What shall I bring?

Our experience has been that the people who bring less are often happier with their move -- not just the physical moving experience but also their overall experience with adopting a new life in a new country.  A small minority will divest themselves of virtually everything but their clothes and backpacks.  Not all of us have the wherewithal, financial or emotional, to make such a cavalier decision.  A roughly equal portion quite literally brings everything, right down to their snowboards and toilet paper.  Like the first group this approach requires a substantial commitment that is difficult, if not impossible, to reverse.  Those who try to turn around and return with their household belongings will generally find it to be more difficult and more costly.

That brings us to the great majority of immigrants, where most likely you find yourself, …… but still no closer to answering your question.  I believe it was Mark Twain who said “experience may be the best teacher, but the tuition is just too damn high”.  So let’s start with what other people have already learned.  Here are some general observations:

First and foremost, if you use something every day you will likely use it every day in Costa Rica.  The toothbrush is obvious but following are some other things to consider.

• If you enjoy cooking you will find that quality cookware is very expensive and difficult to replace.   

• Tools, and power tools in particular, can “cost twice as much for half the quality”, and you will always find yourself repairing something.

• Linens and towels commonly available in CR often have a high content of manmade fibers such as polyester.  This aids in drying but many find the feel and texture difficult to accept.

• You will probably find that you need far fewer clothes in CR (keep in mind, you must bring all used clothes and shoes in your personal luggage).

As you look around the house it is probably the larger things that grab your attention first.  This is where the ‘what’ and the ‘how’ processes become iterative.  The large items can quickly push you into container territory, so you should probably hold off on deciding their fate just yet.

• Shipping your furniture should be contemplated carefully.  You must ask yourself if your furniture is well suited for your new climate and if the style is right for your new house.  Homes here are often smaller and may have a lot of outdoor living.  It’s easy to bring the wrong furniture and too much of it.

• Mattresses are very personal.  If however, your beloved mattress is the only thing pushing you towards an entire container of shipping, you might want to consider a ‘bed in a box’, a compressed memory foam mattress.  They have proven extremely popular, and loved, among our customers.  These can be ordered and shipped directly with our consolidated cargo, removing them entirely from your packing delima.  

• Appliances are again large and can quickly push you into a container solution.  You should consider that importing appliances can force you to import repair parts also.  If you are adept at repairing your own appliance this may not be a big problem but if you are reliant on local repair resources it can sometimes get frustrating.  Most reputable service companies can handle it all for you but it will be much more expensive and you will be without your e.g. washing machine for weeks. High end appliances are difficult to find and expensive, but mid-grade and upper mid-grade appliances have become far more available than even just a very few years ago.  You should also consider whether a given appliance is appropriate for your new home.  For example, a gas dryer is far more economical than an electric but you must swap out the bottle of propane from time to time adding to the hassle factor.  Most areas of CR suffer from frequent power outages.  A gas range allows you to cook even in the dark.  Also, you should note that refrigerators, freezers, dehumidifiers and anything else with refrigerants are restricted from importing.

How do I decide?

“OK, this is all great stuff, but WHAT do I bring?”   We hear your frustration but, unfortunately, the answer to that question is unique to each move -- fortunately however, we can offer up a process that may help you answer that question for yourself in a way best suited to your particular circumstances.  It has the added benefit of also helping you understand the financial implications of your decisions as you go.

1. Prepare a packing area with lots of space in the garage or an unused room.  

   • Place a 40x48” pallet, or tape out those dimensions on the floor, in a corner where you can stack against two walls.

   • Make a bunch of copies of a pre-formatted inventory sheet.  

2. Take on one room at a time.  We recommend beginning with the kitchen or the workshop because they contain the most items likely to go with everyone.  Sort everything into one of 3 piles:

   • Pile #1 -- in this pile place everything that definitely has to go.

     • Maybe it is used every day, maybe it is too dear to part with.  For any reason at all, if it is going it needs to be in this pile.

   • Pile #3 -- in this pile is everything that is NOT going.

     • If you can’t imagine why you would bring it, put it in this pile.

   • Pile #2 -- everything else.

     • This is where everything goes that you haven’t YET rationalized taking along, or aren’t ready to sell off.  If you can’t make up you mind, put it in pile #2.  It will sort itself out later.

