Relocating machinery and production lines, step by step. How it works, how long it takes and how to prepare
Relocating a machine is not simply a matter of transport – it is a logistics and engineering project in which transport is one of the final stages, not the first. In practice, this means that a company which begins its planning by asking ‘what sort of lorry should we book?’ is making a sequencing error right from the start, which will come back to haunt them when production is launched at the new site.
The scale of the problem is very real. An incorrectly planned relocation of a CNC machine, a press or an entire assembly line results in downtime lasting weeks, whilst the costs of repairing damaged measuring or control components regularly exceed the cost of the transport itself. In this article, we guide the production director, maintenance manager and head of logistics through the entire process – from the initial audit, through dismantling and securing the equipment, to transport, unloading and commissioning at the new site, with specific timeframes for each stage.
1. How does the relocation of a machine differ from standard freight transport?
1.1 The specific characteristics of bulky and precision cargo
CNC machines, presses, assembly lines and industrial robots often have positioning tolerances measured in tenths of a millimetre. Even a slight dynamic overload during transport – such as sudden braking, vibrations caused by poor road surfaces or incorrect securing on the trailer – can throw the measuring system out of alignment, cause micro-cracks in linear guides or throw the axis encoders out of calibration. The effects of such damage are rarely visible straight away – they only become apparent during commissioning tests at the new site, by which time changing the schedule has already become very costly.
1.2 The multidimensional nature of the project
Relocation involves the coordination of four parallel work streams, which must be managed by a single project manager, rather than being carried out separately by departments that do not communicate with one another.
- Engineering workflow – dismantling, technical documentation, calibration following reassembly.
- Packaging line – securing the machine for transport, selection of barrier materials.
- Logistics process – choice of transport mode, cargo insurance, customs and phytosanitary formalities.
- Organisational workflow – schedule for the suspension and resumption of production, communication with customers and subcontractors.
2. Stage 1: Pre-relocation audit and planning
2.1 Technical survey of the machine
The starting point is a set of data: weight, dimensions, centre of gravity, support points, protruding and removable components, and the required transport position – horizontal, vertical or with locked axles. The machine’s factory documentation – technical data sheet, support diagrams, and the manufacturer’s transport instructions – is crucial at this stage, as manufacturers of precision machinery (e.g. 5-axis machining centres-axis machining centres) often specify particular lifting points and maximum accelerations; exceeding these limits will invalidate the warranty.
2.2 Analysis of the route and mode of transport
Before the machine is dismantled at all, it is necessary to check the road clearance – that is, the permissible dimensions of the vehicle and its load on a given route, based on the width of the carriageway, the height of viaducts and turning radii – as well as the load-bearing capacity of bridges and viaducts along the route and the availability of cranes and overhead cranes at the loading and unloading points. On this basis, a decision is made as to whether to use road, rail, sea or multimodal transport, depending on the machine’s dimensions and the distance between locations.
2.3 Timetable and time buffers
Project experience shows a consistent breakdown of time in a typical relocation project:
audit and planning: 15–20 per cent of the project time,
dismantling and packing: 25–30 per cent,
transport: 20%,
unloading, assembly and commissioning: 25–30 per cent.
A time buffer for unforeseen delays – such as customs, weather or logistical issues – amounting to at least 10–15 per cent of the total project schedule should be added to this timetable. For a project scheduled to last 6 weeks, this translates to a realistic buffer of 4–6 working days, which must be factored into communications with the clients receiving the production.
2.4 Indicative timeframe for the entire project
| Type of relocation | Estimated duration | The main factors causing delays to the schedule |
| A single medium-sized machine (domestic) | 1–2 weeks | Availability of a crane, readiness of the destination site |
| Multi-machine production line | 3–6 weeks | Coordination of multiple teams, the sequence of dismantling and reassembly |
| International relocation by sea freight | 6–10 weeks | Customs and phytosanitary formalities, transhipment times, container availability |
3. Stage 2: dismantling and preparing the machine for transport
3.1 Order of dismantling
The correct sequence begins with disconnecting the power supply and utilities – electrical, pneumatic, hydraulic and coolant systems – followed by draining the operating fluids, dismantling protruding components (robot arms, guards, control panels) and securing the moving axes with transport locks. A practical example: when relocating a machining centre with a 40-position tool magazine, the dismantling of the tool turret alone and its separate packing can take 4–6 hours, as each tool must be secured in transport sockets, rather than simply wrapped in film.
