Packing and Shipping Artwork

This is a brief guide on the initial steps after selling your artwork. For more details, please refer to each section below.

Immediately after the transaction, we will send you an email with the details of the sale.

IMPORTANT! After receiving the sales notification, it is necessary to immediately complete the following actions:

1. Log in to your artist account and confirm the availability of the work so that we know you have received the notification and started the packing and shipping process.

2. Choose a convenient date and shipping method (request a courier to come to you or personally deliver the artwork to the post office).

3. Specify the total weight of the package including the artwork, so our managers can start preparing the shipping documents for the delivery service.

If you do not complete the above actions within 24 hours of sending our notification, our managers will contact you again via email or by phone provided during the verification of your account.

48 hours before the planned shipping date of your artwork, we will send you an email notification that all the necessary shipping documents are now available and ready for printing in your personal account on our website. To avoid missing important messages, we recommend regularly checking your email or monitoring the availability of documents in your personal account.

1.3. Packing the parcel

We strongly recommend that you carefully study the packing recommendations presented later in this article.

Important! Shipping insurance is valid only if you follow our packing recommendations. If your artwork is found to be damaged during delivery, and it is determined that the packing did not meet our standards, unfortunately, the insurance claim will not be considered.

In such a case, the return of the artwork due to damage will be at the artist's expense.

1.4. Shipping and delivery of the artwork

When shipping the artwork, it is necessary to print and attach all the required shipping documents along with the work.

After handing over the artwork and all documents to the courier or at the post office, the delivery service will ensure further transportation of the artwork to the buyer.

A tracking number will be provided in your personal account, with which you and your client can track the parcel's route through the courier service's website.

Delivery times may vary depending on the buyer's location. Also, international shipping may encounter delays due to weather conditions or the operations of customs services in different countries.

For additional information on the shipping and delivery process, please refer to the relevant section below.

1.5. Payment of compensation

Funds will be available for withdrawal within 14-20 days after the delivery and direct receipt of your artwork by the buyer. We will notify you of the readiness of the payment by email, or you can check the availability in your personal account. To initiate the payment process, please log in to your account and go to the "Accounts and Income" section. There you can submit a withdrawal request to your bank account.

For more information, please refer to the following sections.


2. Preparing shipping documents

2.1. Shipping documents for the artwork

After receiving the sales notification and confirming the availability of the artwork, the following documents will be automatically generated in your personal account:

Certificate of Authenticity

• a document that confirms the authenticity and uniqueness of the artwork purchased at Jose Art Gallery. The certificate includes basic information about the artwork, including the title, author, year of creation, dimensions, and materials used. The certificate also serves as proof of the country of origin of the artwork for customs authorities.

The artist's signature on the certificate guarantees the originality and high quality of the artwork, which is important for confirming its value and provenance, providing additional assurance to collectors, investors, and art historians during its resale or appraisal.

Note: We ask you to pay special attention to the printing of the Certificate of Authenticity. We recommend printing it on thick paper or cardboard in color format and signing it personally with a fine-tip marker or pen.

Commercial Invoice

• is a legal requirement for compliance with customs regulations in international trade and must accurately reflect the value of the goods. It also serves as a sales contract between the seller (exporter) and the buyer (importer).

Declaration of Authenticity

• confirms the authorship, authenticity, and originality of the art object, its age, and cultural affiliation. The declaration states that the artwork was created less than 50 years ago, as an object that does not have cultural or historical value, which affects its appraisal, taxation, and import/export rules, as well as its status under cultural property laws.

2.2. Shipping label and waybill

48 hours before the planned shipping date of your artwork, the waybill (Waybill doc) and label will be added to your personal account.

Waybill (Waybill doc)

• is a document that includes important data such as the name and address of the sender and recipient, the contents of the package, and information about who is responsible for paying duties and taxes.

The waybill is attached to the cargo and contains important information that can be processed and tracked by machines, couriers, and customs officers. Without the waybill, the cargo may be delayed, lost, or held by customs.

Where to place: Handed to the delivery service representative.

Shipping label

• is a document attached to the package with the artwork and contains information about the cargo, sender, and recipient, as well as contact details for the carrier.

Where to place: Attached to the package.

Note: Please print the above documents in the number of copies specified in your personal account in the "My Sales" section.

2.3. Additional documents for international shipping

Note that customs authorities in some countries may require additional documents.

For example, in some countries, artists must provide a statement that the artwork is not a cultural or historical value.

