- 17. Do you have a how-to video showing the packing process?
- 18. The RIGHT way to pack aquatics
- 19. Can you give me a quick list of guidelines for packing?
- 20. Which shipping kit should I order?
- 21. Choosing a fish bag vs a portion cup
- 22. Using ShipYourAquatics.com shipping supplies
- 23. Using your own shipping supplies
- 24. Provide accurate information
- 25. How should I label the outside of the box?
- 26. How can I download the Lacey Act/IATA label?
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- *****USING HEAT PACKS AND COLD PACKS*****
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- 27. Regulating the temperature of the package
- 28. Using a Heat Pack
- 29. Using a Cold Pack
17. Do you have a how-to video showing the packing process?
COMING SOON!
18. The RIGHT way to pack aquatics
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Gather your shipping supplies.
ShipYourAquatics.com shipping kits contain everything you need:
- Insulated box of the appropriate size
- Fish bags and portion cups
- Fish bag liners
- Rubber bands
- Heat pack
- Cold pack
- Self adhering label envelope
- ShipYourAquatics.com Shipping Tips and Quick Referral sheet Download it now
- Harmless LIVE ANIMAL label for the interior of your box (included in above link)
You provide the packing material (usually crumpled newspaper).
You may use your own supplies, but they must meet or exceed ShipYourAquatics.com Shipping Standards.
Start your heat pack two hours before shipping. More info
Freeze your cold pack overnight. More info
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Prepare the shipping box
Insert the insulating foam panels on the bottom and sides of your box if necessary.
Ventilate the box by punching four 1/4" holes with a Philips screwdriver (two holes on opposing sides). Punch them from the outside in, going through the box and the insulating foam. Do this before you put anything else (especially your bags of water) in the box.
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Create a nest with packing material
Crumpled newspaper works well. Line the bottom and sides of the box so the fish bag(s) will rest securely in the nest.
Not all shipments require a heat pack! In fact, most do not need them. Please refer to our Temperature Guidelines to determine whether or not your package needs one. If you do use a heat pack, please read the following carefully: Tape the heat pack to the underside of your lid, red line visible. Do not tape over the red line. Don’t use a heat pack that feels hard or stiff. The red line should face the interior of the box.
5 Critical Points for Heat Pack Use
A. Heat packs should never come into direct contact with the animal bag/container.
B. There should always be crumpled newspaper or other packaging material between the heat pack and animal bag/container.
C. Heat pack should never be placed under an animal bag/container, as it will result in high likelihood of DOA.
D. Heat pack should be taped securely to underside of the styrofoam lid.
E. We do not recommend heat pack use in any box smaller than the 12x9x6. If you need a heat pack with your shipment, you should use the 12x9x6 box or larger.
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Prepare the fish bag
Inspect the bag to make sure there are no cracks, holes or weak spots.
Double up the bag by placing one bag inside another before filling with water.Using a Sharpie pen, label the bag with species and sex.
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Inspect the animal
Absolutely NO VENOMOUS REPTILES are to be shipped through FedEx or ShipYourAquatics.com. Absolutely no mammals.
Only ship a healthy animal, with good weight.
Be 100% confident in the animal you’re shipping. Go over it in detail, so you know exactly what your customer will see when opening the package.
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Put the animal into the container
Make sure the air:water ratio is sufficient to supply oxygyn for the duration of the shipment and enough water volume to not be overwhelmed with waste.
Bag—Inspect the bag to be sure there are no holes or weak seams. MUST be DOUBLE BAGGED. Secure the top with a tight twist, fold, and snug rubber band.
Bag liner - If shipping a particularly spikey fish or coral, insert a bag liner into the bottom of the doubled fish bags. This provides a critical extra layer of protection against punctures. Bag liners may appear black in our photos, but they will be CLEAR in your kit or supply order.
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Put the container in the box
Nestle the bag into the nesting material. The container should not have room to jostle inside the box.
Put on the top insulating foam panel/lid, with the heat pack or cold pack (if needed) facing down.
