How to Ship Large Items Safely and Affordably: The Complete Guide

Last Updated on September 30, 2025 by Packoi Team

Shipping large items can feel overwhelming. Between high costs, bulky packaging, and the risk of damage, it’s easy to make costly mistakes. The good news is, with the right strategies, you can move oversized packages both safely and affordably.

In this article, we break down the mechanics of shipping large items, identify their key cost factors, and share tips that will save you money.

Defining Large Shipments and Oversized Packages

Let’s start with the basics. What counts as a large package?

Package size and weight restrictions are defined by the shipping carriers. Generally speaking, most carriers define any package that weighs over 25 kg or 55 lbs as a large package. Packages exceeding the weight limits require a special heavyweight label.

A heavyweight label informs the shipping team that the item is too heavy for a single person to move. This crucial step keeps employees and your packages safe. Moving a large package often requires a team of two or more workers and, in some cases, a mechanical forklift.

So, when you ship large items, it takes more people and resources to handle them. Hence, there is a drastic increase in shipping costs.

All shipping companies have a secondary weight limit that goes one step further. If your large package exceeds 70 kg or 150lbs, then you will need to shift to freight shipping, which costs even more.

In some cases, it may be more economical to ship multiple smaller packages than one large package. Additionally, large packages exceeding the 70kg limit will need prior approval from the shipping company.

Here is the comparison of the weight restrictions for big shipments among popular carriers:

The United States Postal Service has a USPS Ground Advantage service, which can reliably ship large items (<70 kg) in 2-5 business days. For U.S.-based businesses, if you want to ship large packages domestically, the USPS Ground Advantage service is the most cost-effective option.

What is Dimensional Weight? And Why Does it Matter?

Dimensional weight is a technique used by companies to calculate the shipping costs based on size limits and not the actual weight. It’s a creative term used to describe the volume of packages and charge customers accordingly.

Here is a quick step-by-step guide to measuring the dimensions of a package.

Once you have your box volume, divide it by 139 to get your DIM weight (as per FedEx). In this case, our DIM weight will be 1,728/139 = 12.43 lbs. Now, FedEx will determine which number is higher, the DIM weight or the actual weight, and use that number for billing.

So there is a good chance that lightweight packages can have higher shipping costs than actual heavy packages. All because of dimensional weight.

There is a good reason for using DIM weight. When you ship large items, it either ends up on a cargo ship or a plane. As planes have a maximum weight allowance, more weight means less parcel shipping per flight. But if the weight is low but the volume is high, it results in the same thing. Fewer parcels per flight.

Major carriers pay for the logistics of a one-flight. So, it only makes sense to send multiple packages in one go. That one flight cost is now divided among several packages. But if you ship one large package that takes up all the space in the plane, you will pay for the entire flight cost.

Length & Girth: Size Limitations by Shipping Services

Many shipping services use another metric called girth to measure the dimensional weight. It’s used to limit the volume of oversized packages. For FedEx, the maximum length of a large package should not exceed 119″ (302cm), and the combined length and girth should be within 165″ (419cm).

Girth = (2 x Width) + (2 x Height)

Length & Girth = Length + (2 x Width) + (2 x Height)

All shipping carriers use the same formula to calculate the combined length and girth of a large package. But the actual size limit will vary from company to company. Here is the comparison of the length and size restrictions for big shipments among popular carriers.

Girth restrictions are another way to ship as many large items as possible in a single trip. Some companies, like UPS, have a surcharge policy. So if your large package exceeds 130 inches, you will pay extra.

Others, like the USPS Priority Mail, simply refuse to ship large items that exceed the 130-inch limit. In rare cases, the priority mail will offer a $200 surcharge. However, this surcharge is subject to change.

Categorizing Packages by Size & Weight

To make things easier for everyone, let’s go over some essential packaging terminology. All big packages can be divided into three categories.

• Large Items – Packages with more dimensional weight. (Furniture & Appliances)
• Heavy Items – Packages with a higher actual weight than dimensional weight. (Machinery)
• Oversized Items – Packages that exceed the length & girth restrictions. May result in additional fees.

