How to Ship Large Items | 2024 Guide With Video

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If you’ve ever had to ship a large or heavy item yourself you already know that the process is a lot easier said than done. Maybe you found that special piece of equipment that you need online but then noticed that it’s over 1000 miles away.  Or, maybe you are in the equipment leasing business and your boss just put you in charge of recovering used equipment. Or maybe you are in charge of a public auction or liquidation house and must organize of inbound and outbound logistics.  No matter your reason for needing to move large items one thing is clear: getting answers to all your questions is crucial to your success.

• How do I ship large items across the country?
• How should I package the items? Where do I buy the packaging?
• What happens if the items aren’t packaged well?
• How do you choose the right shipping service for heavy items?
• How long will this all take?

Let’s cut through the confusion and weigh the pros and cons of each option.

Your 3 Best Ways to Ship Large Items

When you need to ship your motorcycle from Point A to Point B, you have three main options. You can go the DIY route. You can hire a general freight shipper. Or you can choose a company that specializes in shipping large items. Each comes with its risks and rewards.

1 | Using a Freight Company

We all know the huge trucks that roll ambitiously down every street and freeway around us. Most of them are packed with everyday freight. Pallets stacked high with heavy boxes and big wooden crates carrying everything from paper cups to Seven Up. These are the backbone of the shipping network here in the US and they can certainly move some pretty large items. You can enlist the help of a local and/or national freight carrier like this with a simple Google search for freight companies. We’ll show you exactly how to do it and get the best deals on freight below.

When you choose to use a standard freight company your item must be “packaged to withstand the normal hazards of transportation” as per many companies. If not, they will most likely not be responsible for any type of damage. The simple translation here means that your item should be protected on all sides because it will be shipped next to other pieces of freight that could likely shift during transit. The proper way to protect large and high-value items is to place them inside a fully-enclosed, wooden or steel crate. Most likely you have seen this type of packaging before, and it’s the time-tested and true process for making sure your item arrives safely at its destination.

The Pros

A | Quick Shipping

Are speed and reliability your main focus? Then this option might be best for you. If you choose a reputable carrier with a large network they can leverage their size and generally get your shipment delivered pretty quickly.  Freight companies maximize their loads to minimize the time in transit, which is generally is usually about 2-9 business days in US.

The Cons

A | Actual Costs

When calculating the cost to use a freight company to ship your items you will need to consider both the cost from the carrier and the cost of the packaging. One is the cost from the carrier themselves to move the freight. The other is the cost to properly package your freight which usually requires a crate. This is most likely not the best way to ship heavy items cheap. The cost to move the freight is fair, but the overall cost to ship your item using this freight option is usually higher than other options because of the two cost layers.

B | Hidden Costs

Additionally, you need to make sure that you provide them with an accurate weight and dimensions when you request the quote. If your numbers are off, you will get a larger bill than expected. These hidden costs can be substantial. Insurance can also be costly and may be subject to a deductible. In some cases, insurance may not even be available from some carriers.

C | Preparation Time

The time required for preparation is consumed mostly by the process of having the item properly crated. Every crating service will be different, but most will take a minimum of 3 days and most will average 4-7 days to build the crate. If you can plan for your shipment, this delay may be irrelevant to your needs.

You can certainly package the freight yourself and save some time, read more below.

How to move your item using a freight company

A | Find a packaging company or crate it  yourself

It all starts with the right crate
You’ll need to have your item properly crated and the item must be properly secured inside the crate before a general shipper will take it onboard. This is generally a requirement when using their insurance coverage as well. Make sure that there is ample room between your item and the crate itself so that damage doesn’t occur while in transit. Also, focus on the method that is used to secure your item inside the crate so that it doesn’t shift while in transit.

• Build the crate yourself: Here’s a video that walks you through the process and the materials you’ll need. Make sure that you build your crate in a well-ventilated area, and wear your safety goggles at all times.
• Hire a company to build the crate: Your crate must be built to withstand the normal hazards of shipping. You can have a local crating service build you a custom crate that accurately fits the dimensions of your bike. Making the crate fit your item properly will help keep your freight costs to a minimum.
• Purchase a pre-built crate: If you’d rather not go DIY or anticipate that you’ll need to ship your motorcycle more than once, it could be economical to purchase a crate.

B | Find  a Freight Carrier

Once your item is crated, you’ll need to hire a freight shipping company, also known as a common carrier or a trucking company that will pick up the crate and ship it along with the other cargo. General freight shippers are easy to find with a quick internet search but signing up to use their service can be time-consuming.  We suggest you use a marketplace like Freight Quote to make the booking process a bit easier. In addition, they will also give you access to multiple companies so that you can compare rates with different carriers.

If you choose to hire an individual carrier on your own and not use a service like Freight Quote you should make sure that they are licensed and insured before you hire them. Making sure they have a customer service team to answer your questions, track your shipment or file a claim is very important. We suggest that you pick up the phone and call them. By asking specific questions about the service, you’ll be able to get a clearer picture of the freight company’s abilities, protocols, and any additional fees that may exist. An actual conversation with the company is often a better barometer for quality than online reviews alone.

