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Does shipping food bring to mind soggy boxes, smashed cupcakes and spoiled steaks? It's time to freshen up your thinking.
No matter if you're a fishmonger shipping live lobsters straight from the trap, a cake designer icing your latest custom creation - or a cookie dough entrepreneur delivering a range of delicious flavors - your business depends on the goods arriving as fresh as the day they were caught or created.
When shipping perishable food, you're up against a few challenges, such as extreme temperatures, humidity, staleness or even spoilage.
The keys to keeping food shipments fresh are insulation and refrigeration; keeping heat and moisture out and cool temperatures in. These steps can help make shipping your foods easy:*
It doesn't matter how flawless those fondant flowers are if the cake itself is less than fresh. Seal in that just-baked freshness with plastic wrap. Use shrink wrap for sturdy goodies like Bundt cakes and pies, and wrap plastic around more delicate cakes by hand. Freezing cupcakes and intricate iced cakes can also help them to hold up in transit.
Place cupcakes in a holder with individual spaces and press a candy stick into each cupcake to prevent a potential impact from the lid. Wrap cookies individually in shrink bags or heat-sealed plastic for professional-looking presentation. Pack them snugly in a tin or other sturdy container.
Wrap cupcake holders, tins and other containers in plastic to make them airtight, or seal all edges with sturdy tape. This will help keep the freshness in and unwanted heat and moisture out.
Pro Tip - If you’re shipping macarons, the meringue-based cookie with a soft sandwich filling, or similarly delicate treats, cut small squares of bubble wrap and add a layer of cushioning between each of the macarons when packing them inside your container. This extra step will not only preserve freshness but help prevent the fragile confections from smushing against one other in transit.
Sturdy insulated foam containers are ideal for ice cream, frozen cakes, seafood and other items you want to keep cool or frozen. These containers are available in different thicknesses; the thicker the wall, the less coolant you'll need.
For sturdy items that require less cooling, you may line a shipping box with insulated foam planks or thermal bubble wrap. Thermal bubble mailers are another option for food in containers, such as cupcakes; you'll place the coolant inside the mailer, and pack it all in a sturdy shipping box with ample padding.
For food you want to remain unfrozen, surround it with gel packs within an insulated container.
Soggy, leaky boxes do not make sturdy shipping containers - or a good customer experience. Avoid a leaky box by lining the inside of your container with a thick plastic liner. Place an absorbent pad or mat on top of the liner.
In addition to the liner, enclose your items in a watertight plastic bag. If you're shipping seafood, it's a good idea to double bag it for extra protection. If you're shipping live seafood like lobsters, oysters or crabs, leave the bags open so air can get in.
If you're planning on shipping fruits or vegetables, review how to safely handle mail order foods for rules and guidelines about shipping fruits and vegetables.
Gel packs and dry ice are the best options for keeping your food cool in transit. In general, use dry ice for ice cream and other foods you want to keep frozen, and gel packs to keep food between 32 and 60 degrees F. Regular ice is not the best option as it is heavy and can potentially dampen the inside of the container as it melts. If you must ship with frozen water, make sure to use water-resistant packaging and seal it well. It's also a good idea to precool your insulated container before you pack it up to get the most mileage out of your refrigerant.
An obvious advantage of dry ice is that it is, in fact, dry, while gel packs dampen as they thaw. Dry ice is the colder option, but it may not last as long as gel packs. In addition, dry ice is considered a hazardous material; there are restrictions on shipping via air if you're using more than 5.5 pounds of dry ice.
Always wear gloves when handling dry ice to avoid burns. Never wrap your dry ice, as the carbon dioxide that's released can explode if it isn't able to expand. Also, don't use dry ice if you're shipping live seafood.
No matter what you're shipping, never let dry ice come into direct contact with your food.
Avoid broken cookies, bruised fruit and banged up filets by filling extra space in your package with padding. Use materials like bubble wrap and packing peanuts to provide at least 2 to 3 inches of protection around your food. If there is extra space remaining in your foam cooler, add some bubble wrap to stabilize your goods.
Wrap tins and other food containers with ample bubble wrap and stabilize them in the center of your shipping box at least 2 inches from the outer walls. Soft foam inserts with customizable openings are an excellent option for items like fruit and jarred food.