Put your receipt, caresheet and other paperwork on top of the insulating foam lid. Place your harmless WILDLIFE label—the one that comes with your shipping kit—on top, with the duplicate shipping address in the space provided. This harmless WILDLIFE note should be the first thing a person sees when opening the box. If your harmless WILDLIFE label has been lost or damaged, you can download another here.
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Label your package in accordance with the federal Lacey Act
You are required to mark the outside of the package with a complete list of the animal(s) inside, including quantities, common names and scientific names. A Lacey Act/IATA label must also be included. These can be ordered from SYR/SYA as stickers, or you can print your own on plain paper and tape it to the box. More info on the Lacey Act here.
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Fasten the label and ship
If you haven’t already done so, enter your package and shipping info into ShipYourAquatics.com and purchase your shipping label.
You can print your shipping label from the ShipYourAquatics.com site or from your confirmation email.
If you are using a thermal label printer, the label will be self-adhesive. If you print your label on regular paper, place your label inside the provided label pouch and affix the self adhesive pouch to the top of your shipping box.We recommend dropping your package off at the actual FedEx facility. FedEx Office locations are not recommended, as many of those locations do not accept live or perishable shipments for drop off or pickup.
Find a FedEx Facility location here. Use the Filter and select the "Dangerous Goods" filter to weed out everything except the actual FedEx facilities.
You can track your package progress using your FedEx tracking number on the home page of ShipYourAquatics.com.
If you have any questions or issues with your shipment, please contact us directly. You are a ShipYourAquatics.com client, not a direct FedEx client, and we will help you answer questions, clarify tracking or process claims. You can call us at 303 730-2125 or email us at Info@ShipYourAquatics.com.
19. Can you give me a quick list of guidelines for packing?
For specific rules regarding the packaging of live reptiles, see the ShipYourAquatics.com Shipping Standards.
Always follow these general packaging guidelines:
- Use a rigid box with flaps intact.
- Remove any labels, hazardous materials indicators, and other previous and now irrelevant shipment markings from the box.
- Use adequate cushioning material. Crumpled newspaper works well.
- Use strong tape designed for shipping. DO NOT USE DUCT TAPE, SCOTCH TAPE OR MASKING TAPE to seal your package.
- Do not use string or paper over-wrap.
- Use a single address label with clear, complete delivery and return information.
- Place a duplicate address label inside the package.
- Fasten the Lacey Act/IATA label to your box where it can be clearly seen but does not obstruct the shipping label.
20. Which shipping kit should I order?
ShipYourAquatics Shipping Kits
Kit #1 will fit up to four small species of fish or coral.
Kit #2 will fit several coral frags, up to two larger fish, or several smaller species.
Kit #3 will fit larger coral frags, multiple large fish, or a multitude of smaller species.
If you have any questions, contact us at Info@ShipYourAquatics.com or 303-730-2125.
21. Choosing a fish bag vs a portion cup
In all aquatic shipments, a fish bag will be used, as that is what will contain the water and enough air to oxygenate the water during shipment. DOUBLE BAGGING is required to meet minimum ShipYourAquatic shipping standards.
Most fish will do fine being placed directly in the fish bag.
Small coral frags, tiny fry, and other very small critters should be placed in a portion cup.
A fish bag liner may be required for fish with spikey fins or large, sharp corals. NOTE: Images of liners shown on our site are black to show placement. The liners are actually clear.
22. Using ShipYourAquatics.com shipping supplies
All shipping supplies and shipping kits sold on ShipYourAquatics.com are specifically approved and certified by FedEx and meet the aquatic-shipping standards developed by ShipYourAquatics.com. If you use a ShipYourAquatics shipping kit according to our directions, you can feel secure that you’re shipping your animals as safely and reliably as possible.
Shipping Kits (best for one-time or very infrequent shipments)
Bulk Supplies (best for folks planning to ship more than once or twice)
23. Using your own shipping supplies
You may use your own shipping supplies, but they must meet or exceed the standards developed by ShipYourAquatics.com, along with the FedEx live aquatic shipping standards and certification:
- Cardboard box is new, or like new, with a minimum burst strength of 275 lbs.