2| Using an Independent Hauler

An independent service, which you often locate through a website that connects you with hard-working people willing to haul just about anything.  Quite often they are mom-and-pop operations that have only one or two trucks, though they could be larger.

The Pros

A | Lower Cost, usually

The gig economy is thriving these days, and it’s a true blessing to all of those who make a living working on their own as these “road warriors” work extra hard to make a fair living. There are many good websites today that can help you get connected to an Independent Hauler who will offer affordable motorcycle transport, but the final cost depends on their availability. Although they are usually on the more affordable side, prices can vary greatly and often may eclipse the cost of a more professional service.

The Cons

A | May not be familiar with your item

A good portion of the independent service providers choose to provide transport services based on their ability to match the pickup and drop-off location request. Many times these providers are not familiar with any specific item but figure out how to handle it as they go. They may or may not have the right equipment for the job.

B | Insurance

Insurance policies that specifically cover your time are hard to find with independent haulers. This means they may have the basic insurance they need to operate, but any damage claims might be hard to get covered. There are usually other ways to purchase this additional insurance, but it does add to the overall cost.

C | Tracking

Online tracking, which most of us are familiar with, usually doesn’t exist when using an independent hauler. The good ones may provide you with their phone number.

How to move your item using an independent hauler

A | Find one

This is tough to do on your own, we recommend using a good website that will help connect you to an independent hauler

B| Make sure they are the right fit

Start with asking the right questions.

Have you ever moved an item like this before?
How will you secure my item?

What type of vehicle will you use, open-air or fully enclosed?

You must check the licensing of anyone who is offering to ship your motorcycle. This rule stands for Independent Haulers. All interstate carriers should be able to produce documentation proving that they comply. You can verify that their license is current here on the FMCSA website.

We always recommend buying insurance or valuation coverage to cover yourself. If your item never shows up or shows up in a less-than-pristine condition, you want to make sure you are covered. In addition, ask about the deductible. Some do have the option to avoid the deductible for a cost, and some don’t even have a deductible. It’s best to know the cost upfront so that it can be factored into your final decision. Lastly, get the details on how you might file a claim in the event of an accident.

3) Use a Professional Moving Company

Professional moving companies usually offer the most specialized experience and equipment to handle your items. These are usually the larger networks of trucks that you see on the highway. Some recognizable names are Bekins, Mayflower, and United.  Here’s a quick rundown of the pros and cons of going with professionals.

The Pros

A | It’s Easy

You won’t need to package your item. With a professional motorcycle transport company, there’s no need to get a crate, get insurance or otherwise get your hands dirty. These specialized shipping companies typically provide an end-to-end service, picking up and dropping off your motorcycle from the location you choose with minimal time required from you.

B | Cost

Because you won’t have to pay to have your item packaged (ie the crate) the shipping costs for hiring a professional moving company can be lower than the freight option.

C | Specialists that know how to handle large items

• Equipment: A professional moving company that specializes in shipping big items will have equipment that’s custom-designed to meet the unique needs of your shipment. From specialty trucks with large liftgates to the hardware used to secure your item, professional movers will have invested in all the gear needed to get your cargo from Point A to Point B.
• Experience: When you choose a professional moving company the operations team has likely handled large and heavy items like yours in the past. In addition, the customer service team will be there to answer your questions and help you navigate through the process. Experience doesn’t just ease your mind; it also translates to a timely, damage-free process for large-item shipping.

The Cons

A | Shipping times might be longer

Because professional motorcycle transport companies have specialized equipment and expertise, the time involved to get the truck to your location can sometimes be a little longer than the other options. Overall, there are far fewer professional moving companies out there than freight companies, so quality may come at the expense of time.

How to Do it

If you’ve ever searched for a professional moving company, you already know that a Google search will provide some options. Contact each one and provide them with the details of your shipment to find out if they can handle it. If they can move your item they will most likely take your information and get back to you later on with a quote.

Use these quick tips to ensure you choose the best professional mover:

• Confirm that the company is licensed and in compliance; you can search for this yourself using their US DOT number and the FMCSA website
• Confirm accessibility of both pickup and drop-off locations before you finalize your quote to avoid extra fees
• Ask about the company’s equipment for shipping big items; if they don’t have a clear answer, they’re not a specialist
• Make sure that the service’s basic valuation coverage is sufficient to cover the value of your item. Pay to upgrade the coverage if it falls short
• Confirm that the service provides online booking and tracking information to take the stress out of your move.

If the company meets the requirements above then move forward with your shipment.

Note: You should be able to get a quote for free. If a moving company requires payment in return for a quote (or won’t be transparent about added costs), consider it a major red flag and move on.

The Bottom Line on How to Transport Large Items

Your options are:

1| Freight Company
2| Independent Hauler
3| Professional Moving Company

These services offer varying degrees of experience, costs, insurance coverage, and transport equipment, so it’s important to look at the full picture before deciding which motorcycle transport option is best for you.

If you have decided to use a professional moving company then we can help.

Do you have questions about how to transport your item? Moveitem is here for you. We love helping companies find the best solution for their logistics needs. When you’re ready to take the next step, our flat-rate quotes offer the transparency you deserve.