3.2 Documentation of the technical condition prior to transport
Photographic and descriptive documentation of the machine’s condition, serial numbers and connection points is essential both for the insurance claim process and for efficient reassembly. Marking the cabling and hoses before dismantling – using permanent cable ties with numbering corresponding to the wiring diagram – reduces reassembly time by as much as several tens of per cent compared with a situation where an electrician has to recreate the connections by trial and error.
3.3 Protection of sensitive components
PLC controllers, HMI panels and control cabinets require separate, airtight packaging to protect them from moisture and shock, independent of the machine’s main housing. The standard solution in this regard is a combination of ALU barrier film and VCI film – that is, a film containing volatile corrosion inhibitors – which, within the sealed packaging, form a protective layer on metal surfaces without the need for direct contact with grease or anti-corrosion oil. This package, combined with vacuum packaging, ensures airtight protection for up to 24 months of storage or transport. You can find out more about the specifics of this process in the article on packing control cabinets into transport crates.
Hydraulic system components constitute a special case, as they require additional protection against leakage during transport due to residual oil – in practice, this means sealing the connections tightly, placing absorbent material at the bottom of the crate and, for sea transport, additional VCI film on the steel components of actuators and valves, which are particularly susceptible to pitting corrosion in the high-humidity conditions inside the container.
3.4 Duration of dismantling, depending on the complexity of the machine
The approximate time frames vary depending on the type of machine:
a simple single-station machine (e.g. a hydraulic press without integrated controls): 1–2 days,
multi-purpose machine with integrated control system (e.g. a CNC machining centre with a pallet feeder): 3–5 days,
an entire production line requiring the coordination of several teams (e.g. an assembly line with 6–8 robotic stations): 1–3 weeks.
A numerical example: the relocation of an assembly line with eight welding robots and an overhead conveyor system, carried out by a team of four mechanics and two electricians, typically takes 12–15 working days just for the dismantling itself, of which nearly 40 per cent of the time is spent on labelling and documentation, rather than on the physical disconnection of components.
4. Stage 3: Design and manufacture of transport packaging
4.1 Selecting the type of gearbox to suit the machine’s design
Our range includes made-to-measure wooden crates, plywood crates and OSB crates, depending on the weight and the required structural rigidity. It is crucial that the crate is designed on an individual basis, taking into account the weight distribution of the specific machine, rather than being based on standard catalogue dimensions – the support points inside the crate must correspond to the machine’s support points as specified in its manufacturer’s documentation; otherwise, even a robust external structure will not prevent the load from shifting. The full range of packaging types is available in our range of transport crates designed for specific loads.
4.2 Protection against moisture and corrosion
For relocations involving sea transport or long-term storage, a combination of three techniques is used: VCI film containing volatile corrosion inhibitors (in industry practice, often ZERUST/EXCOR-class materials), vacuum packaging and ALU barrier film for metal and electronic components that are particularly susceptible to oxidation. For exceptionally sensitive components – such as integrated circuits and electrical cabinets – VCI anti-corrosion capsules and desiccants are also used inside the packaging. For road transport in open semi-trailers or on flat-rack containers, heat-shrink film with a thickness of around 230 microns is commonly used, which protects against dirt and, to some extent, against moisture during transport lasting up to several months.
4.3 Internal fixation and immobilisation
Wedges, supports and lashing straps must be fitted to the support points specified in the machine’s manufacturer’s documentation, and must not be positioned in places where they might cause the structure to collapse. The consequences of incorrect securing are tangible and measurable: a shift in the centre of gravity during transport can cause the machine to move by several centimetres within the crate, which, in the case of delicate components – such as the main spindle shaft of a CNC machine or linear guides — results in damage requiring the component to be replaced and a wait of several weeks for a spare part from the manufacturer.