Always pack your perishable foods in a new, sturdy corrugated box. That goes for your foam cooler as well: Always enclose it in a sturdy box. Seal all seams of the box completely on top and bottom with pressure-sensitive packing tape.
Padding and packing is particularly important when it comes to shipping fruit. Whether you’re shipping from orchard to market or sending direct to consumer, you want the goods to arrive in the freshest condition.
Follow these quick tips for best results:
Want more information on how to ship fruit to preserve maximum freshness? Get expert advice from the packaging specialists at UPS.
Shipping perishables, including fruit, is available on a contractual basis with UPS for shippers with regular volumes who comply with the applicable requirements, including any interstate rules and regulations.
For best results, plan for a maximum transit time of 30 hours. UPS Next Day Air® service is recommended, though UPS 2nd Day Air® shipping may be suitable for foods that require minimal temperature control. Ship early enough in the week so that your package will not sit over a weekend.
Depending on what foods you are shipping and the size of the container, flat rate shipping using UPS 2nd Day Air® may be an option. Find out more about how UPS Simple Rate might work for you.
Keep an eye on your goods and track your shipment with UPS® Tracking. You can track a single shipment or up to 25 shipments at a time.
Let your recipient know to expect the shipment. Sign up for UPS My Choice® for Business and enjoy comprehensive visibility into your outbound shipments.
For direct to consumer sales, UPS My Choice® for home gives your customer greater visibility and control over their inbound packages.
1. These are general suggestions and may not be appropriate for all shipments.
2. The shipper should always ensure that whatever is added to the packaging to maintain temperature will not be hazardous to the shipment, and that it will not contaminate any edible products.
3. Shippers also must research product requirements to ensure the packaging and/or coolant products used meet the needs of the product and ensure its safe transportation.
*Informational use only. Information not intended as food safety guidance and should not be relied upon to ensure safe transport of food or perishables. Shippers are responsible to determine how to safely transport their shipments and to pack and ship their goods in a manner sufficient to ensure safe transport.
Getting the address right on a package or envelope shouldn’t be difficult. But too often a simple error or a missing detail can mean your shipment will arrive late or not at all.
Here’s an overview of how to correctly write an address for domestic and international packages as well as military mail.
For sending mail and packages within the United States, use the following format:
47 ANYVILLE RD NW #2
ANYTOWN AZ 01234
List the state according to its two-letter postal abbreviation. The five-digit version of the zip code will normally suffice, though provide the full nine digits if requested.
If shipping or mailing from overseas, add a final line for UNITED STATES (or simply USA).
When sending to organizations, include the company name as well as the recipient’s work title and (if known) the name of their department.
This additional information is helpful for navigating larger organizations and gives your package a better chance of arriving faster to the intended individual. Phone beforehand to confirm any details you need.
International address formats are similar in structure to domestic addresses. Just be aware of minor variations in format among countries. Taking a little extra time to clarify the correct format can make all the difference when shipping overseas.
For example, in the United Kingdom it’s common (though not essential) to include the county or metropolitan area before the postal code:
47 ANYVILLE RD
In France, the postal code precedes the town or city name:
47 ANYTOWN RUE
And in India, it’s common (though not necessary) to include the state before the postal code:
47 ANYTOWN ROAD
TAMIL NADU 600 002
The Universal Postal Union, which governs postal standards worldwide, provides a handy online directory of address formats for countries around the world.
Military mail is handled by its own dedicated postal channel. For this reason, there’s no need to list city or country names in a military address. In fact, you should actively avoid including city or country names because you don’t want military mail to enter domestic or foreign postal networks.
The military address format is straightforward. Use the service member’s full name and title, followed by the unit and APO/FPO number.
Here’s an example:
SSGT KEVIN WRIGHT
UNIT 2050 BOX 4190
APO AP 96278-2050
APO stands for Army Post Office (Army and Air Force installations), and FPO stands for Fleet Post Office (Navy installations and ships). As shown above, the APO or FPO designation is followed by one of
and an extended zip code. When sending military mail, provide a return address on the front of the package.
It may seem like an extra step but adding a return address is always a smart idea in the event of non-delivery.
The return address should follow the same format as other domestic addresses in the United States
47 ANYVILLE RD NW #2
ANYTOWN AZ 01234
or your local country if you’re sending from overseas. Write the return address in the upper left corner of the package or envelope. While optional, you may wish to include a phone number.