- No markings that indicate dangerous or illegal contents (no alcohol boxes). Box must not have any kind of warning or hazardous material markings or stickers.
- Box should be labeled in accordance with the Lacey Act. See more on that here.
- Insulation panel lining must be at least ¾ inch thick. The insulating lining must cover all four sides of the inside of the cardboard box, as well as the top and bottom.
- Heat or cold packs must be used according to ShipYourAquatics.com Shipping Standards.
- You must use a “triple container.”
- The fish bag or aquatic container.
- The insulating foam container with a 3mil thickness liner.
- The cardboard box.
- You must seal the box adequately. All shipping labels must be fully legible.
Boxes from the US Postal service, "Priority Mail" or "Express Mail" boxes, as well as many Amazon.com boxes, are too thin and flimsy. They do not meet the FedEx box standard and are NOT ALLOWED to be used for live shipments. They are too thin, too flimsy, and do not protect the animals sufficiently. Using a thin cardboard box, or one of the boxes mentioned, nullifies any SYA Live Arrival Insurance coverage.
If you have any doubts, use the supplies available on ShipYourAquatics.com.
Remember: What you do affects the entire aquatics hobby and industry. Every time someone ships aquatics with substandard packaging, and that shipment leaks, dies or is otherwise adversely affected, it jeopardizes our future ability to ship easily and economically through the FedEx service.
Take responsibility. Do your part. Pack your aquatics properly. Make sure it reaches its destination safely. It’s good for the animals, it’s good for the recipient, and it’s good for you.
24. Provide accurate information
It's critical that you enter accurate information on every part of the label-ordering process. If you use inaccurate data, FedEx charges us an additional fee—then we charge you that fee. You'll see it on your credit card statement. This isn’t fun for any of us, and it’s worth avoiding.
Incorrect address charges
When ordering your shipping label, do NOT put a PO Box in the address fields. Only US postal trucks can deliver to a PO Box and FedEx will not be able to complete that delivery without an address correction.
When FedEx attempts to deliver your package, but it turns out to be the wrong address, or the address doesn’t exist, they get annoyed. And they charge extra.
Please double-check your addresses and enter them accurately. 3911 Norwood Drive is not the same as 391 Norwood Drive, nor 3913 Norwood Drive, nor 3911 Norwood Avenue. The 80123 zip code is not the same as the 80128 zip code.
Each of those variations will incur an address correction fee of $16.00, which we will charge to your credit card. Please double check your address info for 100% accuracy.
If you realize you have entered the wrong address after the package has been handed over to FedEx, it's critical that you contact us at 303-730-2125 or info@ShipYourAquatics.com. There may still be a fee charged to make the change, but if caught early enough, we can facilitate a change of address on the label before the package goes off in the wrong direction or gets lost.
Dimensional weight charges
FedEx measures your package with lasers, and if they determine your package is bigger than you said—bam!—additional fee.
IMPORTANT NOTE: The measurements shown on your box, say 12x9x6 inches, indicate the internal size of the box. This is the standard used by the packaging industry. However, FedEx measures the external size of the box, and they round up to the nearest inch. FedEx may measure our popular 12x9x6 box as 12x9x7 inches—and that's what they charge for.
Measure the outside of your sealed box accurately. Round up to the nearest inch. Enter your information correctly. Measure twice. Double-check your work. Seriously.
Incorrect Weight charges
Incorrect Weight shipping charge corrections occur when the weight of a package is greater than the weight indicated at the time of shipping, or it's greater than the dimensional weight (see above).
To avoid Incorrect Weight shipping charge corrections, use any standard scale and round up any fraction of a pound to the next full pound. Enter that number into the ShipYourAquatics.com interface—accurately, please.
If you estimate the size or weight of your package as larger/heavier than it really is, there will not be any penalty fees added, but you will have paid more for that shipment than you needed to.
Accurate measurements are always best for your bottom line.
Contact Info
Provide accurate email and phone numbers so ShipYourAquatics and/or FedEx can reach you in the event that something goes awry with your shipment. Critical tracking updates are sent to the emails you provide, so make sure they work!