The aforementioned terms easily and quickly convey the shape and size of your packages without requiring measurements.

Step-By-Step Guide to Shipping Large Items

Let’s talk about the proper way to ship large items. Here are eight easy steps to help your business optimize its packages.

Step 1 – Measure & Weigh Your Product

Measure the size and weight of your product. Courier services need to know the exact dimensions in inches to calculate the space for aerial or freight shipping. The weight determines the shipping method. Anything above 70kg will need freight shipping.

Remember, if your item is bigger than most, you will have to use dimensional weights to calculate shipping costs.

Step 2 – Choose Between Custom or Pre-Defined Box Sizes

Carries use predefined box sizes to ensure easy, quick service and fast delivery speed. You will often see shipping services offer a large box with a set size of 18x16x16 inches. These boxes have a maximum weight carrying capacity of 25kg.

This box has a fixed price. So, regardless of your products or items, you will always pay the same amount if you ship in these large boxes. If you have several small items or flexible products that can be folded, then a flat rate is a great way to save money.

Step 3 – Package Your Product in a Sturdy Box

Packaging large items is fairly easy. Identify the right-sized box, place your items inside, and close the box. Sometimes you need multi-layer packaging to ensure safe transport. Shipping heavy items, in particular, can be dangerous. The constant motion during transport can rip through the packaging material.

We recommend using a double-layer cardboard box for the items, then another strong box as the outer shell. For extra-heavy items like machinery, use wooden crates.

Step 4 – Add Padding or Filler Material if Needed

You don’t always need a filler material when shipping heavy items, but they are a welcome option.

First things first. Does your item have fragile or protruding elements? For example, kitchen stand mixers have thin metal bowls that can be dented and control dials that can be damaged during shipping. If the answer is yes, then you need to use packing peanuts or foam inserts to ensure product safety.

Next question. Are you shipping any hazardous materials? Hazardous doesn’t mean illegal or dangerous. The term can be applied to any item that is acidic, flammable, poisonous, or refrigerated. 

Use the UPS guidelines to identify hazardous materials in your products and add appropriate filler materials to prevent accidents.

Step 5 – Use Heavy-Duty Packing Tape

Heavy-duty tape is the go-to sealant for cardboard boxes. Tape is waterproof, tear-resistant, and tamper-evident. Tape is also easy to remove, resulting in hassle-free unboxing for the customer.

We recommend using see-through or transparent tape. Otherwise, you can accidentally cover up the shipping labels and cover important information.

Whenever you ship big packages, there is a good chance that the outer box will get damaged. Heavy-duty tape adds additional structure and keeps the box from falling apart.

Step 6 – Measure & Weigh Again

Most people don’t realize it, but boxes plus the added tape and filler packaging material have significant weight. Always account for the added weight. A large cardboard box can add up to 500 g or 1.1 lbs to the final weight.

Most courier services account for this discrepancy and recommend aiming for a slightly lower package weight. So, if you have a large item with a weight of 10 kg, just account for an additional 0.5 kg after packaging.

Step 7 – Use the Proper Shipping Labels

Once you have everything properly packed, weighed, and measured, it’s time to add the relevant labeling on the side. Labels are very important, especially if you want to send packages overseas.

Here is a quick list of the most important shipping labels.

• Fragile Label: For items like glassware and electronics.
• Heavyweight Label: For large or heavy items weighing more than 25 kg.
• This Side Up Label: Ensures boxes with liquids or electronics are kept upright during transit.
• Hazardous Material Label – For items that contain chemical, flammable, or otherwise dangerous elements.
• Perishable Label: For food, flowers, or medicines that need faster shipping and careful handling.
• International Shipping Label: Includes customs information, barcodes, and tracking details.

Step 8 – Local vs International Shipping Rates

With everything set and ready to go, it’s time to go over your shipping options. For domestic shipping, you are limited to trucks, railways, or airplanes.