3. Begin packing everything in pile #1.  It is very important that these piles remain fluid.  Don’t hesitate to change your mind….often.  You may be packing an item and suddenly realize that thingy you are holding can’t work without some other thingy that is in pile #3.  If there’s something in pile #3 that you just aren’t ready to sell off, but haven’t yet thought of a good reason to bring it, move it to pile #2 (you can decide later :-)

4. Make your inventory as you go, box by box, bundle by bundle.  This is critical.  We must have an accurate inventory to import your belongings and you don’t want to go back and repack every box later.  It is very important that you log the item values as you go. Total the values as you close up each box. Number each box/bundle so it can be matched to the inventory sheet

5. Weigh each box or bundle as best you can and place it onto the pallet in the corner.  When you reach 7.5 ft in height, including pallet, it is full.  You can put about 10 such pallets in a 20’ container or about 20 of them in a 40’ container. 

6. Not everything fits on a pallet of course, but if it can it should.  Large pieces (furniture, mattresses, etc) can be arranged in another corner to make it easier to assess the volume required.

Now that you have a pallet full you can input the dimensions total weight and total value into our calculator, then select “medium” for the value category.  This will provide you with a pretty accurate estimate of the cost of shipping that pallet via our freight forwarding service (if over 50 cubic feet you must contact us for an estimate).

We suggest building up pallets so that you can get a visual reference of volume and a cost baseline.  In terms of volume you should be able to determine rather quickly if you will need a container, and what size.  In terms of cost, depending on where you are moving from, the crossover between container and freight forwarding is around 7 or 8 pallets.  We have probably been in communication with you throughout this process but when you have a solid feel for your volume we should focus on getting you some reasonably solid quotes.  Shipping a container is very hands-on.  You probably don’t want to make that decision lightly.  

You can repeat the process above until you have packed everything in pile #1.  Some consider themselves finished at this point.  Most prefer to go through pile #2 one last time before they call it good to go.

Some packing guidelines:

It is definitely worthwhile to consider how your things need to be packed, before you start, if for no other reason than having the necessary materials at hand for a proper job.  Packing for Freight Forwarding and for Container Shipping is fundamentally the same.  You should also review the PACKING SUGGESTIONS in the PACKAGES & FREIGHT pages.  Remember, except for the inventory nothing is more important to a smooth customs process than organized and orderly packing.

• First and foremost, know what you CAN’T bring to Costa Rica and keep that list always handy, and reference it frequently, throughout the packing process.  It’s easy to lose track when in the fits of making it all fit.

• Your belongings should be suitably packed, for extended and sometimes rough shipping and multiple handlings by mechanized means; i.e. forklifts and pallet stackers and cranes.  We take great care with your belongings but things can shift and fall in a container ride, and poorly built pallet loads can collapse and/or slump to the point of collapse when being moved.

• Remember that heavy boxes tend to be handled roughly and get set down hard.  If you are sending your packages via e.g. FedEx, UPS, etc, do not expect that they will be handled gingerly regardless of any warnings on the package.  

• Typically, more damage is done by other items in the box than by external battering.  For example, a heavy stone carving, if not properly secured within the box, will break loose and crush other items.  We cannot be held liable for breakage within a package due to inappropriate packing.

• Remember that packing boxes are meant to keep items contained.  Their shape and construction afford some degree of structural support but after the stack or pallet is jostled a few times it is the contents, and not the cardboard, that will end up supporting any weight stacked atop them. If the boxes on one side of a pallet collapse more than the other the whole stack can sluff sideways or collapse entirely.  Lots of shrink wrap helps lots.

• Disassemble furniture where you can.  Furniture and other large pieces can be wrapped in large sheets of cardboard or furniture blankets and shrink-wrapped.

• Pack drawers very lightly, if at all.  The weight of a drawer’s contents can triple or even quadruple when containers or pallets are inadvertently set down a little hard.

• Tape down or tie shut anything that moves (e.g. doors, drawers, etc).

• Bag or wrap mattresses and upholstered items in plastic.   Add a couple cardboard wraps for a lot more protection, especially during your container loading and unloading.