Double and triple check all your details for the smoothest shipping process possible!
25. How should I label the outside of the box?
The FedEx shipping label is first and foremost. It should be placed in an easily visible location.
When ordering the shipping label, do NOT put a PO Box in the address fields. Only US postal trucks can deliver to a PO Box and FedEx will not be able to complete that delivery without an address correction.
In addition to your FedEx shipping label, it's important you mark your package to indicate its contents.
The Federal Lacey Act and various state regulations require specific labeling. You are required to mark the outside of the package with a complete list of the animal(s) inside, including quantities, common names and scientific names. An IATA label must also be included. These can be ordered from SYA as stickers, or you can print your own on plain paper and tape it to the box where it can be clearly seen. Different states may have different requirements. This labeling direction meets all state requirements on these points. Contact individual state Fish & Wildlife offices for any additional requirements regarding labeling, health certificates, permits or restrictions.
It is IMPORTANT that you clearly indicate quantity and species and label your live package appropriately, according to both Federal and State laws. This includes meeting the IATA labeling requirement and the Lacey Act labeling requirement. Failure to label your live shipments accurately and/or completely may result in delays, inspection, confiscation, and/or monetary fines. Florida and California are especially vigilant about inspections and citations. It is YOUR responsibility, and it only takes a moment!
To assist you in compliance we can provided you with a Lacey Act/IATA label that includes our FedEx Reference Note and space for listing the contents of the box. Complete it and place it on the side of any live reptile/aquatics package where it can be clearly seen.
Printable Lacey Act/IATA labels - 4 per page
To meet the IATA labeling requirement you must check/circle the appropriate Live Animal Indicator- Aquatics or Reptiles.
To meet the Lacey Act labeling requirement you must list your species by quantity, and both scientific and common name. Florida is requiring BOTH scientific and common name listings, complying with the Florida requirement will ensure that you are labeled appropriately throughout the country. Failure to label completely may result in delays, confiscation, and/or fines.
If you use plain paper to print the Lacey Act/IATA label, be sure to cover it with tape to prevent tears or weather wear (or use a label-envelope).
The FedEx Reference Note on this label is provided for those rare moments when a FedEx employee balks at accepting a live shipment. It is intended to alleviate concerns and instructs the employee to contact the FedEx Live Animal Desk through their internal system for clarification if they need it.
Be sure to include your paperwork* inside the top flap of the box, on top of the foam insulation.
*Sales receipt or packing list, as well as the species and quantities of live animals contained in the package.
26. How can I download the Lacey Act/IATA label?
It's important that you print the LaceyAct/IATA label and fasten it to your box where it can be clearly seen but does not obstruct the shipping label in any way. Our FedEx reference note has been included on the Lacey Act/IATA label. That note will answer FedEx employees' questions about your shipment with ShipYourAquatics.com.
Printable Lacey Act/IATA labels - 4 per page
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*****USING HEAT PACKS AND COLD PACKS*****
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27. Regulating the temperature of the package
You might need to use a heat pack or cold pack inside your package. This decision depends on the type of animal you’re shipping and the daytime high temperature at your location and at the destination.
These are guidelines. Be aware of the temperature requirements and safe temperature range for the species you are shipping. If you have questions about a specific species or weather condition, consult ShipYourAquatics in-office staff for more detailed guidelines and parameters.
It is the responsibility of the shipper to adequately package shipments for all temperature extremes and handling conditions. DO NOT OVERUSE HEAT PACKS!
6 Critical Points for Heat Pack Use
- Heat packs should never come into direct contact with the animal bag/container.
- There should always be crumpled newspaper or other packaging material between the heat pack and animal bag/container.
- Heat pack should never be placed under an animal bag/container, as it will result in high likelihood of DOA.
- Heat pack should be taped securely to underside of the styrofoam lid. DO NOT cover the red stripe with tape!
- Failure to comply with the above points will INVALIDATE Live Arrival Insurance.