Railway transport is the cheapest way to move goods around the country. Here, weight doesn’t play a big role in estimating carrier rates. You can ship heavy or oversized items from one end of the country for a reasonable cost. Trucks are used for small to medium-sized items and result in short transit times.

International shipping is more complicated. Sea-based transport is the go-to shipping option. You get cheap shipping, but at the cost of time. Even with modern logistics advancements, it can take several days or even months to ship packages. 

Alternatively, shipping internationally by air takes less time but costs significantly more.

3 Factors that Affect Shipping Costs

After understanding how to pack the large items before shipping, it’s time to get to know the factors that affect the shipping cost. Here are 3 main factors:

1. Direct Cost Factors

There are three direct cost factors for shipping a large package.

1. Whenever you ship large items, the first cost factor is going to be the weight.
2. The second contributing cost factor will be size or dimensional weight.
3. Next, there are the fuel and handling costs that depend on how far you want to ship large items.

You can easily find these upfront costs by going to the shipping company’s website or calling them ahead of time.

2. Security and Safety Costs

Security is one of the biggest cost factors for any product. Skimping on bubble wrap, corner protection, or insurance could lead to damaged goods and higher replacement costs.

Find a healthy balance between product value and protection cost. Items like clothing don’t need additional protection. However, electronics, appliances, and fragile items are well worth the additional fees.

3. Regular or Expedited Shipping

Finally, we have regular or expedited shipping options. For most individuals, the standard shipping method is the most affordable. Even if it takes much longer, however, for businesses that need urgent shipping, it can get quite expensive, especially if you want to ship large items.

Some carriers charge extra for guaranteed 24-48-hour delivery. UPS offers an affordable “Next Day Air Saver” that guarantees 24-hour domestic delivery. Other companies like DHL offer “DHL SameDay” local and international shipping, but at a price premium.

5 Practical Tips for Shipping Large Boxes

Here are some simple yet effective tips to help you save money and ship faster.

1. Calculate Shipping Costs from Website

Almost every shipping company offers an online cost calculator. Choose your pickup and delivery locations and then input details about the package. You will need to accurately share the length, width, height, and weight of the package.

Here are links to UPS, DHL, FedEx, and USPS shipping calculators.

2. Check Pre-Defined Shipping Boxes

All carriers have a flat rate for their standard shipping box sizes. It’s a more cost-effective solution. You can cram as much stuff as you can into these boxes without going overweight. This shipping method gives you the ease of mind that there will be no extra or unexpected charges.

These boxes are also great for consolidated shipping of multiple small items.

3. Account for the Box Weight

Thicker boxes offer better protection, but also weigh a lot. A double-layer cardboard can add a few hundred grams to the final package weight. And crates can add several kilograms based on the item size.

Alternatively, you can use foam inserts and bubble wrap to reduce weight. However, those materials are full of air and lead to increased package volume. Meaning higher dimensional (DIM) weight.

4. Volume is More Important than Weight Limits

Volume is more important as it is used to estimate the DIM weight. Furniture is one of the most costly items to ship. Using the example of a chair, all the space between the legs and the top half counts towards the DIM weight. Hence, most retailers ship disassembled furniture.

However, complex electronics and machinery are difficult to assemble and disassemble. We recommend leaving them as is and charging the customer for the higher shipping costs.

5. Smart Strategies to Save Money

A few smart choices during the packaging phase can help reduce costs without cutting corners. Here are five strategies that will result in significant savings for you or your business.

1. Use as small a box as possible. A tight box will ensure items don’t jostle during transit.
2. Consolidate your shipments. Try to combine several shipments into one large package.
3. Always compare prices between different carriers.
4. Compactly package your products by folding or disassembling. It reduces the risk of damage and saves on shipping costs.

After you ship a few large packages, you’ll be able to better optimize these packaging strategies.

FAQs

Conclusion

Shipping large boxes can be a hassle. But only if you are unaware of industry shipping practices. First, you must educate yourself and your employees on properly measuring and weighing your products. Always look out for the best deals. Compare carrier rates for your shipments and balance them with your desired shipping times. Use the various tips, tricks, and insights from this article to plan your next shipment.

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