Finally, addressing packages to a domestic PO Box is simple. Replace the street address with the PO Box number as follows:
PO BOX 101010
ANYTOWN AZ 01234
Here are five takeaways for getting a mailing address format right, the first time:
Also, remember that UPS labeling technology automatically formats address information correctly. It remains the sender’s responsibility, however, to enter an accurate address.
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Just about everybody has heard of dry ice, a super cooling agent with many practical uses—from keeping food and medical samples frozen to creating fog for concerts and Halloween parties. But do you know what dry ice is made of? Or how to use dry ice properly when shipping products that need to stay at extremely cold temperatures?
Dry ice, or solid carbon dioxide, was discovered more than 180 years ago by French inventor Adrien-Jean-Pierre Thilorier. Dry ice possesses the special property of sublimation, meaning that it turns directly from a solid into a gas.
If it’s not handled correctly, dry ice can be hazardous. The extreme cold can actually burn skin, while the gas vapor can cause explosions if not allowed to properly vent. However, used correctly and in the right circumstances, dry ice can be a highly effective coolant for your shipment.
Since dry ice has an exceptionally cold temperature of minus 109.3 degrees Fahrenheit (minus 78.5 degrees Celsius), it’s best reserved for products that absolutely need to be kept very cold, such as frozen foods, sensitive medical supplies and some biologics.
Even then, it could be overkill for certain products that don’t need to stay deeply frozen. “You need to make sure dry ice doesn’t adversely affect the quality of the shipped product,” says Quint Marini, package engineering manager at UPS Package Design and Test Lab. Even when dry ice is an appropriate refrigerant, “it might make sense to combine it with other coolants such as frozen gel packs,” Marini recommends, particularly for transit times of more than one to two days.
Ester Van den Bossche, UPS Temperature True® healthcare packaging manager in Europe, also recommends understanding your options. Certain healthcare products display a particular sensitivity to deep cold temperatures, she explains, in which case dry ice shipping may not be the best choice. “It really depends on the product. UPS can discuss these issues with you to help you determine if dry ice is the right choice for your shipment,” she states.
Once you have decided to ship with dry ice, it’s important to understand the precautions and regulations around it.
Procuring dry ice
You can obtain dry ice from local dry ice suppliers, including some grocery and big box stores. It comes in different shapes and sizes, from pellets and big blocks to slices and little bullets, depending on your need. Dry ice is generally inexpensive, and the larger the quantity you buy, the lower the price per pound.
Handling dry ice
Be very careful when handling dry ice. Its extreme cold temperature can cause physical harm. Handlers must wear goggles to protect eyes, special gloves to safeguard hands, and bibs to ensure dry ice does not spill under clothes. Anyone in the supply chain who may come into contact with dry ice must receive the appropriate level of training.
Storing dry ice
Use special containers for storing dry ice. Do not use containers that are airtight, as the process of sublimation can create severe internal pressure and cause the container to rupture or explode. Do not place dry ice in glass containers, as the glass can crack.
Calculating how much dry ice to use
How much dry ice should you include in your shipment? As a rule of thumb, expect five to ten pounds of dry ice to sublimate every 24 hours. However, the exact sublimation rate will depend on the density of the expanded polystyrene (EPS) insulating foam container you use. The lower the density, the faster the sublimation. Factor this into your shipping calculation.
If you use UPS Temperature True healthcare packaging, you’ll get a higher density EPS foam that comes from preferred suppliers who corroborate the performance level with temperature validation studies. “We can help shippers choose the right solution and calculate the amount of dry ice needed based on the packaging and the time in transit,” explains Van den Bossche. “We also like to add enough dry ice for an additional 24 hours of time to cover any delays.”
Packing with dry ice
Make sure your contents are at the optimal temperature when you’re ready to pack them. Use an EPS foam container for its insulating properties, and place it inside a sturdy, corrugated cardboard box.
Try to keep your contents separate from the dry ice. “The only use for the dry ice is to keep your shipment cold,” says Marini. “You don’t want anything touching the dry ice. You just want to let the dry ice do its job, which is to keep the packaging system cold.” If you are shipping food with dry ice, pack the food carefully to preserve freshness and avoid damage.