- Lastly, we do not recommend heat pack use in any box smaller than the 12x9x6. If you need a heat pack with your shipment, you should use the 12x9x6 box or larger.
These guidelines are according to the daytime HIGH temps. Shipping outside of these temperature guidelines nullifies any SYA Live Arrival Insurance. If your daytime high temps straddle two categories, please contact us directly for heat pack instructions that remain within insurance parameters, qualifications and guidelines. Heat pack use in warm weather can KILL AQUATICS!
CORALS and TROPICAL FISH:
Below 40°F: Don’t ship. Wait for warmer weather.
40-70°F: Use a heat pack per our directions.
70-80°F: DO NOT use heat pack or a cold pack
80-90°F: Use a cold pack per our directions.
90-95°F: Ship to a "FedEx Ship Center" facility (NOT a FedEx Office, Pak Mail, Mail Boxes Etc. or other satellite/franchise location). Your shipment will arrive early in the morning and be kept inside until the recipient picks it up. Search for a Fedex staffed facility near you. Read the IMPORTANT NOTE below.*
Over 95°F: Don’t ship. Wait for cooler weather.
COLD WATER FISH:
Below 30°F: Don’t ship. Wait for warmer weather.
30-55°F: Use a heat pack per our directions.
55-70°F: DO NOT use a heat pack or cold pack.
70-80°F: Use a cold pack per our directions.
80-85°F: Ship to a "FedEx Ship Center" facility (NOT a FedEx Office, Pak Mail, Mail Boxes Etc. or other satellite/franchise location). Your shipment will arrive early in the morning and be kept inside until the recipient picks it up. Search for a Fedex staffed facility near you. Read the IMPORTANT NOTE below.*
Over 85°F: Don’t ship. Wait for cooler weather.
AXOLOTLS:
Below 30°F: Don’t ship. Wait for warmer weather.
30-50°F: Use a heat pack per our directions.
50-70°F: DO NOT use a heat pack or cold pack.
70-90°F: Use a cold pack per our directions.
80-90°F: Ship to a "FedEx Ship Center" facility (NOT a FedEx Office, Pak Mail, Mail Boxes Etc. or other satellite/franchise location). Your shipment will arrive early in the morning and be kept inside until the recipient picks it up. Search for a Fedex staffed facility near you. Read the IMPORTANT NOTE below.*
Over 90°F: Don’t ship. Wait for cooler weather.
*IMPORTANT NOTE: When the daytime high temperature at your destination is approaching the limit of "too warm to ship" but isn't quite there yet, you should not ship to typical residential or business locations. Any time spent on a delivery truck during the heat of the day can be detrimental to the health of your livestock. However, you can ship to a "FedEx Ship Center" facility (NOT a FedEx Office, Pak Mail, Mail Boxes Etc. or other satellite/franchise location). Your shipment will arrive early in the morning and be kept inside until the recepient picks it up.
If you want to have your package held for pickup at a FedEx facility, be sure to enter "FedEx Ship Center" in the Organization field and "HOLD AT FACILITY" in the second address field, like this:
When the daytime high temperature at your location is approaching the highest range of safe shipping temperatures, live shipments must be dropped off at a FedEx counter very late in the day, after 5 p.m. You will not beat the heat if you give your package to a FedEx driver at 1 p.m. and it spends the afternoon making the rounds in a hot truck. A hot weather shipment will be covered under our ShipYourAquatics Insurance policy only if the parameters mentioned here (post 5 p.m. drop off, shipping to FedEx staffed facility, hold for pickup) are followed.
Search for a FedEx staffed facility near you.
28. Using a Heat Pack
ShipYourAquatics.com offers 40- and 72-hour heat packs. 40-hour heat packs are most often used for aquatic shipping. Aqauatics must be shipped Priority Overnight, and the 40-hour heat pack is appropriate. Heat packs of less than 40 hour duration do NOT meet the SYA Shipping Standards.