4.4 Certification of timber
For international relocations, particularly cross-border and maritime ones, an IPPC (International Plant Protection Convention) certificate is required to confirm compliance with ISPM 15 – the international phytosanitary standard for wooden packaging materials, which aims to prevent the spread of plant pests and diseases between countries. The absence of such a certificate on the timber used in a crate or transport pallets poses a real risk of the consignment being detained at the phytosanitary border, regardless of how well the machine itself is protected. Danpol employs a rigorous timber drying process that exceeds the requirements of the IPPC standard, which further enhances the packaging’s resistance to changing weather conditions, pests and mould. Details of the process are described in the article on wood-drying methods for transport crates, whilst a full list of our certificates – including ISO 9001:2015 and IPPC – can be found on Danpol’s certificates page.
5. Stage 4: transport, transhipment and formalities
5.1 Choosing a means of transport depending on the route
Road transport is the predominant method for domestic and intra-EU relocations due to its flexibility and shorter lead times. Sea transport in containers or on flat-rack platforms is the standard for intercontinental relocations, particularly where the dimensions of the machinery exceed the capacity of road transport without special permits. Combined transport is used where there are infrastructure constraints – for example, on narrow access roads to a site where a large low-loader cannot enter, and transhipment to a smaller vehicle at a nearby manoeuvring area is the only solution.
5.2 Stowage and securing in a shipping container
In relocations involving sea transport, the key concept is stowage – that is, the professional arrangement and securing of the cargo inside a container so that it can withstand the rolling, vibrations and accelerations experienced on board a ship. IPPC-certified dunnage timber is used for this purpose, available as standard in dimensions of 100x100x2500 mm, 35x100x2500 mm and 20x100x2500 mm, high-tensile strength Cordstrap woven straps, and anti-slip mats to prevent the cargo from sliding relative to the container floor. All of this must comply with the CARGO STOWAGE IN SEA TRANSPORT standards (Res. A.714(17), Annex 13) as well as the recommendations of the IMO/ILO and the SOLAS Convention (International Convention for the Safety of Life at Sea). It is worth bearing in mind that a container not stowed in accordance with the regulations should not be accepted on board the vessel, and an improperly stowed container may be rejected during loading, which results in direct delays and additional costs. The scope of this service is described on the container stowage page.
5.3 Loading inspection as a safeguard for the project
An inspection carried out by a licensed inspector – for example, from SGS Polska – serves as an additional safeguard for the project; the inspector checks the technical condition of the container prior to loading and ensures that the cargo is properly secured before the vessel sets sail. This inspection involves checking the container for defects, holes and dirt that could cause leakage or damage to the goods, and its significance lies in minimising the risk of the container being rejected at the terminal and the associated costs of delays, which, in the case of intercontinental transport, can mean losing a place on the next vessel and having to wait another week.
5.4 Customs and insurance formalities
For the international transport of machinery, the documentation usually includes a carnet (a customs document permitting the temporary export and import of goods without customs duties, used, for example, at exhibitions or for testing), export documents in accordance with the customs classification of the machinery, and a cargo insurance policy. A key practical point: the insurance policy should be based on the replacement value of the machinery, i.e. the cost of remanufacturing and re-installing it at current prices, rather than to the book value after depreciation, which, in the case of older, fully depreciated but still valuable machinery, is often many times lower than the actual replacement cost.
5.5 Duration of the transport phase
| Route | Estimated transit time | Comments |
| National, road | 1–3 days | It depends on the availability of permits for non-standard transit |
| Intra-EU road transport | 3–7 days | Extra time for border checks and drivers’ rest periods |
| Maritime, container, intercontinental | 3–6 weeks | Depending on the port of destination and the number of intermediate transhipments |
6. Stage 5: unloading, assembly and commissioning at the new location
6.1 Preparing the destination site before the machine arrives
The foundations for the machine, utilities – a power supply with the appropriate specifications, compressed air, and coolant drainage – as well as the availability of a crane or forklift with the appropriate lifting capacity must be in place before the delivery arrives on site. The mistake that causes the greatest delay to a project is only starting to prepare the site once the delivery has arrived – in practice, this means that a machine worth several hundred thousand zlotys remains packed up on the site or in the hall for several extra days, because the concrete foundation has not yet reached the required strength or the electrical installation has not yet been approved.