• Consider crating delicate items.  You may want to have particularly valuable artworks crated by professionals.  You can check with local museums or art dealers for ideas or referrals.

• Everything that can be boxed or bundled should be boxed or bundled

• Every box, bundle or solo item, whether on a pallet or loaded individually, should be numbered.  (put numbers on Blue painters’ tape to avoid tape damage to furniture and such, but it should be removed promptly upon arrival at your final destination.)

• If possible, all boxes are best shipped on a pallet, and the pallet heavily shrink-wrapped.  In this way they become mutually supportive, collectively stronger and better able to handle the rigors and jostling of shipping.  

  • You can palletize and shrink-wrap them on the ground if you have a forklift or some other means of getting pallets into the container.  They can also be built inside the container if not -- but you will still require equipment to position them.  

• Do NOT lock any cabinets, tool boxes, chests, etc.  Locked items will force your entire load to be held until a key is provided.  Crates must be easy to open or enter.  If you make it difficult you will just upset the very people you need to treat you favorably.

Packing HINTS:

• you can use a different color tape or marker for each room.  When you are unloading into your new home everyone instantly knows where it goes straight off, without asking or looking inside.

• Avoid putting more than 30 lbs in a standard strength cardboard box.  Keep box sizes manageable.   Extra or double strength boxes are available but loads should always be held to a weight you are yourself comfortable carrying about.

• Use packaging designed for the job where possible.  Have your favorite bike shop disassemble and repack you bike in their empty bicycle boxes, mattress bags can be found at the mattress store, etc.  Arrange this in advance so they have an opportunity to save these items from the trash.

• Make sure items are fully enclosed in the package.  Protruding parts are easily broken.

• Consider asking local museums and art stores for suggestions on packing particularly valuable pieces

• Plastic totes work well but often will not support as much weight on top of them as you might expect.  Imagine yourself sitting on a one end.

• Use more shrink wrap, and then do it again.  It is the safety pin of shipping.  It can be purchased in a variety of widths.  Use very wide on pallets.  Cover the entire pallet 8 or more layers thick.  Shrink wrap boxes that are overweight or bursting at the seams due to pressure from e.g. cushions.  Plastic totes can be shrink wrapped closed.  Shrink wrap together like items that are difficult to pack; e.g. garden tools, fishing poles, stacked dining chairs, etc.

• Pieces of wood, cut to length and stood up in the corners and middle of boxes will increase the stacking capacity of a box.  Pieces of cardboard cut to fit against the sides, top and bottom will help for heavy or sensitive loads.

• Some people like to list the contents on each box.  We recommend that you instead print your finished inventory for each box and, by box number, tape it to the end after it arrives at your home.  That way the list will be readable and it will be on the side you need it on.  One customer took pictures of the open box before she closed it up.  She taped it to the side of each box when she got here so she knew at a glance what was in it.

2.   All items must be valued. 

• • • If an item is new you must provide a “valid receipt” along with the inventory.  

      • “Valid” receipts will show either a method of payment or show a balance of zero.  They just want to know that you actually paid for it.

    • If the item is used then you must declare a value.  Most people use garage sale prices for used items.  

      • Hint: if unsure check Ebay or Craigslist -- in Ebay check the “Sold Items” box (under “Show Only” heading) in the left column to see actual sold prices as opposed to asking prices.

      • This may sound like a chance to take advantage of the system ……. but don’t!  The customs agents clear these items all day, every day.  They have a good sense of value, and they know that we don’t like taxes -- they don’t like taxes either.  They understand that we will use garage sale prices and they will accept that -- until they feel that the system is being abused.  The repercussions can be very costly and can tie your belongings up for months. 

      • A value of $0.0 is not considered valid.  Cost Rica’s attitude is that if it was worth zero then you wouldn’t be shipping it.

3.    Electronic only.  All receipts and inventories must be submitted to us in an electronic format, preferably Excel and PDF.  That is also how Aduanas requires them.

• • • We cannot use receipts or inventories inside the packages.  We contract with a warehouse to receive our packages and bundle them for shipping.  We prepare customs declarations before the packages are shipped.  The warehouse charges for retrieving your package and photocopying the receipt.  Their standard rate is $60/hr, ½ hr minimum.