Such documents can usually be obtained from cultural ministry representations in your country, confirming that the artwork for sale was created in the last 50–100 years and that the exported artwork is not under cultural or historical protection and can freely leave the country.

Often, these procedures can be completed online, but sometimes personal presence may be required.

The responsibility for preparing additional documents required by local customs authorities lies with the artist. Costs vary, so their price should be included in the cost of your artworks.

Please clarify these nuances with the customs service of your country to avoid delays in customs clearance if applicable. We are always ready to offer you consultations on this matter.

Note: Please print the above documents in the number of copies specified in your personal account in the "My Sales" section.

2.4. Ensure the availability of all necessary shipping documents

International shipping plays a key role in developing your e-commerce business. Careful verification and preparation of all required export documents will help you ensure the successful delivery of goods to your customers.

Follow the packing recommendations to ensure the validity of the shipping insurance policy.

It is important to follow our packing recommendations for artworks to ensure the validity of our shipping insurance policy. In case the artwork is damaged during delivery, any deviation from our packing rules may result in the rejection of the insurance claim.
< br>Use gloves.

We advise you not to touch the surface of the painting with bare hands, wearing white cotton gloves or placing an acid-free tissue between the work and your fingers while working.

3.1. Packing flat artworks: paintings, photographs, and graphics

Materials you will need for packing:

1) Glassine paper: a smooth, translucent paper made from highly purified cellulose, with a waterproof surface that protects against dust, dirt, and moisture. It is used for packing and storing artworks, photographs, collectibles, and food products. This paper is acid-free and safe for long-term storage.

or

Acid-free archival tissue paper: acid-free paper for packing and storing artworks, photographs, documents, and other items that require special protection. This paper is safe for long-term storage and is often used in museums and galleries.

2) Plastic sheeting: a thin sheet of plastic, usually made of polyethylene or PVC, used to protect surfaces from moisture, dirt, dust, and other damages. It can be transparent or colored and have different thicknesses depending on the purpose.

or

Plastic bag: a durable plastic bag made of HDPE or PP, used for packing and transporting heavy or large items. It can have different sizes and thicknesses depending on the purpose.

3) Bubble wrap: a plastic material with air bubbles for packing and protecting fragile items. It absorbs shocks and prevents friction. It can have different thicknesses and bubble sizes. It can also be made of biodegradable material.

4) Foam board: a foam material consisting of a thin layer of foam sandwiched between two layers of paper or plastic. This material is lightweight, rigid, and resistant to warping, making it useful as a base for paintings, posters, signs, and other items. The thickness of the foam board should be at least 1.27 cm (1/2 inch).

or

Two-ply cardboard: cardboard consisting of two layers of paper or cardboard glued together. This material is strong and rigid, making it suitable for use as a packing material, as well as for making boxes, boards, and other items.

5) Packing tape: adhesive tape used for packing and securing boxes and other packing materials. It is usually made of plastic and coated with an adhesive layer. Packing tape can vary in width, color, and strength.

6) Cardboard corner protectors: corner protectors made of cardboard, used to protect the corners of boxes, crates, and other packing materials from damage during transportation and storage. They can vary in size and thickness depending on the size and weight of the cargo. Cardboard corner protectors are attached to the corners of the box using adhesive tape or other fastening materials. Using these protectors helps prevent damage to the corners and edges of the cargo and improves the appearance of the package.

7) Durable cardboard box: a specialized packing box made of cardboard designed for the safe transportation and storage of paintings. It has a rectangular shape and can have different sizes depending on the dimensions of the painting.

or

Wooden crate: custom-made according to the dimensions of your artwork and provides reliable protection during transportation. If the size of your artwork exceeds 45 x 60 cm (18 x 24 inches), we recommend ordering a wooden crate for its packing.

Packing steps:

Step 1: Preparing and protecting the painting

Wrap the painting in glassine paper to protect it from dust, scratches, and chemical exposure.

Step 2: Initial corner protection for the painting

• Cut four squares of glassine or acid-free paper, approximately 20x20 cm each.
• Fold each square in half twice to form triangular pockets.
• Attach one pocket to each corner of the painting to protect the corners from bumps and damage. Use adhesive tape to secure the pockets.

Step 3: Securing the painting to a backing board

Choose a backing board of the appropriate size, such as foam or sturdy cardboard, slightly larger than the dimensions of the painting.
Attach the painting to the backing board using tape to secure the painting to the backing board, being careful not to damage the work itself.