To ship live aquatics, do not use the 12- or 24-hour packs available at your local BigBox store or ski shop. Those packs are hand warmers, not shipping tools. The 12-24 hour packs don’t provide the necessary heat nor duration for a successful live shipment. 12 and 24 hour hand warmers also peak at a much higher temperature than shipping heat packs (180F), endangering the life of your live shipment. Hand warmers do NOT meet the SYA Shipping Standards. Heat packs of less than 40 hour duration do NOT meet the SYA Shipping Standards.
Heat packs work through a chemical reaction between the contents of the heat pack and oxygen in the surrounding air. Oxygen flow is regulated through the perforated red line. Never cover the red line with tape or anything else.
Pre-start your heat pack two hours before shipping. Shake it up well, and place it in a folded towel so it can generate a quick, solid heat. The heat pack will not heat up properly if you leave it in open air.
The heat pack must be well started before you tape it to the underside of the top insulation panel and seal your box. Remember not to tape over the perforated red line. The red line should face the interior of the box.
Note: Do not overuse heat packs! Use only one heat pack per box unless you are using our largest box, the 30"x16"x10", where two heat packs can be used if needed. Two heat packs in a box 16x16x8 or smaller will cause the box to get too hot and can kill the animal.
We have seen shipments where folks have put multiple heat packs in box, using the "if one is good, two is better!" philosophy. This has resulted in the loss of the animals.
In a small or medium sized box, multiple heat packs will increase the ambient temp of the box into very dangerous territory. Check out the chart below for the temps that a single heat pack puts out. More is absolutely not better, just much, much hotter. Hand warmers in particular peak at 180F!
The purpose of a heat pack is NOT to warm or heat the box, it is to prevent it from getting cold. You want a temperate box, NOT a hot box!
If the temperatures are near the lower end of the SYA guidelines then doubling the insulation and/or having the shipment held at a FedEx facility will minimize the chances for a DOA.
DOAs are often caused by improper use of heat packs during the winter. Using too many heat packs in a box can cause the inside of the box to overheat. Be aware that heat packs use oxygen and using more than needed may consume all the oxygen in the box and have fatal consequences for the animal. Following these guidelines will increase your chances of having successful shipments.
6 Critical Points for Heat Pack Use
- Heat packs should never come into direct contact with the animal bag/container.
- There should always be crumpled newspaper or other packaging material between the heat pack and animal bag/container.
- Heat pack should never be placed under an animal bag/container, as it will result in high likelihood of DOA.
- Heat pack should be taped securely to underside of the styrofoam lid. DO NOT cover the red stripe with tape!
- Failure to comply with the above points will INVALIDATE Live Arrival Insurance.
- Lastly, we do not recommend heat pack use in any box smaller than the 12x9x6. If you need a heat pack with your shipment, you should use the 12x9x6 box or larger.
Note: New heat packs are soft and feel like loose powder. Used heat packs are hard. If your heat pack is hard, it has been compromised. Use a different one.
Here is a chart of heat pack surface temperatures for the various heat pack sizes:
PLEASE NOTE – The following non-compliance of heat-pack usage will INVALIDATE any Live-Arrival Insurance purchased:
- Using hand-warmers, foot-warmers, or any heat pack with a less-than 40 hour duration purchased in the big-box stores.
- Using more than one heat pack in any box smaller than our #5 size. The #5 box may include up to TWO heat packs.
- Failure to provide specific ventilation (four quarter-inch holes, two at each end of the box).
- Placing the heat pack at the bottom of the shipping box and/or in direct contact with the animal or the container the animal is in.
- Attaching the heat pack facing the wrong way or covering the red stripe with tape.
29. Using a Cold Pack
Soak in water for a minimum of 15 minutes, until fully saturated.
Put the cold pack in your freezer, plastic side down, overnight. It should be fully frozen.
Pack your animal, but don’t place the cold pack until you’re ready for pickup or dropoff. This keeps the cold pack frozen longer.
When you’re ready to seal the package, wrap the cold pack in newspaper to absorb condensation. Tape the pack to the underside of the top insulation panel. Make sure there is packing material (usually crumpled newspaper) between the cold pack and the container the animal is in.
Note: Using this site, you may NOT ship a package containing dry ice.
