transport.
Large quantities of liquids, wet textiles or items that emit strong odour may be rejected at handling centres. High-value jewellery and artwork need dedicated insured courier options rather than standard parcel channels.
Packaging and handling tips: use double-walled boxes for heavy cases, remove or secure loose wheels and protruding handles, cushion corners, protect battery terminals, declare any restricted items at booking and choose a tracked, signed-for service for valuables. For moving bulky appliances choose pallet collection and safety gear such as the best gloves for carrying washing machine.
How to measure and weigh your bag to pick the correct postal service
Weigh the fully packed case with a calibrated hanging or digital scale and record external length, width and depth including wheels, fixed handles and any external pockets.
Measure with a flexible tape measure along the outside: length = longest side; width = shortest side across; depth = thickness at the deepest point. Record measurements in centimetres and round up to the next whole cm for comparisons.
For carriers that use length-plus-girth limits, calculate: length + 2 × (width + depth). Example: 70cm × 45cm × 25cm → length + girth = 70 + 2×(45+25) = 210cm. Many products cap either single-length or length+girth; compare your figure to the operator’s limits.
Weighing methods: use a portable hanging scale attached to the handle and lift steadily until the display stabilises; repeat once. Alternative for larger suitcases: stand on a flat bathroom scale, record body weight, then stand holding the packed case and subtract the first reading. For small items use a kitchen scale; for weights above home-scale limits visit a shop or depot with industrial scales.
Include packaging in both measurements: if placing the case into a box or wrapping in bubble wrap, measure and weigh the final packed dimensions and mass. External fittings (wheels, telescopic handles) count toward limits even if they fold in.
Allow margin for carrier rounding and pricing rules: many postal tariffs round weight up to the next 0.1kg, 0.25kg or 0.5kg step, and some use whole-kilogram bands for pricing. When comparing services, use the higher rounded weight to avoid unexpected surcharges.
If the item is near a size or weight threshold, photograph the packed parcel next to the tape measure and scale readout before handing over; keep those images and the measurement notes for dispute resolution or a claims process.
If measurements exceed standard parcel limits, options include splitting contents into smaller parcels, repacking into a sturdier box that optimises dimensions, or using a specialist freight or courier product designed for oversized/heavy items.
How to pack, label and present baggage at a Post Office for dispatch
Wrap soft or hard cases with industrial-grade shrink film (25–50 µm) and seal all zips with tamper-evident tape; for boxed items use double-walled corrugated cardboard (EB flute or stronger) and H-tape the seams with 48 mm polypropylene or PVC packing tape.
Protect contents with a minimum 2.5 cm buffer of bubble wrap (2 layers for fragile items) or 25–50 mm foam; fragile objects must not touch the box walls. Use void-fill (air cushions, kraft paper) to eliminate movement; dense items should sit on the bottom and be centrally placed to balance the parcel.
When shipping a suitcase or case as the outer container, remove detachable straps, empty external pockets of old tags, place a duplicate address label inside, lock zippers and add a tamper-evident seal through the pullers; wrap handles with tape to prevent snagging on conveyor belts.
Label text must be machine-printable in UPPERCASE, include full name, street, town/city, postcode and a working telephone number and email. Affix the address on the largest face, add a secondary label to a side, and protect printed labels in a transparent adhesive pouch or cover with clear packing tape; remove or completely obscure any previous delivery labels or barcodes.
For international consignments attach the correct customs declaration (CN22 or CN23) in a clearly visible pouch: itemised description, HS commodity code if known, accurate net value in GBP or EUR, weight per item and a signature. Place commercial invoices inside as well if the content has declared commercial value.
Battery-powered items require special handling: remove loose alkaline or lithium batteries or isolate terminals; lithium-ion cells must be in device or in manufacturer packaging and declared on paperwork. Do not present prohibited or restricted goods; disclose anything that might be classified as dangerous goods to the counter staff before payment.
At the counter hand over pre-filled paperwork and ID if requested (photo ID is commonly required for high-value or international items). Ask for tracking, proof of posting and the exact product name you purchased. Purchase added compensation if declared value exceeds standard cover and request signature-on-delivery for valuable contents.
Use tamper-evident tape across openings and add a packing list inside. Photograph the packed item showing weight label and address before arriving; retain the receipt and tracking number until final delivery confirmation. If a booking slot or large-item appointment is required, reserve online or by phone to avoid refusal at the desk.
If damage or loss occurs, begin the query process immediately using the tracking record and receipt; keep all packaging and internal packing materials for inspection. Typical claim windows vary by product and destination, so retain proof of posting until the account is closed.
How to calculate cost, add tracking or insurance, and make a claim
Use the national postal operator’s online price tool before you leave home: enter accurate weight and external dimensions, choose the destination, then add tracking and declared-value cover on the same booking to lock the final price.
How to calculate the total price
Step 1 – determine chargeable weight: compare actual weight to volumetric weight (L × W × H ÷ 5000, dimensions in cm); the higher figure is the chargeable weight for most parcel tariffs. Step 2 – identify the service band for that weight and the destination zone (domestic, EU, rest of world). Step 3 – add surcharges for oversize (if any) and any handling options (express, guaranteed delivery). Step 4 – add optional fees: tracking / signature and declared-value insurance. Buy tracking and cover at label purchase to avoid higher counter-only fees or inability to add later. Keep screenshots or the booking confirmation showing the full price breakdown.
| Component | How it is calculated | Practical tip |
|---|---|---|
| Chargeable weight | Max(actual weight, volumetric weight L×W×H ÷ 5000) | Measure the packed case; use a scale with 100g precision for accuracy |
| Destination zone | Domestic / EU / International bands affect base rate | Confirm postcode and country code before quoting a price |
| Size/oversize surcharge | Applied when any dimension or girth exceeds service limits | If close to a limit, repack into a smaller box to save cost |
| Tracking / signature fee | Flat add-on or higher-priced tracked service tier | Tracked services typically include movement scans; choose according to how much visibility you need |
| Declared-value insurance | Paid per declared amount (often in bands); some services include minimal cover | Declare the full replacement value and keep proof of purchase to support claims |
Adding tracking, purchasing cover and claiming
Buy tracking and declared-value cover at the time of label creation (online label portal or counter) so the barcode and policy reference print on the paperwork. For high-value items purchase the highest available declared cover or use a specialist courier insurer; some postal tiers cap indemnity per parcel.
At handover get and keep: the label/receipt with barcode, booking reference, proof of posting receipt, and photos of the packed item and contents. Retain receipts showing item value, serial numbers and buyer/seller correspondence.
To lodge a claim: open the operator’s claims page, supply booking reference, tracking number, description of loss or damage, photos of packaging, proof of posting, proof of value and any sales receipts. Typical timeframes to start a claim are within 30 days for domestic loss and within 60–90 days for international loss; begin sooner for damaged goods. Expect an initial acknowledgement within a few working days and an investigation period of roughly 10–30 working days. If the operator requests return of damaged goods, wait for instructions rather than disposing of them.
If the response is unsatisfactory after the operator’s investigation, escalate using the regulator’s or independent dispute-resolution service specified in the operator’s claim policy; keep all correspondence and claim reference numbers. Reimbursement usually covers approved declared value (minus any applicable excess) and may include refunded postage if the service guarantee was not met.