Step 4: Waterproof packing

Wrap the painting with the backing board in plastic sheeting or place it in a heavy-duty plastic bag.
Secure the plastic sheeting or seal the bag with packing tape to prevent water ingress.

Step 5: Packing in bubble wrap

Wrap the painting in two layers of bubble wrap, paying special attention to the corners and edges.
Secure the bubble wrap with tape, ensuring a snug fit without shifts.

Step 6: Corner protection

Attach cardboard corner protectors to the corners of the painting wrapped in bubble wrap.

Step 7: Creating a protective "sandwich"

• Prepare two pieces of foam or sturdy cardboard, each slightly larger than the size of the packed painting all around.
• Place the packed painting between these pieces, creating a "sandwich."
• Wrap the "sandwich" with packing tape to hold the parts together and prevent separation.

Step 8: Packing in a box or crate for extra protection

For packing in a box:

• Choose a sturdy cardboard box that is slightly larger than the "sandwich" of the painting and backing boards, leaving room for extra protection around the edges.
• Place the packed painting in the box. Use bubble wrap or other soft packing material to fill the voids to prevent the painting from shifting inside the box during transportation.

For packing in a crate:

To ensure careful handling of the package:

• Use a marker to clearly write "TOP" on all sides of the box or crate, and draw arrows pointing up.
• Label the package as "FRAGILE" in large capital letters with a marker on each side of the box or crate to immediately draw attention to the need for careful handling.
• If desired, use ready-made labels with the text or graphic "TOP" and "FRAGILE" for a professional look and better visibility.

Step 10: Final securing of the box and crate

For the box:

• Choose sturdy packing tape at least 5 cm wide.
• Use the H-taping method for sealing:
• Seal the central seam where the flaps meet, extending the tape onto the sides.
• Secure the intersections of the side flaps with the main ones, creating an "H."
• If necessary, reinforce the corners and edges with additional strips of tape.
• Carefully check that all parts of the box are securely fastened.

For the crate:

• Check that all sides of the crate are securely fastened with nails or screws.
• Wrap the crate with packing tape horizontally and vertically for extra sealing.
• Additionally, reinforce the corners and seams of the crate with corner pieces or metal staples.
• Inspect the crate for sturdy fastenings, ensuring there are no weak points.

Step 11: Attaching the shipping label

To ensure visibility and preservation of shipping information:

• Attach the shipping label to the most visible spot on the package so it is easily seen during handling by the delivery service.
• Use transparent packing tape to securely attach the label. Cover the entire label with tape, ensuring its protection from moisture, dirt, and preventing accidental or deliberate removal during transportation.

3.2. Packing artworks suitable for placement in a tube, made on paper or canvas

Artworks on canvas, photographs, watercolors, graphics, etc., can be carefully rolled and packed for shipping in a postal tube with a diameter of 10 to 30 cm (4 to 12 inches), according to the size of the work itself.

Materials you will need for packing in a tube:

• Sturdy postal tube with plastic caps on the ends, with a diameter of at least 10 cm and up to 30 cm (depending on the size of your canvas).
• A second tube of smaller diameter for internal support. (You will roll your artwork around this tube and place it inside the larger tube.)
• Glassine paper or Acid-free archival tissue paper
• Bubble wrap
• Packing tape

Steps for packing in a tube:

Step 1: Preparing and protecting the artwork

• Prepare two sheets of glassine or acid-free archival paper large enough to completely cover your artwork.
• Lay the first sheet of paper on a clean, flat surface.
• Place the artwork in the center of the laid-out sheet.
• Cover the artwork with the second sheet of paper, creating a protective "sandwich."
• Make sure the work is completely covered with paper to prevent direct contact with other packing materials and possible damage.

Step 2: Creating internal support using a tube

• Take a tube of smaller diameter intended for the internal support of your artwork.
• Most artists prefer to roll the artwork with the painted layer outward. This helps avoid deformation of the paint layer and preserves the integrity of the work.
• Carefully wrap the paper-covered artwork around the prepared tube. Ensure you handle it carefully to avoid damaging the paint layer.
• If necessary, use soft tape to lightly secure the artwork to the tube, being careful not to tighten it too much.

The advice presented here serves as a basic guideline. If you need recommendations that precisely match the characteristics of your sculpture, we recommend contacting us to discuss the most suitable packing method for your piece.