A practical example: a foundation for a press weighing 18 tonnes usually requires a minimum of 21–28 days for the concrete to cure to its full design strength, counting from the time of pouring. If this time is not factored into the schedule alongside dismantling and transport, the entire project is extended by this entire period, even though transport and packaging could have been completed much earlier.
6.2 Unpacking and checking the technical condition
Checking the machine against the documentation drawn up prior to dismantling – photographs, descriptions, serial numbers – enables any transport damage to be identified quickly. Checking for such damage before signing the delivery note is of direct importance for subsequent insurance claims: a delivery note signed without reservation effectively precludes the possibility of a claim, even if the damage becomes apparent literally the very next day.
6.3 Reassembly and calibration
Assembly involves reconnecting the components in the reverse order to that of dismantling, using the markings prepared in advance. Once the machine has been positioned, it is re-levelled, the measurement and control systems are calibrated, and start-up tests are carried out under a test load before the machine is returned to full production. For a CNC machining centre, the geometry calibration stage – checking the perpendicularity of the axes, positioning repeatability and temperature compensation – typically takes 1–3 days, whilst for robotic production lines with multi-point positioning of robots relative to one another, this time may extend to a week, as each robot must be reprogrammed in relation to the new reference system in the workshop.
6.4 Management of packaging and post-production waste
Once the relocation is complete, wooden crates and pallets can be recycled rather than stored as waste taking up space in the warehouse. The timber waste collection service includes the collection, sorting, processing and recycling of various types of timber waste, including the issuance of documents confirming recycling, which is important for waste accounting within the BDO system and brings the relocation project to a close in a manner consistent with waste management principles.
7. The most common mistakes that prolong the relocation process
The lack of a prior road clearance audit, which only becomes apparent when a vehicle and machinery combination gets stuck under a viaduct or cannot fit on a narrow access road.
Underestimating the time required to dry out and protect hydraulic components against corrosion and leakage.
Failure to take photographs before dismantling, which makes reassembly more difficult and undermines any subsequent insurance claims.
Transport without the appropriate IPPC certificate, resulting in the consignment being detained at the phytosanitary border.
Failure to prepare the site – foundations, utilities, access for the crane – before the machine arrives.
8. FAQs
How long does it take to relocate a single machine within the country?
With efficient organisation, from dismantling to recommissioning, this usually takes 1–2 weeks, depending on the complexity of the machine and the availability of space at the destination.
Does every machine relocation require specialised transport packaging?
Not always. For short road journeys and less delicate machinery, proper securing on the trailer is sufficient, but for sea transport or long-term storage, barrier protection is practically essential.
What happens if the machine is not properly secured during transport?
The most common consequences include malfunctions in the measurement systems, corrosion of metal components and mechanical damage, which can delay the start of production by up to several weeks compared with the schedule.
Can a packaging company organise the entire relocation process, or just the packing?
The scope of services depends on the supplier, but an experienced manufacturer of transport packaging usually also assists with selecting the appropriate securing method, stowage within the container and logistics coordination, not just the production of the crate.
The relocation of a machine or production line is a multi-stage process in which transport accounts for a relatively small part of the overall schedule, whilst the greatest risk of delays and damage arises during the stages of dismantling, packing and preparing the destination site. Investing in professional transport protection and stowage is cheaper than the cost of production downtime resulting from damage to machinery during transport – a few days’ downtime on a production line far exceeds the cost of VCI film, dunnage timber or a loading inspection.
It is therefore advisable to consult an experienced industrial packaging manufacturer about the relocation project as early as the planning stage, rather than waiting until the carrier has been selected – the correct choice of crate, barrier materials and stowage method determines the safety of the machine throughout the entire journey. To discuss how to secure a specific machine or production line prior to relocation, please contact us directly via the Danpol contact form.
