Ship a fragile specimen

1. Photograph the specimen before packing, with the accession number, and write a one-line condition note on the record. This is the before picture for any claim.

2. Wrap the specimen in unbuffered acid-free tissue, then bubble wrap with the bubbles out; tape the wrap to itself, never to the specimen. Fragile projections get a foam bridge — a strip of Ethafoam taped across the wrap above the projection so nothing presses on it.

3. Inner box: a snug box with the wrapped specimen bedded in cut foam or tightly crumpled paper so it cannot move in any direction. Shake it gently; if you feel movement, add packing. Plates go on edge between two boards larger than the plate with foam between.

4. Outer box: at least 5 cm larger than the inner box on every side, with the inner box floating in packing peanuts, crumpled paper or foam. Put the invoice, the certificate and the label copy in a sealed sleeve in the outer box, and a copy inside the inner box.

5. Tape every seam. Write the address on the box as well as the label. Mark fragile; do not rely on it.

6. Insure for full value. Standard carrier cover is limited and often excludes fossils and minerals; use the carrier's declared-value option or third-party shipping insurance and keep the receipt. Require a signature on delivery for anything over a few hundred dollars.

7. For international shipments: a truthful customs description (“fossil ammonite, Madagascar, Cretaceous, 1 pc”), the correct HS code (9705 collections of palaeontological interest, or the mineral heading), the value, and any export permit or CITES document attached outside the box in the carrier pouch. Do not write “gift” or under-declare; both void insurance and can void the shipment.

8. Record the tracking number and the carrier on the sale or trade record and send it to the recipient. When they confirm safe arrival, note it; if they report damage, ask for photos of the box and the packing before anything is discarded.