Materials Needed for Packing Sculptures:

• Bubble wrap
• Packing tape
• Shredded paper or filler
• Sturdy cardboard box
• Custom-made wooden crate for larger or heavier sculptures

We recommend the following packing types based on the size and weight of your sculpture:

• For sculptures up to 30 cm (12 inches) tall and weighing up to 2.5 kg (5 pounds): shipping in a sturdy cardboard box is recommended.
• For sculptures over 30 cm (12 inches) tall and/or weighing more than 2.5 kg (5 pounds): a custom-made wooden crate should be used for shipping.

Packing Steps:

Step 1: Wrapping the Upper Part of the Sculpture

• Start by wrapping the upper part of the sculpture multiple times with bubble wrap, adjusting the number of layers based on the shape and fragility of the piece. Pay special attention to the most delicate details to ensure maximum protection.
• After the initial wrapping, add extra large pieces of bubble wrap on top to cover and reinforce the already applied layers. These top layers should adequately overlap the bottom ones, creating a reliable barrier against external impacts.
• Secure all layers of wrap with tape, wrapping around the entire package. Ensure the wrap is tightly adhered to the sculpture and does not shift, providing reliable protection from moisture and shocks during transportation.

Step 2: Wrapping and Protecting the Lower Part of the Sculpture

• Wrap the lower part of the sculpture multiple times with bubble wrap, ensuring each layer fits snugly against the sculpture. It is important to apply the wrap so that it partially overlaps the already packed upper part, creating continuous protection.
• Thoroughly secure the cut edges of the wrap and overlapping areas with tape to ensure the package does not come undone or weaken during transport.
• Add additional layers of bubble wrap around the lower part, making sure the new layers are large enough to overlap and reinforce the previously applied layers. This will provide extra cushioning and protection against impacts.
• Finish the wrapping by securely fastening all layers of wrap with packing tape, paying special attention to the joints and seams.

Step 3: Packing the Sculpture in a Box or Crate

Preparing the Base of the Package:

• Start by reinforcing the bottom of the cardboard box with packing tape along the edges and sides for extra strength.
• Fill approximately one-third of the box or crate with shredded paper, creating a protective layer at the bottom.

Placing the Sculpture:

• Fill the remaining space in the box or crate with shredded paper, paying special attention to packing the material around the sculpture.
• Ensure the shredded paper tightly surrounds the sculpture, minimizing the possibility of internal movement.

Step 4: Closing and Sealing the Box or Crate

For a Cardboard Box:

• Use the H-taping method to securely close the box with packing tape. Start by applying a long strip of tape along the central seam between the flaps, extending it onto the sides. Then attach a strip of tape along the vertical seams on each side, forming an "H". Additional vertical strips of tape can be added to reinforce the structure.
• Additional reinforcement: If necessary, strengthen the closed box with additional strips of tape to increase strength and seal.

For a Wooden Crate:

Closing the lid: Secure the top lid of the crate using screws. Avoid using glue to allow the recipient to easily open the lid without needing additional tools or effort.

Step 5: Marking the Package and Identifying the Removable Lid

Marking the Direction of the Package:

• Clearly indicate the orientation of the box or crate, noting which side is the bottom and which is the top. Write "TOP" and draw arrows pointing up on all side panels. This will help shippers and couriers properly transport and store the package.
• If desired, use ready-made labels with the text or graphics "TOP" for a professional look and better visibility.

Identifying the Removable Lid:

Mark which panel is the removable lid with the inscription "UNSCREW HERE". This will simplify the process of opening the package for the recipient and prevent possible damage to the contents when trying to access it. If necessary, add specific instructions to the inscription to facilitate the removal of the lid, using a black marker for better visibility.

Step 6: Marking Shipping Information and Indicating Fragility

• Attach the shipping label to a prominent place on the outside of the package. To ensure its preservation and prevent removal during transport, cover the label with clear tape.
• Clearly label the package as "FRAGILE". Use a thick black marker to write the label in large capital letters on visible areas of the box or crate.
• If desired, use ready-made labels with the text or graphics "FRAGILE" for a professional look and better visibility.

4. Shipping and Delivery of the Artwork

After a successful sale, you will receive a notification email with instructions on the next steps.

This initial notification informs you that the buyer has already paid for the item and is awaiting information on the shipping date from you.

If you do not respond within 24 hours, a reminder will be sent via email, and our support team may contact you by phone.