As with storage containers, DO NOT seal your dry ice box airtight—the vapor needs to be able to escape or your package could explode. Go lightly with that packing tape.
Labeling for dry ice
For non-medical, non-hazardous air shipments in the United States with 5.5 lbs. or less of dry ice, simply mark the carton with “Dry Ice” or “Carbon Dioxide, Solid,” along with a note of the contents and how many pounds or kilograms of dry ice are included. If you have more than 5.5 lbs. of dry ice, you’ll also need to include a Class 9 diamond hazard label.
If you’re shipping dry ice internationally, IATA regulations apply. You will need to have a signed International Special Commodities (ISC) contract with UPS and a Class 9 diamond hazard label with the amount of dry ice noted on the label.
Help with dry ice shipping
Shipping with dry ice can seem complex, but UPS is here to help with the information you need, plus custom solutions for dry ice shipping across your supply chain. For example, there are various UPS Temperature True options for healthcare shippers who need cold chain solutions. Customers can buy specialized packaging, as well as get advice on which solutions will work best for their product, shipping mode and time in transit.
It’s crucial to arrive at the right shipping method and duration for dry ice shipping, says Van den Bossche. “For risk mitigation, I will always factor in extra time for transit, especially if we are shipping healthcare products internationally, since the shipment could have a customs hold.”
Detailed preparation reduces the possibility that someone along the chain will need to open the box and add dry ice. Says Van den Bossche, “Once the product is in the box, we want to keep it closed up until final arrival.” However, UPS Proactive Response® service can assist if there is a case when a shipment requires dry ice replenishment while in transit.
Dry ice is a safe and effective way of shipping goods that need to stay frozen, if used properly and compliantly. Whatever your dry ice shipping need, UPS can help. Get your shipment on its way today.
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From the classroom to the workplace to home, we carry our laptops with us along every step of our day-to-day journeys. Of course, it’s crucial that we keep these fragile electronics protected from everyday bumps and spills. But what if you need to ship a laptop to another destination?
Maybe you’re heading to college and would like to ship your computer just in time for the new academic year, or perhaps you’re a merchant fulfilling an online order to another state. Whatever the circumstance, shipping a laptop requires different considerations than when you’re transporting it in your backpack.
Here’s everything you need to know about shipping a laptop - from packing the device securely to an on-time arrival at its intended destination.
Before we talk about how to pack the laptop in a box, let’s start with the importance of selecting the right laptop shipping box (or boxes) for your device.
If you’re shipping a new laptop, one option is to make use of the original box it arrived in from the manufacturer. This will normally supply a reasonable level of protection for your device.
However, keep in mind that most manufacturers’ boxes are intended for palletized shipping, and are not designed to be shipped as a standalone item. For this reason, you should also consider using an external box to provide an extra layer of protection for your laptop.
For effective double boxing, choose an outer box that is about six inches wider in all dimensions than the internal container. Use packing material, such as inflatable packaging or foam inserts, to fill the bottom of the outer box. Place the inner container on top of the packaging material, then fill the remaining space around the top and sides with additional cushioning.
Similarly, if you’re shipping an older, previously-used device and still have the original box, it might be possible to reuse that. If you want to go that route, make sure the box is in excellent condition with no punctures, tears, or corner damage. All flaps should be intact, too.
For total convenience, The UPS Store® locations can help with finding a laptop shipping box that is right for your needs.
Selecting the right laptop shipping box is a crucial aspect of shipping your device. However, there are a few steps you need to follow when shipping a used machine before it can go into its box.
Firstly, dust off and otherwise clean the laptop, ensuring it is free from moisture. Make sure the laptop is completely powered down. Don't try to remove the battery from the device.
Protect the power button with a small patch of cardboard or electrical tape, so that the machine does not accidentally get switched on in transit. You may wish to similarly protect the volume buttons. For additional protection, place a thin layer of bubble wrap or foam between the keyboard and screen to protect the keys and screen while the laptop is closed.
Wrap the shell of the machine with plastic or bubble wrap. To further protect against the risks posed by static electricity in transit, place the laptop in a snug-fitting plastic bag. Separately wrap any cables, plug adaptors, and other accessories in bubble wrap, and secure them with cable ties.
