The Packing Form

As part of donation processing, donors are asked to complete a Packing Form for each object being shipped.

The Packing Form gives the institution the information it needs to arrange shipping and helps ensure the object can be handled appropriately during pickup, transport, and delivery.

Why the Packing Form matters

The Packing Form helps the institution understand:

• whether the object is framed
• whether it is already packed or crated
• the object’s packed and/or framed dimensions 
• condition-related notes
• insurance value
• whether the shipper can pack the object on site
• any special packing instructions

This information is used by the institution when arranging shipping.

When you complete the Packing Form

The Packing Form is completed during the post-match donation process, after a donor and institution have been matched.

It is one of the key donor steps before shipping can be arranged.

What information the form asks for

1. Whether the object is framed

The form asks whether the object is framed.

If you select Yes, you will be asked to provide:

• the glazing type
• the framed dimensions

This helps the institution understand how the object is currently presented and whether framing affects shipping or handling.

2. Glazing type

If the object is framed, you will be asked to identify the glazing.

This refers to the transparent material covering the front of the framed object, if any.

For example, the object may be:

• unglazed
• glazed
• with glass or another material

Providing the correct glazing type helps the institution and shipper assess handling needs.

3. Framed dimensions

If the object is framed, you will be asked to provide the framed:

• height
• width
• depth (if applicable)

These dimensions should reflect the object as framed, not just the dimensions of the artwork itself.

4. Whether the object is packed or crated

The form also asks whether the object is already packed or crated.

If you select Yes, you will be asked to provide:

• the packing or crating type
• the packed dimensions

This helps the institution understand the object’s current shipping readiness.

5. Packing or crating type

If the object is packed or crated, describe the type of packing currently in use. This may include whether the object is in a box, crate, or another protective format.

The institution and shipping provider use this information to plan shipment appropriately.

6. Packed dimensions

If the object is packed or crated, you will be asked to provide the packed:

• height
• width
• depth

These dimensions should reflect the object in its packed state, not its unpacked or framed siz

7. Condition notes

The form includes an optional field for Condition Notes.

Use this area to describe anything the institution or shipper should know about the object’s condition

Examples might include:

• fragile areas
• existing damage 
• surface sensitivity
• handling concerns
• stability concerns

If there is anything that could affect packing, pickup, or transport, it is helpful to mention it here.

8. Condition report upload

You  also have the option to upload a Condition Report. If available, this can provide additional documentation about the object’s condition before shipment.

9. Insurance value

The form asks for an Insurance Value. This helps support shipping and insurance planning during the donation process.

Be sure to enter the value carefully and consistently with the donation record.

10. Whether the shipper can pack on site

The form asks whether the shipper can pack the object on site. Select:

• Yes if the object can be packed by the shipper at the pickup location
• No if the object must already be packed before pickup

This helps the institution and shipper understand what will be required at pickup.

11. Packing notes

The form includes an optional field for Packing Notes.

Use this area to provide any special instructions that may help with pickup or packing.

Examples may include:

access instructions handling instructions packing requirements site-specific notes anything the shipper should know before arrival

Tips for completing the Packing Form

The Packing Form is one of the first steps and cannot be edited later. To help shipping move smoothly:

• provide measurements as accurately as possible
• distinguish clearly between framed and packed dimensions
• include condition concerns when relevant
• upload a condition report if one is available
• provide useful packing notes
• if the object requires special handling
• answer carefully whether the shipper can pack on site

The more complete and accurate the form is, the easier it is for the institution to arrange shipment and the smoother the donation.

Common questions

Why do I need to complete the Packing Form?

The institution uses the Packing Form to arrange shipping and understand the object’s current condition, size, and packing status.

Do I need to fill out both framed and packed dimensions?

Only if both apply. For example, if the object is framed and also already packed or crated, you may need to provide both sets of information.

What if the object is not framed?

Select No for the framing question. You will not need to provide glazing or framed dimensions.

What if the object is not packed or crated yet?

Select No for the packing or crating question. You can still provide other required shipping-related information.

What should I put in condition notes?

Include anything that may affect handling, packing, shipment, or delivery.