4.1. Schedule the Shipment

Your first task is as follows:

1. Confirm the availability of the artwork by selecting the "Artwork in Stock" option.
If you choose the "Artwork Not in Stock" option, a support specialist will contact you for further information.
2. Choose a shipping method: request a courier or personally deliver the artwork to a postal office.
3. Specify the exact date and time when your artwork will be packed and ready for courier pickup, or when you will personally deliver it to the postal office. This should usually occur within 2-3 days after the artwork is purchased by the collector. It is crucial to schedule the shipping date immediately.
4. Confirm the total weight and dimensions of the package, including the artwork, so that our managers can begin preparing the shipping documents for the delivery service.

Step 1. Provide the exact address from where the courier should pick up the package.

Step 2. Confirm the contact phone number at which the courier can reach you. This number will also be included on the waybill.

Step 3. Choose a convenient time and date for the courier to arrive and pick up your artworks. Check your schedule and consider local holidays and weekends that might affect the courier service schedule.

Step 4 (if applicable). Leave additional instructions for the courier if any route details or location specifics need to be clarified for successful pickup.

Note: The courier will arrive at the address you provide from Monday to Friday, between 10:00 AM and 5:00 PM local time. It is recommended to be personally present to meet the courier or designate a responsible person to hand over the package. Please do not leave the artwork unattended on the porch or at the front door.

4.3. If You Choose to Deliver the Package to the Courier Office

If you decide to personally deliver the package to the courier office, you need to determine the date when you can make this delivery.

To do this, locate the nearest DHL office (or another courier service if previously arranged with our support team). We recommend using an online search to find the most convenient location for you.

Additionally, you will need to confirm the address that will be used in case the artwork is unexpectedly returned by the courier (unlikely) or if the buyer wishes to return the item. This is important information to consider and specify in advance.

4.5. Making Changes to the Shipping Date or Packaging Details (if necessary)

If during the packing process or document preparation, you find that more time is needed for preparation, or you need to change the shipping location of the packaged artworks, or if the package dimensions differ from the initially indicated ones, please contact us promptly.

Please send an email with a description of the necessary changes to our support email: support@joseartgallery.com. We will immediately inform the client of the possible shipping delay and provide you with all necessary support to expedite the process.

4.6. Don't Forget to Include Documents with the Package

Please check that all documents are printed and included with the package.

4.7. Tracking

Once your artwork is handed over to the courier or delivered to the courier office, you will be able to track the delivery status using the tracking number provided by the delivery service. This number will automatically appear in your Jose Art Gallery account in the "My Sales" section next to the respective sale. To access the package tracking system, simply click on the number and you will be redirected to the delivery service's tracking report.

4.8. Delivery Times

Delivery times may vary depending on the final destination of the package. Typically, it takes between 5 to 7 days. However, delivery times may increase due to weather conditions or customs clearance processes. The average time for customs clearance is approximately 72 hours.

4.9. Exceptional Delivery Cases

In certain exceptional situations, after mutual agreement between Jose Art Gallery and the artist, the sold artwork may be shipped through an alternative courier service. In such cases, the artist bears the shipping costs, but these costs will be reimbursed by the gallery along with the total payment for the sold artwork. This might be relevant, for example, if the standard courier service the gallery works with cannot ensure delivery to the required region or if there are specific transportation requirements for the artwork that are better met by a specialized service.

4.10. Customs Duties and Taxes (if applicable)

According to the sales terms (unless otherwise agreed with the client), Jose Art Gallery provides delivery with payment of duties and taxes (DDP). This means that Jose Art Gallery, as the owner of the shipping account, covers all expenses related to delivery, including customs duties and taxes.


5. Payment of Rewards

5.1. Payment Request

• You can request a withdrawal for the sold artwork only after 14 days from the delivery date of your order.
• The withdrawal request is processed in the "Accounts and Income" section of your artist's account.

Once the withdrawal request is submitted, payment processing takes an additional 5-7 days, which means your payment may not reach your account within 21 days after the artwork delivery.

5.2. Payment Methods

Jose Art Gallery makes payments to the seller's bank account. To complete the payment, you must accurately enter your bank account details by filling out the corresponding form.

Once the form is completed, a confirmation email will be sent to your email address with the details you provided for the transfer. Make sure all details are entered correctly to avoid delays or errors in the payment process.

5.3. Tax Withholding

Jose Art Gallery may withhold VAT and other applicable taxes from your payments if required by law. For more information about taxes, you can refer to the Seller Policy.