Place the device in a padded laptop box (or the original manufacturer’s box if you’re using that) and fill any remaining space with additional packaging material, such as foam inserts, to hold the machine securely in place. If the original foam inserts are broken, repair them with two-inch-wide pressure-sensitive tape (or similar), or obtain new inserts. It's best to avoid loose packaging, such as polystyrene peanuts, as loose material is less effective at preventing the laptop from sliding around on the move. Add any accessories into the box.
Gently shake the box to ensure it is securely packed and there is no internal sliding. Close the box and tightly seal with tape to avoid moisture getting in.
Now it’s time to double down. The double boxing method helps protect fragile electronics from the rigors of transportation. As mentioned, you should consider double boxing even if you’re shipping with the original manufacturer’s box, which may have been designed for palletized shipping rather than single-piece loads.
As described above, use packing material such as foam inserts and inflatable packaging to hold the inner box in place. Having ensured that the inner container is secure within the outer box, seal the outer box with suitable tape. Make sure to seal the seams of the box to preserve its integrity during transport.
If you're shipping a laptop by air, it is particularly important to protect the device against overheating. As already detailed, double check to ensure the laptop is not only completely powered down but is unable to accidentally get switched on during transit. The heat and static electricity associated with air travel are risk factors for the lithium ion batteries inside of laptops.
Make a note of the regulations that apply when shipping a laptop with lithium ion batteries inside the United States or, if you’re shipping across borders, for your destination country. Securely affix any required labels or notices to the outside of your box. For larger shipments of laptops, check with UPS on any additional requirements that may apply.
Laptops can be expensive items and, by their nature, may contain sensitive data. Take sensible steps to protect the integrity of your shipment as you would any other valuable object. Consider increasing the declared value of your shipment or taking out insurance through UPS Capital to guard against the risk of damage or loss.
Whether you’re shipping a laptop for back-to-school, or sending your machine to the repair shop, it’s important to handle your fragile electronic with care.
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Whether you're a merchant sending a flat-screen TV across multiple states or you're shipping a television to family members on the other side of the country, there are several things to bear in mind when shipping a TV.
The most important thing is to ensure the television arrives at its destination in proper working order and without damage. Here is some practical advice on how to ship a TV safely and securely.
There are some special considerations when shipping large and fragile electronics, and that includes televisions.
Keeping the television set upright during every step of the packing process is essential. Televisions are not designed to be laid on their sides, because doing so could put pressure on the LCD/LED display.
To ship a TV properly, you need the right kind of box. If it's a new television or you still have the retail box the TV arrived in, you're in luck. Otherwise, you should buy a box specially designed to accommodate televisions. The UPS Store® packing experts can help find the right TV packing box for you.
Clean the TV to make sure it is free of dust and stains, before removing it from its stand or wall mount. Seek professional help if you're unsure how to do this.
Place any nuts, bolts, and other equipment in a secure plastic bag that will travel inside the box. Make a note of the bag's contents, and place this inside the bag too.
Remove batteries from the remote control. Wipe the remote clean and place it in a separate bag, also intended to travel inside the box. Remember to include any installation instructions and operating manuals.
Next, wrap the stand with foam or bubble wrap, and secure the padding with ties or tape. Tidy any cables with ties before wrapping. Protect the screen of the television with a thin sheet of foam, taped around the edges with a removable adhesive.
As mentioned, use your original box if it is available and still in good condition. If not, find a heavy-duty cardboard box that tightly fits the television. If you don't have one at hand, purchase a box specially designed for shipping flat-screen TVs.
Line the bottom of the box with cushioning material, such as bubble wrap. Carefully slide your TV into the box, and secure with foam edge protectors. Make sure the TV unit is secure within the box and not able to move from side to side.
Place the instructions, accessories, and the stand or wall mount in the box, on the rear side of the screen. Don't place these mountings in front of the screen, where they could cause damage. Ensure both the stand and the screen are secure within the box and not free to move around during transit.
If needed, you can secure items to the sides of the box or the back of the television unit with tape. Use additional packing material, such as bubble wrap or foam inserts, to make sure the contents stay safe inside the box.
Tape the box tightly on all sides. Securely fix the shipping label and stick directional arrows on the outside of the box. It’s important that the box stays upright during transit.
Now that your TV shipping box is ready, it's time to get your package on its way. How quickly do you need your television to arrive at its destination?
Explore UPS Express® services for same-day and next-day delivery, or use UPS® Ground for cost-effective shipping and day-definite delivery of non-urgent packages within North America. Consider requiring a signature upon delivery for total peace of mind.
One further option to protect your delivery is to increase the declared value of the shipment by paying an additional charge. While declared value is not insurance coverage, it does extend protection to your shipment in the event it is damaged in transit and is deemed to have been properly packed.
Alternatively, let The UPS Store packaging experts do the packing for you, meaning you could benefit from The UPS Store's pack and ship guarantee.
Wherever you're shipping to and whatever the circumstances, the UPS Calculate Time & Cost Tool can help you estimate how much it will cost to ship a TV.
A television is a large and fragile item that needs to be shipped with the right level of care. With UPS, shipping a TV doesn’t have to be a headache. Trust our vast resources and deep expertise to help get your package safely on its way today.
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Everyone loves to have cookies delivered to their doorstep, but do you know how to pack and send cookies to help them arrive fresh and intact? Top cookie aficionados are privy to the secrets behind proper cookie shipping.
There are two golden rules of shipping cookies:
With the two golden rules in mind, follow these simple steps and you’ll be approaching cookie shipping perfection in no time:
Even if a few cookies break here and there, you can bet your bottom dollar they’ll still get eaten.
If you spent too much time baking and just want to send the cookies out, visit The UPS Store® location near you to get expert support with packing and shipping your baked goods. The UPS Store® offers a range of packing services and packaging materials perfect for your shipment,
As with any perishable, speed is of the essence when it comes to shipping cookies. Select an express shipping option to get your cookies delivered as fast and as fresh as possible. Consider UPS® Simple Rate – which offers standardized shipping rates for small packages across the United States.
When choosing your shipping service, bear in mind the time of year and where you’re shipping to. Nobody wants a box of cookies sitting in a loading bay a minute longer than necessary during the hot summer months. If possible, avoid sending over weekends or holidays. Doing so will keep your cookies’ transit time to the minimum.
If you’re still unsure about how to ship cookies, here’s a quick recap. Follow along, and you’ll be a cookie shipping maestro before your oven’s cooled.
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Maybe you’re shipping clothes to an e-commerce customer or you need to get your wedding dress to a resort venue ahead of the big day. Whatever the circumstances, you want your garments to arrive on time and in great condition.
From the different methods for folding each type of clothing to selecting the most appropriate kind of packaging, there's a lot to consider when determining the best way to ship clothes.
Let’s start with shipping that most precious of items: a wedding dress.
So much has gone into choosing the right dress for the special day. Now it's time to get the dress to the venue on time. Here are the key steps to follow when preparing and packing your dress:
Your dress is now ready for shipment. But before you go shipping your precious item to just anywhere, make sure you have appointed a consignee to receive it. Designate your wedding planner or a trusted person at the event space to receive the shipment.
Now all that's left to do is make your own way to the wedding destination in time for your special day.
Perhaps you are shipping a designer shirt to an online customer on the other side of the country, or you have a large shipment of shirts you are forwarding to your distribution center.
No matter what, folding shirts effectively prior to shipping is a key step to ensuring they arrive in excellent condition. Here's how to pack shirts for shipping:
Now it’s time to select your shipping service level and prepare your shirts for shipment. Tape the box securely, remembering to insert any shipping paperwork into the box first.
Whether you're sending a pair of jeans as a gift or you're delivering a consignment of pants to a retailer in another state, shipping jeans or pants is easy once you know how. Here are the steps to take to get your jeans or pants ready for shipping:
You're now ready to get your shipment of jeans or pants on its way.
Helpful resources when shipping clothes
What's the cheapest way to ship clothes? The cost of shipping will depend on several factors, from your shipping destination to how quickly you need your shipment to arrive. UPS Ground is generally the most cost-effective method for non-urgent deliveries in the United States, or explore UPS Worldwide Saver® service for international shipping options.
UPS's Calculate Time & Cost Tool will display all your options for getting your shipment of clothes to its destination safely and on-time, with pricing that automatically updates as you input your details. Next, schedule driver pick-up, use a UPS Drop Box, or head to a The UPS Store® location.
Whether you're sending a wedding dress across the country or a consignment of shirts overseas, shipping clothes is simple once you know how. Get your garments securely packed and ready to ship today.
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